SSA Bylaws, Page 1 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 Revised, approved, and adopted by resolution of the Board of Directors on April 24, 2017 Constitution and Bylaws Shawnee Soccer Association Article 1. Name The name of this CORPORATION shall be Shawnee Soccer Association. Article 2. Mission, Purpose, Boundaries, and Affiliations The Shawnee Soccer Association (SSA) is formed as a nonprofit, educational organization dedicated to the support, youth/adult education, and propagation of the game of soccer in an area encompassing the Shawnee, Tecumseh, Grove, Meeker, Seminole, Prague, Chandler, Dale, Bethel, North Rock Creek, Pleasant Grove and South Rock Creek school districts. Shawnee Soccer Association is affiliated with the Oklahoma Soccer Association (OSA), the United States Youth Soccer Association (USYSA), the United States Soccer Federation (USSF), and the Federation International de Football Association (FIFA). The Shawnee Soccer Association agrees to abide by the rules and regulations of administration and play established by the Oklahoma Soccer Association (OSA). These Bylaws shall constitute the rules of Shawnee Soccer Association unless they contradict laws set out by our parent organizations, and OSA. In the event a specific item is not in compliance then the item in the Shawnee Soccer Association Bylaws which is out of compliance shall be null and void and of no force or effect. All other items not affected by this noncompliance will remain in full force and effect. SSA Mission Statement: Shawnee Soccer Association is a non-profit corporation designed to foster the physical, mental and emotional health and development of our community’s youth through the sport of soccer at all levels of age and competition. The Shawnee Soccer Association’s objectives are to teach and train soccer players and coaches, develop leadership qualities and promote good sportsmanship among players, coaches, parents, referees and spectators. We provide children and young adults with the opportunity to participate in a soccer experience where they can develop positive self- esteem and build character by learning the virtues of hard work, respect, honesty, self-control, teamwork and sportsmanship. Article 3. Members ! Section 1 Admitting Club Players and Teams Players and parents and guardians of players shall be admitted to membership in the association upon acceptance by the association, of a properly completed registration form and payment of the player’s individual registration fee as established by the Shawnee Soccer Association. Coaches shall be admitted membership in the association upon the acceptance, by Oklahoma Soccer Association and the Shawnee Soccer Association, of properly completed coach’s registration form. Membership duration shall be from approved registration to the following season’s registration. SSA Bylaws, Page 2 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 ! Section 2 Removal of Players or Teams from Membership The membership of any player or team may be terminated at a special meeting called for that purpose by the concurrence of two-thirds of the eligible votes of the Board of Directors. The Board of Directors shall be empowered to suspend any coach who is deemed by the Board to have violated the Bylaws of the Shawnee Soccer Association or Code of Conduct set in place by the Shawnee Soccer Association Board of Directors. ! Section 3 Voting Board Members for Day To Day Operations Voting members shall be the Board of Directors. Each Director shall have one (1) vote in deciding all Board matters. Article 4. Meetings ! Section 1 Meeting Procedures Except, as otherwise provided in these bylaws or any special rule of order, the Association shall be conducted in accordance with the latest authorized edition of Robert’s Rules of Order. ! Section 2 Meeting Date and Time There shall be a meeting of board members on the fourth Monday of each month unless it is rescheduled due to circumstances. ! Section 3 Annual Meeting The membership meeting in April shall be known as the “Annual” meeting and shall be for the purpose of electing board members, receiving reports of board members and committees, and for any other business that shall arise. Members that are elected in April will take office after the May board meeting. ! Section 4 Special Meetings Special meetings can be called by the Board of Directors. The purpose of the meeting shall be stated in the call. At least seven (7) business days’ notice shall be given. ! Section 5 Directors and Quorum At all meetings of the Board of Directors, the attendance by a minimum of nine (9) of the Directors holding a position, in person, or telephonic, shall constitute a quorum for the transaction of business. The act of a majority of the Directors present at any meeting at which a quorum is present shall be the act of the Board of Directors. If a quorum shall not be present at any meeting of the SSA Bylaws, Page 3 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 Board of Directors, the Directors present may adjourn the meeting until a quorum is present. There are thirteen (13) board voting positions. If the number of filled board positions fall below 13 the following adjustments shall be made to the quorum. 12 positions filled – attendance by 8 constitutes a quorum. 11 positions filled – attendance by 7 constitutes a quorum. 10 positions filled – attendance by 6 constitutes a quorum. If the number of board positions filled ever falls below 10, no business shall take place until a special membership meeting is called and vacant positions are filled and then only at the next scheduled board meeting shall any business be addressed or voted on. Article 5 Directors ! Section 1 Election of Directors The Directors shall be elected at the “Annual Meeting” of the members or at a special meeting of members held for that purpose. Each Director shall hold office until their successor is elected and qualified. Club members who are allowed to vote in the annual election are the Board of Directors, coaches, and parents or guardians of the players from the current and/or previous season. ! Section 2 Board Members The Board of Directors shall consist of the following: A. President B. Vice President C. Registrar D. Treasurer E. Referee Assignor F. Competitive Commissioner G. Coaching Coordinator H. Secretary I. Uniform Coordinator J. Concession Stand Coordinator K. Fundraising Coordinator L. Age Group Coordinator M. Field Coordinator ! Section 3 Director Duties The business and affairs of the Shawnee Soccer Association shall be managed by its Board of Directors, which may exercise all such powers of the Shawnee Soccer Association. SSA Bylaws, Page 4 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 ! Section 4 Rescheduling of Director Meetings Director meetings can be rescheduled by a vote via email or phone. ! Section 5 Presides Over Directors Meeting The President shall preside at all meetings. In the absence of the President, the Vice-President shall preside over the meeting. If the Vice-President cannot attend, the President may appoint another voting Board member to preside over the meeting. If the President fails to appoint a replacement for the Vice-President, then the Board of Directors may appoint a board member in attendance to preside at that meeting. . ! Section 6 Appeals of Committee Decisions The decisions of all committees may be subject to appeal to the Board of Directors of the Shawnee Soccer Association. An appeal may be awarded with a majority vote. ! Section 7 Board Members Elections All board members shall be elected by a show of hands unless the majority of eligible voters present shall request an election by secret ballot. All board members shall serve until their successors are elected. ! Section 8 Board Member Terms Begin Board Member’s terms of office shall begin at the close of the meeting at which they are elected. ! Section 9 Board Member Qualifications No member shall hold more than one Shawnee Soccer Association office at a time. A Board Member can be anyone elected by the members of the association following the approval of their volunteer disclosure form. ! Section 10 Date of Board Member Election The board members shall be elected at the Annual Meeting. ! Section 11 President Duties The President shall preside at all meetings of the Shawnee Soccer Association and shall be the general manager of the Shawnee Soccer Association. The President shall have the authority to appoint a Technical Advisor to serve as designated by the President. The President shall represent the Association at all meetings (Oklahoma Soccer Association, etc.) The President shall serve as SSA Bylaws, Page 5 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 the Association’s liaison with the City of Shawnee and other outside organizations with whom the Association has a contract, and oversee the activities of the other officers to ensure they are properly fulfilling their duties and that the day-to-day activities of the Association are properly being maintained. The President shall be an ex-officio member of all committees. ! Section 12 Vice President Duties The Vice President, in the absence of the SSA President, shall act with the same power and authority of the President and shall perform such other duties as may be assigned to him/her by the SSA President or SSA Board of Directors. ! Section 13 Registrar Duties The responsibilities of the registrar shall include the placement of players on teams, generating game rosters and player passes. In addition, the Registrar must resolve any issues among player transfers. The Registrar is responsible for the organization and coordination of the general registration including the development of school flyers and creation of media advertising for registration. The Registrar must compile and submit player forms, volunteer disclosure’s forms, transfer forms, rosters, and registration invoices to Oklahoma Soccer Association each fall and spring season. ! Section 14 Treasurer Duties The Treasurer shall receive, disburse, and account for all the funds of the Shawnee Soccer Association which shall be kept in a bank or banks designated by the Board of Directors. The Treasurer shall report to the membership at each meeting an accounting of receipts and disbursements of the Shawnee Soccer Association including a copy of the most recent bank statement. The Treasurer shall prepare other tax or financial reports as necessary including an annual tax return (that may be completed by a CPA). The Board of Directors will review/approve cash receipts and disbursements (on a retrospective basis) and any disbursements exceeding five hundred ($500.00) will require prior board approval. Checks shall not be written for cash. The Treasurer is also responsible for collecting the mail at the association’s post office box. ! Section 15 Referee Coordinator Duties The Referee Coordinator should ensure that referees have certification/re-certification courses available. Additionally, the coordinator will ensure Shawnee Soccer Association has enough certified referees available for matches, should send referee fees to the treasurer for payment, and check game sheets for completeness. In order to assign games, the Referee Coordinator should hold a minimum Grade 8 assignor license, per the United States Soccer Federation guidelines, or make arrangements to use an assignor with these credentials. The Referee Coordinator should have 08 Referee license in order to answer all questions as they pertain to the Laws of the Game. If the Referee Coordinator is a paid position this board member will sit on the board, have input on board business, but will not be allowed to vote. SSA Bylaws, Page 6 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 THE APPEALS COMMITTEE shall consist of the Secretary, Vice President, Referee Assignor, Coaching Coordinator, and Age Group Coordinator or New Kicks Coordinator. The Appeals Committee shall have the power to call witnesses and to review records. The Appeals Committee shall hear all protests of all Shawnee Soccer Association governed games in accordance with the rules if the following requirement is met: 1. Federation International de Football Association, Oklahoma Soccer Association, or Shawnee Soccer Association rules were violated. 2. Referee judgment shall be no basis for protest. 3. Procedure for filing a protest is as follows: A. The protesting coach must note his/her intention to protest BEFORE signing the game form. B. The coach must deliver his/her written protest to the Referee Coordinator and $100.00 cash to Shawnee Soccer Association within 48 HOURS of the completion of the protested game. 4. If the protest meets the requirements as outlined above, a hearing will be scheduled. 5. A hearing will be held within one week following receipt of protest. 6. The committee may uphold the result, alter the game result by declaring a forfeit, or cause the game to be replayed. These are the only options. 7. A verbal decision will be given at the hearing, followed by written confirmation within seven days of the hearing. If the committee rules in favor of the protesting coach, his/her $100.00 will be refunded. If the committee rules against the protesting coach, his/her $100.00 will be forfeited. 8. All decisions of the Appeals Committee shall be appealed to the Shawnee Soccer Association Executive Board. The Appeals Committee shall also hear and investigate any and all player or coach ejections from games involving Shawnee Soccer Association governed competition, and shall decide upon the punishment, if any, applied to said player or coach. Such disciplinary action so applied may be in addition to such action taken by the Oklahoma Soccer Association if any. It shall be the responsibility of the Referee Coordinator to ensure that all decisions of the Shawnee Soccer Association Executive Board and the General Membership are in compliance Oklahoma Soccer Association, and Shawnee Soccer Association Guidelines and Bylaws. ! Section 16 Competitive Commissioner The Competitive Commissioner must hold a minimum State or National USSF D License. Refer to the Shawnee Soccer Association Competitive Bylaws. ! Section 17 Coaching Coordinator Duties The Coaching Coordinator must hold a minimum USSF E License, or be enrolled in an upcoming class with proof of course payment prior to election. The coaching coordinator identifies coaches for recreational teams, and may assist the Competitive Commissioner in identifying qualified competitive coaches, and schedules coaching clinics. The Coaching Coordinator must also work on developing player training programs with the club’s hired Coaching Director. The Coaching SSA Bylaws, Page 7 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 Coordinator will develop and seek prior Board approval for all coaching contracts. In addition the Coaching Coordinator must make themselves available to coaches who request instructional assistance, maintain open communications with coaches and parents to share latest coaching information and ideas, and to resolve any coaching concerns as they may arise. The Coaching Coordinator will create/maintain a database to track coaching education licenses and certifications of all SSA coaches. This database shall include coach’s names, licensing/certification level(s), and date(s) of award. Additionally, the coaching coordinator shall maintain copies of all course completion certificates in the SSA files. The coaching Coordinator shall maintain all coaching school reimbursement agreements for coaches seeking SSA funding of coaching school tuition, and maintain a database detailing the start and end dates of the coach’s agreement with the SSA and the tuition amount paid by the SSA on behalf of the coach. ! Section 18 Secretary The Secretary shall keep the records and minutes of all meetings of the Shawnee Soccer Association. At each meeting the Secretary shall provide a copy of the minutes of the previous meeting, shall give notice of meetings, prepare a meeting agenda, maintain custody of the records of Shawnee Soccer Association, and shall update the club Bylaws as necessary. ! Section 19 Uniform Coordinator Duties The Uniform Coordinator shall be responsible for organizing, ordering and purchasing recreational non-traveling team uniforms and distributing them to the coaches and/or players. The Uniform Coordinator shall keep an inventory of all uniforms and a log of all inventory ordered by SSA each season and the coach or parent to whom the uniforms are distributed including the date distributed. The inventory shall be maintained on a rolling basis to provide an ongoing account of uniform inventory from season to season. The brand, color and design of these uniforms shall be determined by the board through majority vote. SSA competitive team uniforms shall be standardized within the competitive program. The brand, color and design of the uniforms will be determined by the Competitive Commissioner working with the Uniform Coordinator. ! Section 20 Concession Stand Coordinator Duties The Concession Stand Coordinator is responsible for the upkeep of the concession stand; they must also provide a monthly report which includes expenses, income, and hours of operations and also provide a written report of scheduled workers. SSA Bylaws, Page 8 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 ! Section 21 Fundraising Coordinator Duties The Fundraising Coordinator is responsible for identifying and researching fundraising alternatives and overseeing fundraising activities. This board member shall research and seek/obtain club grants, and solicit local business donations. The Fundraising Coordinator will be responsible for recording and tracking the dates for donation advertisement signs at Staude Park. The Fundraising Coordinator must notify the SSA President when donor advertisement signs need to be posted or removed at Staude Park. ! Section 22 Age Group Coordinator Duties The Age Group Coordinator shall be responsible for coordination of both the U6 - U10 Recreational teams and the U12 – U19 Recreational Teams travel. The Age Group Coordinator(s) shall assist the Registrar with team placement and player transfers. It is the responsibility of the Age Group Coordinator(s) to assist with game schedules/reschedules, and team fundraisers, pictures and player awards. The Age Group Coordinator(s) is/are responsible for recording team records and standings in the appropriate age divisions. Regardless of how many divisions a coordinator is responsible for, they are only allowed 1 vote. The U12 – U19 travel recreational coordinator must email or fax home game results to the Oklahoma Soccer Association (OSA), using the appropriate game reporting form. ! Section 23 Field Coordinator The Field Coordinator shall chair the Fields, Equipment, and Purchasing Committee. The Fields, Equipment, and Purchasing Committee shall obtain and maintain all fields and maintain equipment of Shawnee Soccer Association. Expenditures in excess of two hundred fifty dollars ($250.00) must be approved in advance by a vote of the membership at any regular meeting, or the majority of the Board of Directors. The Field Coordinator manages the field contractors. The Field Coordinator oversees field maintenance including: lining, mowing, fertilizing, watering, trash removal, and weed application to all fields. The Field Coordinator is responsible for field layout, and improvements, as well as maintenance of mowing equipment. The Field Coordinator has the responsibility of determining cancellation of games due to inclement weather and updating the clubs rainout line. ! Section 24 Board Members Vacancies In the event of a vacancy occurring in any office of the Shawnee Soccer Association, a special meeting will be held to elect a successor to the office by majority vote of eligible voting club members attending with a Quorum present. ! Section 25 Removal or Resignation of Board Members At any meeting called specifically for the purpose of removing a Board Member, that person shall be removed by a two-thirds (2/3) vote of all board members holding position. Any proposal made SSA Bylaws, Page 9 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 to remove a board member must be documented in the prior minutes of the Shawnee Soccer Association board meeting. Any Board Member of the Shawnee Soccer Association may resign at any time by giving written notice of such resignation to the President or Secretary. If any Board Member misses 3 consecutive monthly board meetings this will be grounds for removal. If the offices of President or Secretary are vacated by resignation, the resignation may be submitted to any Board Member. The acceptance of any resignation shall not be necessary to make it effective. ! Section 26 Cost Reimbursement for Official Board Member Travel Any SSA Board Member traveling on recognized official business in the performance of their duties to the SSA shall be reimbursed at the rate of $20.00 per each round trip to the Oklahoma Soccer Association (OSA). Other destinations and amounts must be considered and approved by the SSA Board prior to reimbursement. Official trips shall include but not be limited to the Oklahoma Soccer Association (OSA), required monthly Club President's meeting, Registrar's meeting, Competitive Commissioner’s meetings, or OSA Bylaw revision meetings for club presidents and/or club proxies at the Oklahoma Soccer Association (OSA), offices, etc. Required the Oklahoma Soccer Association (OSA), meetings can be found in the Constitution and Bylaws. Board members claiming mileage reimbursement must fill out the SSA Mileage Reimbursement form and submit to the SSA Treasurer for funds disbursement. Note, this is a "reimbursement", not a "payment." Article 6. League Organization and Rules ! Section 1 Association Affiliations All league play including tournaments, playoffs and championship games sanctioned by Shawnee Soccer Association shall be governed by the rules and regulations of the Oklahoma Soccer Association (OSA), as amended by supplemental rules and regulations imposed by the Board of Directors of Shawnee Soccer Association if any. Any such supplemental rules and regulations so imposed by the Board of Directors of Shawnee Soccer Association may not be contradictory to, or conflict with, the rules and regulations of the Oklahoma Soccer Association (OSA), and shall be available for examination through the Secretary of Shawnee Soccer Association. ! Section 2 Team Classifications All teams will be divided into three categories of teams: A. Girls only teams. B. Boys only teams. C. Mixed teams ! Section 3 Team Age Groups SSA Bylaws, Page 10 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 For bracketing purposes, the age group determination for any team shall be based upon the team’s oldest player’s actual age before August 1st of the seasonal playing year (August 1st – July 31st). To participate in the SSA, players must be at least four (4) years old prior to August 1 of the seasonal playing year they wish to play. The age groups shall be as follows: A. under 5 years of age B. under 6 years of age C. under 8 years of age D. under 10 years of age E. under 12 years of age F. under 14 years of age G. under 16 years of age H. under 19 years of age ! Section 4 Team Age Group Exceptions A player shall not play in a younger division than his age allows. Any player playing up more than one age division must have board approval. ! Section 5 Formation of Teams Teams shall be formed by the appropriate Age Group Coordinator and Registrar fairly within the best interests of the SSA and its players, and in accordance with the following rules: A. Players on Previous Teams (Fall to Spring only) Any player who participated on a given team during the previous fall season may again register to play on that same team for the next succeeding spring season, so long as the player meets the age qualifications of that team and registers during the designated registration time period. Note: Returning players from the previous spring season into the next fall season (new playing year), shall be placed onto teams by the SSA Age Group Coordinator and Registrar. There are no guarantees a player will be rostered with their former team. B. New Players Any player who was not registered with any Shawnee Soccer Association team during the immediately preceding season will be placed on a team by the appropriate Age Group Coordinator and Registrar. C. Players from Abandoned or Previous Teams In the event a player was registered on a Shawnee Soccer Association team during the immediately preceding season and that team has either disbanded or has moved up out of the age bracket for which the player intends to play, the player will be placed on a team by the Age Group Coordinators and Registrar. All players to be placed on the team will be placed by the Age Group Coordinators and Registrar in order to maximize competitive balance among all teams. SSA Bylaws, Page 11 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 D. Player Acceptance A coach may not selectively refuse to accept any player assigned by the Age Group Coordinators and Registrar, unless board approved due to any previously documented issues, concerns, or any other item deemed to be contrary to the best interests of the player, team, coach or the SSA. Exemptions: SSA Competitive teams are exempt from this requirement. The SSA Competitive Commissioner and/or the competitive team coach shall be authorized, pursuant to the applicable SSA and the Oklahoma Soccer Association (OSA), Competitive Bylaws, to add players to the association’s competitive teams based solely upon playing ability and/or other selective criteria. E. Recreational Player Recruiting An effort of coaches, parents, or others to recruit or place players on a specific recreational team, or to remove or exclude a player from a team is prohibited. It is the direct responsibility of the Age Group Coordinator and Registrar, to ensure the integrity of the team formation process. F. Number of Players on Teams In forming new teams and adding players to existing teams, the Age Group Coordinators and Registrar shall limit all U6 teams to a maximum of 6 players, U8 teams to a maximum of 8 players, U10 teams to a maximum of 12 players, U12 teams to a maximum of 14 players, and all other teams to a maximum of 18 players in order to maximize player participation. Adding players to teams in excess of these numbers may be approved by the Board, but it shall be discouraged unless special circumstances indicate the additional players would be in the best interest of the player, team, and/or the SSA. G. Rights of Players to Play A registered player shall be entitled to play at least one-half (1/2) of every game scheduled for his/her team in accordance with the stipulation outlined in the player/coach contract. Exemptions: SSA Competitive teams are exempt from this requirement. 1. Enforcement of Players Right to Play The coach of each team shall be responsible to enforce the rules of this policy. 2. Exception for Players Injuries A player who has left a game due to minor injury should be allowed to return to the game as soon as possible to play out his/her allotted time as per coach discretion. 3. Exception for Late Arrival to Game Determination will be given to coaches for players who arrive to the match late, after play has started as per referee’s decision. SSA Bylaws, Page 12 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 H. Recreational Team Formation 1. All recreational teams shall start each season approximately equal in terms of ability, numbers, and age. 2. The placement of players on teams shall be the responsibility of the Age Group Coordinator and Registrar. 3. Each Club shall formulate guidelines based on the needs of that Club for forming teams from one or more of the following methods. a. School attendance b. Geography c. Neighborhood concept d. Random draw 4. Efforts by coaches or others to recruit players onto recreational teams on the sole basis of the player’s ability shall be prohibited. I. Player Transfer In the event a player wishes to transfer from a team for which he was registered during the immediately preceding season, approval to transfer may be granted by the Age Group Coordinator or Registrar upon requesting a transfer to a different team. J. Player Registration Fees Fees for registration shall be set by the Board of Directors. If a player, parent or guardian requests to be removed from a team once assigned and has not participated in a practice or game a full refund will be issued. If the player has attended a practice the fee will be refunded less $20 to cover insurance costs from OSA. If the player has only participated in one game the refund will be issued for half the registration cost. No refunds will be made once a player participates two or more games. Refunds made through GotSoccer will be reported to the treasurer. Refunds being paid by check will be processed by the Treasurer. Refunds take up to six weeks to process. Any other refunds must be approved by the board. K. Referee Fees and Game Reschedule Upon mutual agreement of both coaches: If the coach requesting the cancellation provides 72 hours’ notice, SSA will attempt to re- schedule the game. However, if cancellation is made within 72 hours prior to scheduled game time, the coach requesting the cancellation is responsible for the referee fees. If the referee fees are not paid, the game is declared forfeit by the coach requesting the cancellation and the coach is subject to board review. SSA Bylaws, Page 13 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 L. Code of Behavior CODE OF CONDUCT FOR BOARD MEMBERS As a member of the SSA board, Board Members will: 1. Respect the opinion of fellow board members. 2. Respect and support the majority decisions of the board. 3. Recognize that all authority is vested in the full board only when it meets in legal session. 4. Keep well-informed of developments relevant to issues that may come before the board. 5. Participate actively in board meetings and actions. 6. Bring to the attention of the board any issues that may have an adverse effect on SSA or those we serve. 7. Attempt to interpret & convey the needs of those we serve to the Board and communicate the actions of the Board to those we serve. 8. Refer complaints to the proper level in the chain of command. 9. Recognize that my job is to ensure that SSA is well-managed, not to manage SSA. 10. Represent all those whom this organization serves and not a particular team. 11. Consider myself a “trustee” of the organization and do my best to ensure that it is well- maintained, financially secure, growing and always operating in the best interest of those we serve. 12. Always work to learn how to do the job better for those we serve. 13. Declare conflicts of interest between personal life and position on the board and abstain from voting when appropriate. 14. Respect all parents, players, coaches, game officials, and volunteers within SSA. 15. Follow and maintain all rules & regulations set forth in these By-Laws. As a member of the SSA board, Board Members will not: 1. Criticize fellow board members, coaches, game officials, parents or players of SSA or fellow clubs. 2. Use the organization for personal advantage for that of friends, relatives, or specific teams. 3. Discuss the confidential proceedings of the board outside the boardroom. 4. Promise a vote on any issue before a meeting. 5. Interfere with the duties of other board members or undermine his/her authority as a board member. Code of Behavior for Players Players who play within the Shawnee Soccer Association (SSA) are expected to treat game officials, coaches, and other volunteers of the Association with the upmost respect. They are also expected to treat players from other teams with respect and play within the laws of the game of soccer at all times. SSA authorizes its referees and board members to utilize the laws of the game to ensure the safety and fair play of players, coaches, parents, and SSA representatives before, SSA Bylaws, Page 14 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 during, and after matches while on any SSA property. Specifically, players may be cautioned, sent off the field, or will be remove from the playing fields for such offenses as: 1. Violent conduct toward a player, coach, or game official 2. Spitting at or on a player, coach, or game official 3. Using offensive, insulting, or abusive language and/or gestures 4. Deliberately failing to adhere to an official’s request to follow rules 5. Serious foul play 6. Taunting of other players In all of these offenses, the game official in charge will determine if an offense has occurred. Players may appeal to the SSA Board if the feel they have been cautioned or removed unfairly. A player who is sent off the field during a game is suspended for the next regularly-scheduled contest for his/her team. Code of Behavior for Coaches Coaches within the Shawnee Soccer Association (SSA) are expected to treat game officials, players, and other volunteers of the Association with respect. SSA authorizes its referees and board members to utilize the laws of the game to ensure the safety and fair play of players, coaches, parents, and SSA representatives before, during, and after matches while on playing fields. Specifically, coaches may be cautioned, sent off the field, or asked to remove themselves from the playing fields for such offenses as: 1. Violent conduct toward a player, coach, or game official 2. Spitting at or on a player, coach, or game official 3. Using offensive, insulting, or abusive language and/or gestures 4. Deliberately failing to adhere to an official’s request to follow rules 5. Berating of players, referee’s, and club officials 6. Instructing players to play outside the laws of the game In all of these offenses, the game official in charge will determine if an offense has occurred. Coaches may appeal to the SSA Board if the feel they have been cautioned or removed unfairly. A coach who is sent off the field during a game is suspended for the next regularly-scheduled contest for his/her team. Any further violation of these policies will result in the following course of action: 1. 1st violation-verbal warning 2. 2nd violation-written letter from SSA board to appear at a special meeting 3. 3rd violation-dismissal from coaching permanently Dress code for coaches As coaches, we must maintain a professional appearance as well as provide a safe and comfortable environment for our Players & Parents. Please review the following dress code items. SSA Bylaws, Page 15 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 1. Please no tank tops, short shorts, low cut tops, or clothing to tight or revealing 2. Please no T-shirts with inappropriate logos, designs, or advertisements 3. Please wear appropriate undergarments and keep them covered 4. Inappropriate tattoos with explicit images or wording must be covered up at all times 5. Jewelry with the exception of wrist watches and rings must be worn under clothing. Earrings are not allowed. Players are not allowed to wear earrings; coaches should set the same example. COACH’S CREED 1. I hereby pledge to provide positive support, care, and encouragement for all children participating in youth sports by following this Code of Conduct. 2. I will present myself in a professional manner, in both attire & attitude, at all team functions, including practices and games. 3. I will place the emotional and physical well-being of my players ahead of any personal desire to win. 4. I will never degrade or humiliate a player for any reason. 5. I will treat each player as an individual, remembering the wide range of emotional and physical development for the same age group. 6. I will do my best to provide a safe playing situation for my players. 7. I will do my best to provide practices that are fun and challenging. 8. I will lead by example, demonstrating fair play and sportsmanship. 9. I will be knowledgeable in the rules of youth soccer and I will teach these rules to my players. 10. I will request help from SSA if I need to learn the skills to teach my players. 11. I will remember that the game is for children, not adults. 12. I will give all my players a fair amount of playing time. 13. I will be certain to have all registration and/or medical forms and emergency contact numbers with me at all team functions, including practices and games. 14. I will bring any problems with or concerns about parents, players, referees, or the league to the attention of the SSA Board or one of its members. Code of Behavior for Parents Parents of players within the Shawnee Soccer Association are expected to treat game officials, players, and other volunteers of the Association with respect. They are also expected to instruct any other adult or youth whom they bring to the SSA fields in this Code of Conduct Behavior. SSA authorizes its referees and board members to utilize the laws of the game to ensure the safety and fair play of players, coaches, parents, and SSA representatives before, during, and after matches while on playing fields. Specifically, parents (and visitors) may be cautioned, sent off the field, or will be removed from the playing fields for such offenses as: 1. Violent conduct toward a player, coach, or game official 2. Spitting at or on a player, coach, or game official 3. Using offensive, insulting, or abusive language and/or gestures 4. Deliberately failing to adhere to an official’s request to follow rules 5. Berating of players, coaches ,referee’s, or club officials SSA Bylaws, Page 16 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 6. Instructing players to play outside the laws of the game In all of these offenses, the game official in charge will determine if an offense has occurred. Any further violation of these policies will result in the following course of action: 1. 1st violation-verbal warning from coach 2. 2nd violation-verbal warning from SSA board called to appear at a special meeting 3. 3rd violation-dismissal from side line for remainder of the season. Article 7. Amendment of Bylaws These Bylaws can be amended at any meeting of the Board of Directors by a majority vote, provided that the amendment has been submitted in writing and a copy is provided to each board member at least one week prior to the board meeting. Article 8. Fiscal Year The Fiscal Year (FY) of the Shawnee Soccer Association shall be from September 1 of any year to August 31 of the succeeding year. Note that this differs from the seasonal playing year which begins on August 1 of any year and end on July 31 of the succeeding year. Article 9. Dissolution The Shawnee Soccer Association may be dissolved by the Board of Directors by a vote of board members serving at that time at any regular meeting of the Board of Directors or special meeting called for that purpose. Upon dissolution, the Board of Directors shall, after paying or making provision for the payment of all liabilities of the Shawnee Soccer Association dispose of all assets of the Shawnee Soccer Association by donating said assets to any such organization which is organized and operated exclusively for charitable, educational, religious, or scientific purposes 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 Directors shall determine. SSA Bylaws, Page 17 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 SHAWNEE SOCCER ASSOCIATION COMPETITIVE BYLAWS Article 1. Purpose Competitive soccer provides an opportunity for those players who possess the desire and demonstrated advanced capabilities to achieve their utmost in soccer skills and experience. The Competitive program shall prove a highly competitive style of soccer skills within adequate restrictions to assure the continued growth and enjoyment of participation in the sport of soccer. Article 2. Governing Body ! Section 1 Competitive Commissioner The Competitive soccer program will be administered by the Competitive Commissioner. The competitive commissioner shall report to the SSA Board of Directors the status of the SSA competitive program at the regular monthly SSA Board meeting, and at any other such time as warranted by events unique to the SSA competitive program. The Competitive Commissioner is a full voting member of the SSA Board of Directors and shall oversee total operation of all SSA competitive teams and play; shall recommend approved coaches and trainers to the Board; shall approve tryout flyers and player notification; shall be responsible for assuring that all teams and coaches are properly registered with Oklahoma Soccer Association; coordinates all competitive league reschedules; and works closely with competitive coaches on schedules and complaints. The Competitive Commissioner shall coordinate with the SSA Registrar for registering all competitive players in accordance the Oklahoma Soccer Association (OSA) requirements, attend the Oklahoma Soccer Association (OSA) Competitive meetings, and prepare and distribute Minutes of these meetings to all SSA competitive coaches and the SSA Board. The Competitive Commissioner shall perform all other duties and responsibilities as set forth by the Oklahoma Soccer Association (OSA) Competitive Commissioner and the Shawnee Soccer Association Board of Directors. The Competitive Commissioner shall have obtained a minimum State or National level USSF D License prior to their elected term of service. The term for Competitive Commissioner shall be for one year and begin at the close of the meeting at which he/she is elected. The competitive commissioner may be elected to successive terms in accordance with Article 5 of the SSA Bylaws. ! Section 2 Competitive Registrar / Program Assistant (if necessary) The Competitive Registrar/Program Assistant duties include assisting the Competitive Commissioner in daily operations such as advertisements, forms generation, player/team contracts management, and any other necessary administrative actions related to the program. SSA Bylaws, Page 18 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 In an effort to relieve the total workload of the SSA Registrar, this position shall serve as the Registrar for the overall Competitive program with full access rights and responsibilities within the club’s recognized registration program (Got Soccer) to generate rosters, player passes, guest player passes, etc. and to enter any and all such information required for the generation of the aforementioned products. This position shall coordinate with the SSA Registrar on the transfer of players between the SSA Recreational and Competitive programs. This position shall have no formal SSA Board voting powers and reports to the SSA Competitive Commissioner and SSA Registrar who are board members with full voting powers. Any competitive program registrar issues, concerns, and reports will be delivered to the board via the SSA Registrar. This position is shall not be required to attend the monthly SSA Board meetings. The Competitive Registrar/Program Assistant shall be appointed by the competitive commissioner subject to Risk Management certification and SSA Board approval by simple majority. The term of service shall begin at the Annual General Membership meeting in May (prior to the competitive player tryout period for the succeeding playing year) for a period of 1 year. The Competitive Registrar/Program Assistant may be re-appointed to succeeding years. ! Section 3 Competitive Appeals The Competitive Commissioner shall formulate and carry out all decisions pertaining to competitive teams. An appeal to a decision of the Competitive Commissioner can be presented to any SSA Board Member excluding the Competitive Commissioner. Appeals will be heard and voted on by the full Board. An appeal will be upheld with a majority vote. ! Section 4 Naming Convention SSA competitive teams shall be called “SSA XX United” whereas the “XX” denotes the 2-digit playing year of the oldest player assigned to that team. For example a team whose oldest player is a 2001 playing age shall be called “SSA 01 United”. In the event more than one team is formed in any one gender and age bracket, the 1st team will be further identified as the Blue team and the 2nd team will be known as the Red team (i.e. SSA 01 United Blue) ! Section 5 Team Structure A. Coaches Each team will have a coach approved by the Competitive Commissioner. B. Competitive Team Treasurer Each team may have appointed by the team coach a treasurer. The team treasurer shall receive, disburse, and account for all of the funds collected for the benefit of the team. The Treasurer shall SSA Bylaws, Page 19 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 report to the coach and to the Competitive commissioner an accounting of receipts and disbursements of the team. Upon dissolution of the team, the team treasure, after paying or making provision for the payment of all liabilities of the team, will dispose of all assets of the team by donating said assets to the Shawnee Soccer Association. C. Competitive Team Fund Raiser Each team may have a team fundraising organizer appointed by the team coach. The fundraising organizer will be responsible for organizing team fund raisers and coordinating fund raising efforts of Shawnee Soccer Association with their respective teams. Each fund raiser shall be approved by the Competitive Commissioner prior to execution. Use of the Association’s 501 (C) 3 Tax status must be approved by the SSA Board of Directors prior to any usage by donors to any competitive team. The Competitive Commissioner shall ensure that all competitive team fundraising activities and/or sponsorship donations are in good taste, are in keeping with the applicable standards set forth in all SSA and the Oklahoma Soccer Association (OSA), directives and rules, and does not bring any discredit upon the SSA (i.e. alcoholic beverage or tobacco product sponsorships, etc.). All fundraising activities must be approved by the SSA Board. D. Competitive Team Manager Each team may have appointed by the team coach a team manager. The team manager will coordinate all efforts assigned by the team coach. E. Competitive Team Coaching Certification Competitive coaches must have obtained the “D” certification or state license in compliance with the Oklahoma Soccer Association (OSA), competitive rules. The Shawnee Soccer Association will reimburse 100% of the enrollment fee for all SSA coaches who successfully complete the “D”, “E”, Youth Module 1, Youth Module 2 state coaching clinics. The Shawnee Soccer Association will reimburse fifty percent (50%) of the registration fee for all SSA coaches who successfully complete a national coaching license course. The following are approved national level licensing courses: 1. USYSA National Youth 2. USSF National C 3. USSF National B 4. USSF National A 5. NSCAA National Level or higher. SSA coaches shall notify the SSA Board of Directors via email or by appearing at the monthly meeting of their intent to register in a qualifying coaching course, and of their intent to seek fee reimbursement prior to registering for the course. To receive reimbursement, member coaches shall agree in writing to coach SSA teams for a minimum of two (2) playing seasons totaling no less than one (1) year. The 2-season coaching SSA Bylaws, Page 20 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 commitment shall commence on the date that the contract is approved by the SSA board and as soon as possible after the successful completion of the qualifying coaching course. e Coaches will be selected through a competitive process and will be assigned to a team on an as- needed basis. Coaches must submit their requests for registration reimbursement in writing to the SSA Treasurer. Proof of course completion is required (i.e. official signed Diploma, or Certificate) prior to reimbursement and a copy thereof shall be file maintained by the SSA Coaching Coordinator. Out-of-pocket expenses, such as local and out-of-town travel, meals, and overnight lodging incurred in connection with the training shall be the sole responsibility of the coach, and shall not be subject for reimbursement by the SSA. Furthermore, the parties agree that the coach is not entitled to insurance or other liability-related benefits of any kind in connection with participation in any approved coaching courses. Coaches who fail to complete an approved course for which they are enrolled shall not receive reimbursement from the SSA. F. Player Recruiting No recruiting prior to annual tryouts will be allowed in age groups where players are allowed to try out during the designated time periods set-up by the Oklahoma Soccer Association (OSA),. Also, a coach may not try to sway or induce a player to play for his/her team using any monetary or material item nor any other inducement such as playing time, or position. Any coach suspected of recruiting registered competitive players outside of the Oklahoma Soccer Association (OSA), - specified tryout/open recruiting time periods, or using illegal inducements may be asked to appear before the Shawnee Soccer Association Board. Illegal recruitment rules only apply to contacts made with a player who is duly registered and rostered to another the Oklahoma Soccer Association (OSA), competitive team in accordance with the Oklahoma Soccer Association (OSA) Competitive Bylaws, Section 8, Sub-section C, item 3. G. Team Formation All Competitive teams will be formed contingent upon the availability of coaches or other factors determined by the Shawnee Soccer Association Board. SSA competitive coaches shall have the final right of selection of players subject to the rules set forth by the Oklahoma Soccer Association (OSA), for player tryouts and selections (Ref. the Oklahoma Soccer Association (OSA), Competitive Bylaws, Section 5, Sub-section C, item 1.). 1. U19 Team Formation The maximum roster size is 22 players. Other special U19 team conditions apply – see the Oklahoma Soccer Association (OSA), Competitive Bylaws, Section 6, Sub- section B. H. Competitive Program Guidelines Player tryouts will be the means by which teams are formed. Tryouts will be setup and administered by the Competitive Commissioner or their representative. Tryouts will take place over an extended period of time which will allow the maximum number of players to attend and SSA Bylaws, Page 21 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017 to provide a greater opportunity to objectively evaluate a player. If any coach decides that between seasons tryouts are needed, he/she must notify the Competitive Commissioner for approval. I. Rights of Players to Play A registered player shall be entitled to play at least one-half (1/2) of every game scheduled for his/her team. 1. Enforcement of Player’s Right to Play The coach of each team shall be responsible to scrupulously observe the intent of this policy. 2. Exception for Player Injuries A player who has left a game due to minor injury should be allowed to return to the game as soon as possible to play out his/her allotted time. 3. Exception for Late Arrival to Match Consideration will be given to coaches for players who arrive to the match late after play has started. 4. Exceptions for Players Unwilling to Play Consideration will be given to coaches for players who do not want to play at a specific time. J. Code of Behavior Code of Behavior for Players Refer to SSA Bylaws, Article 6, Section 5, Item L. Code of Behavior for Coaches Refer to SSA Bylaws, Article 6, Section 5, Item L. Code of Behavior for Parents Refer to SSA Bylaws, Article 6, Section 5, Item L. Article 3. Higher Authority The Oklahoma Soccer Association (OSA) Competitive Bylaws shall be the higher authority for the SSA competitive program and will be used to provide clarification and guidance when questions arise. SSA Bylaws, Page 22 of 22 Revised, approved, and adopted by resolution of the SSA Board of Directors on April 24, 2017