URBANA SOCCER ASSOCIATION CONSTITUTION AND BYLAWS Adopted 19 February, 2002. Last amended 16 October, 2007.   (ARTICLE 1)               NAME   1.01  Name: The name of this organization shall be Urbana Soccer Association commonly known as USA or Urbana Soccer.   (ARTICLE 2)               PURPOSE   2.01  General Purpose: The purpose of the USA shall be to promote the benefits of soccer as a healthy form of recreation, fun and exercise. It will promote soccer via competitive and recreational teams and programs within the Urbana and surrounding communities. It shall do so in a manner that is without bias toward religion, race, color, creed or national origin.   2.02  Affiliations: The USA shall be and hereby is affiliated with the MSYSA (Maryland State Youth Soccer Association), USYSA (United States Youth Soccer Association), and the leagues in which USA teams play, and shall abide by the policies of these organizations. The USA is therefore subject to the laws and agreements of these organizations in so far as they are related to the activities and functions of the USA.   (ARTICLE 3)               MEMBERSHIP   3.01  Membership: Membership of the USA shall be open to 1) the parents or legal guardians of participants in USA activities; and 2) other interested persons 18 years of age or older. You must be a member of the USA in order to serve on the Board of Directors.   3.02  Revocation: Any member of the USA, coach, team or player may be expelled and have their membership cancelled, forfeited or suspended by a majority vote of the USA's Board of Directors without return of membership dues or other fees for violating USA rules or standards.   3.03  Government: The governing body of the USA shall consist of a Board of Directors and one recognized delegate (usually the head coach) from each team in good standing, each of whom shall be entitled to vote on matters pertinent to the USA. No proxies will be accepted for voting purposes. Only the Board of Directors and recognized team delegates will have the right to speak at the meeting. Any delegate or member of the Board of Directors may introduce anyone to speak provided he/she has the permission of the chair.   3.04  Fees: The USA does not charge a membership fee. Additional fees may be assessed as deemed appropriate by a majority vote of the Board of Directors.   (ARTICLE 4)               BOARD OF DIRECTORS   4.01  Number: The Board of Directors of the USA shall consist of five members (four members elected - President, Vice President, Treasurer and Secretary - and one member appointed by a majority vote of the elected Officers). Any change in the number of the Board of Directors must be decided by a majority vote of the voting membership.   4.02  Term: Each member of the Board of Directors shall be elected/appointed for a term of two years.   4.03  Nominations: Nominations to the Board of Directors may be made by any member in good standings prior to the voting at the May meeting, and will also be taken from the floor at that meeting. Nominees must indicate their willingness to accept the position, if elected, either in person or via proxy.   4.04  Vacancies: Any vacancy in the Board of Directors may be filled for the remaining term by a majority approval of the remaining Board of Directors.   4.05  Election: The four elected members of the Board of Directors shall be elected by the voting membership at the May meeting by a majority vote. Each elected Board of Directors member shall hold office until his/her term expires and until his/her successor shall have been duly chosen and qualified, or until he/she shall have resigned, or shall have been removed in the manner provided herein.   4.06  At Large Election: One member of the Board of Directors shall be elected by a majority vote of the elected Officers.   4.07  Powers: The business of the USA shall be conducted by and managed by its Board of Directors which may exercise all the powers of the USA except as are be statute, by the charter, or by the Constitution and Bylaws, conferred upon or reserved to the members. The Board of Directors shall keep full and fair accounts of its transactions.   4.08  Representation: Members of the Board of Directors are representatives of the USA, and can only act as a uniform body. No single member has the authority to commit the USA to any action except where expressly granted through USA policy or Board of Directors vote.   4.09  Removal: Any member of the Board of Directors not performing his/her duties or whose conduct is prejudicial or detrimental to the best interests of the USA may be removed from office by a unanimous vote of the remaining members of the Board of Directors.   (ARTICLE 5)               OFFICERS   5.01  Executive Officers: The voting membership shall choose a President, Vice President, Treasurer, and a Secretary to serve on its Board of Directors.   5.02  President: The President of the USA shall preside at all USA and Board of Directors meetings. He/She shall have general charge and supervision of the business of the USA. The President may sign and execute, in the name of the USA, all authorized deeds, mortgages, bonds, contracts or other instruments except in the case in which the signing thereof shall have been expressly delegated to some other Officer or agent of the USA. He/She shall perform all duties incident to the office of President of the USA, and such other duties as from time to time may be assigned to him/her by the Board of Directors. The President must supply a proposed budget prior to each season to be approved by the voting members. The proposed budget for the Fall season shall be presented and voted upon for adoption at the July USA meeting; the proposed budget for the Spring season shall be presented and voted upon for adoption at the December USA meeting. Registration and uniform fee structures will be presented in these budgets.   The President shall also fulfill the following roles as a representative of the USA: 1.      USA Area Coordinator to the Frederick County Youth Soccer Association (FCYSA) 2.      USA representative to the Frederick County Parks and Recreation Department 3.      USA representative to the Maryland State Youth Soccer Association (MSYSA) The President (or designated replacement) shall attend all meetings and perform all duties required of these roles.   5.03  Vice President: The Vice President, at the request of the President or in his/her inability to act, shall perform the duties and exercise the functions of the President, and when so acting, shall have the powers of the President. The Vice President is also responsible for receiving proposed amendments to these bylaws, and the subsequent processing of such requests. Additionally, the Vice President shall be responsible for all duties related to the fields used by the USA. Such duties include, but are not limited to, submitting field request forms; organizing and directing field maintenance and lining; and organizing and directing field acquisition and new field construction. The Vice-President shall have such other powers and perform such other duties from time to time as may be assigned to him/her by the Board of Directors or the President.   5.04  Secretary: The Secretary shall keep minutes of all Membership and Board of Directors meetings. The voting membership will approve these minutes at the next scheduled meeting. The Secretary will keep all of the approved minutes in a book and have this book available for review by all USA and Board of Directors members.   5.05  Treasurer: The Treasurer shall in the absence of the Vice President succeed to the office of President in his/her absence. He/she shall have charge of and be responsible for all funds, securities, receipts, and disbursements of the USA, and shall deposit or cause to be deposited in the name of the USA all monies or other valuable effects in such bank, trust company or other depositories as shall be selected by the Board of Directors. The Treasurer shall serve as the financial officer of the USA and shall be responsible for coordinating before the start of each season complete financial reconciliation and reporting in writing a balance sheet and income statement. The reporting will be itemized by category presented at monthly meetings.   (ARTICLE 6)               MEETINGS   6.01  Regular Meetings: USA meetings shall be held monthly. All meetings of the USA shall be held at such times and at such place as determined by the President. Meetings are open to the General Membership.   6.02  Annual Meeting: An annual meeting of the USA shall be held each year on a day during the month of May to be selected by the President, at which time the General Membership shall select officers in accordance with 4.05 hereof, and transact such other business as may properly be brought before the meeting.   6.03  Special Meetings: Special meetings of the USA or the Board of Directors for any purpose or purposes may be called by the President or by petition of twenty percent (20%) of the voting membership in good standing. Business transacted at all special meetings shall be confined to the purpose stated in the notice of the meeting.   6.04  Quorum: A quorum is equal to the majority of the members of the Board of Directors. When a quorum is present at any meeting, the vote of the majority of voting members and Board of Director members present at such meeting shall decide any question brought before such meeting. In which case, such express provision shall govern and control the decision of such question unless otherwise specified in these bylaws. The members present at a duly organized meeting may continue to transact business until adjournment, notwithstanding the withdrawal of enough members to leave less than a quorum.   6.05  Voting: Each voting member is limited to only one vote regardless of whether or not he/she fulfills multiple voting membership roles. For example, a member of the Board of Directors who is also designated as a team's delegate is only entitled to a single vote on any question to be decided.   6.06  Attendance at Meetings: Any Board of Directors member not attending three (3) consecutive meetings, including regular meetings of this USA or Board of Directors meetings, will have this office declared vacant unless such absences are excused by the Board of Directors. His/her office shall then be filled in accordance with 4.04.   6.07  Notification: The notification of a meeting will be electronic and posted on the USA's web site at least seven (7) days prior to the next scheduled meeting date.   (ARTICLE 7)               REGISTRATION   7.01  Registration: Prior to each season a registration period will be held. All players who wish to play for the USA in the upcoming season must have their USA registration form, medical liability waiver, Frederick County Parks and Recreation waiver, copy of birth certificate, registration fees and any other necessary documentation and/or payments received by the Registrar prior to a set closing date. The Board of Directors will determine this closing date prior to the start of such registration period. Those players whose registrations have been received by that closing date will be given an opportunity to play soccer for a suitable USA team or program.   7.02  Late Registration: Any registrations received after the closing date of registration will be charged a late fee. The Board of Directors will determine the amount of this late fee prior to the start of such registration period. Players whose registration is received after the registration closing date are not guaranteed an opportunity to play soccer for a USA team or program if all suitable teams/programs are full. In that case the registration and any other fees shall be refunded.   7.03 - Refunds:  Requests for refunds of registration fees will be granted as long as the refund request is received by the Registrar in writing no later than 10 (ten) days after the registration deadline date.  Special exceptions will be decided by majority vote of the Board of Directors on a case-by-case basis.  For example: making the high school team.  Uniform fees, any late fees, and any other fees incurred by the USA on behalf of the player (insurance, league registration, etc.) will be deducted from the amount to be refunded. At the discretion of the Registrar, uniform fees will be refunded provided the player's uniform is returned in its original, unworn condition.   7.04  Returned Check Policy: If a bank does not honor a check, the writer of the check will be notified by mail. Subsequently, the original fee(s) and any fees incurred by the USA because of the returned check must be paid in cash or certified funds.   7.05  Scholarships: Scholarships for registration fees, uniform fees and any other fees will be provided by the USA on an as needed basis. These scholarship candidates will be reviewed by the Board of Directors, and will require a majority vote of the Board of Directors for approval.   7.06  Fee Waivers: All registration fees, uniform fees and late fees will be waived for the children of the head coach of each USA team or program in recognition of time served on behalf of the USA. A team's head coach is the coach specified on the team's league registration. Likewise, all registration fees, uniform fees and late fees will be waived for the children of all members of the Board of Directors in recognition of time served on behalf of the USA.   (ARTICLE 8)             TEAMS   8.01  Team Selection: Players will be placed on teams according to age requirements, evaluated level of play and space availability.   8.01A - Division 1 Teams - Fall Season: To play on a fall season Division 1 team, a player must attend at least one of that team's preseason tryouts AND register before the registration deadline. Exceptions will be granted only by majority vote of the Board of Directors.   8.01B - Division 1 Teams - Spring Season: Returning Division 1 players who register before the registration deadline will continue to play with their Division 1 team through the spring season. Any open spots on the team will be filled at the discretion of the coaching staff with other players who have registered before the registration deadline. Exceptions will be granted only by majority vote of the Board of Directors   8.02  Player's Age:   For the Urbana Soccer Association (USA), a player's soccer age is determined by his/her age as of August 31.  A player's soccer age applies to the Fall and following Spring seasons. The USA date of August 31 is different than the USSF date of July 31 to better align with the date used to determine school grade by Frederick County Public Schools. 8.02A  Playing "Up":  USA players are not allowed to play "up" - i.e., play on a team in an older age group. The following exceptions to this bylaw are allowed provided the exception is requested at time of player registration: 1. Players currently playing up at the time of the adoption of this bylaw will be allowed to continue to play in their current older age group. Such players will have to abide by this bylaw for subsequent age groups. 2. A player entering first grade but with a soccer age of 5 (i.e., turns 6 on or after September 1) will be allowed to play U-8. 3. A player entering seventh grade but with a soccer age of 11 (i.e., turns 12 on or after September 1) will be allowed to play U-14. Any other exceptions to this preclusion of playing up must be granted by a majority vote of the Board of Directors.   8.03  Playing on More Than One USA Team: A player is allowed to play on more than one USA team provided such an arrangement is within the bylaws of the appropriate league(s) in which the teams participate. In general, the USA does not recommend that players play on more than one USA team, and as such, any such arrangement must be approved by a majority of the Board of Directors.   (ARTICLE 9)               COACHES   9.01  Coaching: Any USA member who is at least eighteen (18) years of age is eligible to become a USA soccer coach. All coaches must uphold the USA code of conduct (see Article 10) as well as any code of conduct imposed by the league or organizations where that coach's team plays. Violators of any agreed upon code of conduct may be removed and banned from any further coaching for the USA (see Article 10).   9.02  Training: The USA will pay for course fees for USSF F, E and D classes, NSCAA State, Regional and Advanced Regional classes along with all other approved training classes for all coaches (head coaches and assistant coaches) of USA teams and programs. Payment for any other courses must be approved by a majority vote of the Board of Directors.   9.03 Division 1 Head Coaches: To coach a Division 1 team, a coach must have obtained the following coaching license: U10 Division 1 team-USSF 'E' license, U12 Division 1 team-USSF 'E' license, U14 Division 1 team-USSF 'D' license. A one-season grace period will be allowed to provide a coach time to obtain the necessary license. Once this grace period has expired, a coach without the proper license will require a majority vote of the Board of Directors to continue as a Division 1 coach.   (ARTICLE 10)            CODE OF CONDUCT   10.01  Code of Conduct: The USA Code of Conduct can be found on the USA's web site.   10.02  Players and Coaches: All players and coaches will abide by the USA Code of Conduct at all times. Any member of the USA Board of Directors has the right to ban any player or coach from the field of play and its surrounding area for violating the Code of Conduct. Such violators may also be banned from any further participation in the USA.   10.03  Misconduct of Spectators: Each team in the USA is responsible for the conduct of its spectators. Any observing member of the Board of Director shall have the authority to caution and/or send off the coach or acting coach from the field for the misconduct of the spectators associated with the team. Therefore, the coach/assistant coach is expected to control his spectators at all times. If he is unable to do so the USA is directed to take appropriate actions toward the identifiable, unruly spectator, or if unidentifiable, towards the team itself. Such violators may also be banned from any further participation in the USA. Any member of the Board of Directors may ban a spectator from the field of play and surrounding area provided that spectator has violated the USA Code of Conduct.   10.04  Refusal to Leave: If a player, coach or spectator refuses to leave the field or surrounding area when directed to do so by a member of the Board of Directors, the observing member of the Board of Directors has the right to end the game, practice or activity at that time.   10.05  Suspension/Removal: A coach, player or member spectator can be removed from the USA by a unanimous vote of the Board of Directors, and subsequently barred from attending or participating in all future USA activities. Other, less severe disciplinary actions, such as forfeiture of games, suspension from one or more games, can be imposed by a unanimous vote of the Board of Directors in lieu of a complete removal from the USA.   10.06  Appeal: Any member, player or coach receiving disciplinary action may petition the Board of Directors to appeal his/her case. In this event, any disciplinary action imposed shall be postponed until the Board of Directors hears the appeal. After completion of the appeal process, the decision of the Board of Directors is final and any imposed disciplinary actions will take immediate effect.   10.07  Recruitment of Players: Any team participating in USA, or being formed for USA play, acting through its coaches, parents/guardians or players, which attempts to induce any player listed on a valid team roster of another USA team to leave his/her team shall be deemed to have recruited that player.   No coach, player or parents/guardians of players within USA, regardless of any other team affiliation/association shall initiate any form of contact with a prospective player who is listed on the roster of another USA team with the intent of recruiting that player.   Invitations to players listed on valid roster for play out-of-league, such as indoor, guest players for tournaments, etc., must be initiated through that player’s coach.   Complaints about recruiting shall be submitted in writing to the USA President within thirty (30) days of the alleged recruiting.  The President will convene a special meeting in accordance with Article 6 if required.   If a coach parent/guardian or player acting on behalf of the team is accused of recruiting, it is the coach who is held responsible.   Penalties for recruiting are: For the first offense, mandatory suspension of the coach for the offending team for the rest of the current season, or if between seasons the suspension is for the upcoming season. For any subsequent offense the coach's membership/association with USA will be terminated.   Penalties can only be invoked for recruiting by a unanimous vote of the board of directors.   (ARTICLE 11)            FINANCES   11.01  Fiscal Year: The USA fiscal year will run from July 1 through June 30.   11.02  Fund Usage: All funds raised by the USA shall be used to further the goals and objectives of the USA.   11.03  Audits: The Board of Directors is required to audit the financial records on an annual basis as well as when records are transferred to a new Treasurer. Financial records of the USA are subject to review and/or audit by the Board of Directors at any time.   11.04  Receipts/Invoices: All monies disbursed over $50 must have an itemized receipt or invoice.   11.05  Budget Modifications: Once a budget is approved, additions to the budget, deletions from the budget, and any changes of more than twenty (20) percent of any line item in the budget must be approved by a majority of the Board of Directors.   11.06  Dissolution: Should the USA be dissolved, all debts of the USA shall be settled first. All remaining assets of the USA, be they monetary or other, shall be distributed in the manner specified by a majority of the members of the Board of Directors at the time of the dissolution.   (ARTICLE 12)            AMENDMENTS TO BYLAWS   12.01  Amendments: These Bylaws may be altered, amended or repealed, or new Bylaws may be adopted at any meeting of the USA at which a quorum is present by a two-thirds (2/3) vote of the total present membership; provided, however, that all members have been given seven (7) days written notice, including a written copy of the proposed changes.   12.02  Proposals: Any proposal to amend the Bylaws or add new Bylaws may be made by any USA voting member. Any proposed changes must be submitted to the Vice-President in writing seven (7) days prior to the next meeting.   (ARTICLE 13)            PARLIAMENTARY AUTHORITY   13.01  Rules of Order: Robert's Rules of Order, Newly Revised shall govern all meetings of the USA to the extent they do not conflict with these Bylaws.