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Welcome to the Spearfish Soccer Association

Spearfish Soccer Est. 1978

By Laws and Policies

By-Laws of the Spearfish Soccer Association, Inc.

BYLAWS

SPEARFISH SOCCER ASSOCIATION, INC. BYLAWS

 Effective June 1, 2019

 

 The mission of the Spearfish Soccer Association, Inc. (SSA) is to promote a quality youth soccer program where young people and coaches can develop a positive self-image, self- confidence, and soccer skills through their interest and participation in the game of soccer.

 

 ARTICLE I: ADMINISTRATION

A.  SSA shall be administered as a non-profit, educational organization.

B.  SSA shall maintain itself as a member in good standing of the South Dakota Youth Soccer Association (SDYSA) and will comply with the Constitution, Bylaws and Rules and Regulations of the United States Youth Soccer Association (USSA).

C.  The policies and procedures of SSA shall be determined by the Board of Directors.  The Board of Directors shall consist of one (1) representative from each member team and the Executive Board of SSA.   The Board of Directors will assure the execution of the provisions, in all matters, of these Bylaws and the Policies and Procedures in good conscience and be answerable only to the general membership as a whole.

D.  The Executive Board shall administer the affairs of SSA in accordance with the Policies and Procedures Manual, these Bylaws, and the Rules and Regulations.   The Executive Board shall execute the policies directed by the Board of Directors.

E.  The executive board shall consist of: President, Vice President, Secretary, Treasurer and Members-at-Large. The order of succession as presiding officer is set forth in Article II, F, 1-4.  The President will not have a vote on matters except in the event of a tie, at which point, only the President will vote.

F.  A decision required of the Executive Board which, in the judgment of the President or Vice-President cannot wait for a regularly scheduled meeting of the Board of Directors, shall be rendered by the first three (3) members of the Executive Board taken in the order of succession who are available, except that one (1) of these three (3) must be either the President, Vice-President or Treasurer.

G.  Appointed positions of SSA shall be established as necessary by the Executive Board. Appointed position holders shall be appointed by the Executive Board and confirmed by a majority vote of the Board of Directors present.   An appointed position holder shall serve until he/she resigns or is replaced by the Executive  Board  and  Board  of Directors. Appointed positions will be paid positions and will not have a vote at any meeting.  These positions include the registrar and referee assignor.

 

 

 

ARTICLE II: OFFICERS AND BOARD OF DIRECTORS

 A.  Vacancies:  In the event of any vacancy occurring in any office of SSA, the Board of Directors shall elect the successor to the office by a majority vote of the Board of Directors present at any regular or special meeting.   The vacancy shall be filled by election for the remainder of the term of office, if any, in the same manner as if the term of office has expired.

B.  Removal of Officers:  Removal of elected officers for cause may be made at any general membership meeting or any special meeting called especially for that purpose.  A two- thirds (2/3) majority of votes cast by members present at said meeting is required for removal.  In addition, if any officer fails to attend three (3) successive board meetings without an excuse acceptable to the Executive Board, his/her office shall be declared vacant.  Any officer of SSA may resign at any time by giving written notice to any officer of the Executive Board.  Acceptance of such resignation shall not be necessary to make it valid.

C.  Suspension:  The Executive Board or Board of Directors may suspend any of its voting members by a two-thirds (2/3) majority vote pending removal proceeding as stated above.  If the presiding officer is suspended, the order of succession shall be invoked.

D.  Eligibility for Office:  Any member-at-large is eligible to be elected or re-elected to any office of SSA except where stipulated.

E. Election of Officers:  The Board of Directors will elect members to serve on the Executive Board by a majority vote by those present at the meeting.  Once elected, the current board of directors will appoint members to the executive board positions by a majority vote. The election of officers shall be staggered such that no more than 4 board positions are up for election in any given year.

E.  Duties and Powers of the Executive Board:  The Executive Board shall be responsible for the transaction of all business of SSA.

1.   It shall have the power to enforce the “Laws of the Game”, rules of USSA and adopted state or local rules.  It shall have the power to settle disputes and protest of appeals from decisions of affiliated subordinate organization.   Its decision shall be final, subject only to appeal to SDYSA or USSA.

2.   The Executive Board may elect the necessary number  of  delegates  and alternates to the State Board at the proper time of the year.  Reimbursement for expenses to such delegate(s) is dependent upon the condition of the treasury.

3.   At the annual meeting, the Executive Board shall give a full report of its activities during the preceding year.

F.  Officer’s Term, Duties and Powers:   Each officer of SSA shall serve for a three year term and shall perform specific duties within the SSA structure as follows:

1.   President:   The President of SSA shall serve for a maximum of (2) consecutive terms in office.  Upon leaving office, the President shall serve for one (1) year in a consultant capacity for the new President.  The President shall preside at all meetings.  He/she will pass upon all bills against SSA.  He/she shall be entitled to one (1) vote at all meetings in the event a tie-breaking vote is needed.

2.   Vice-President:  The Vice-President shall serve for a maximum of two (2) consecutive terms in office.     The  Vice-President shall  succeed  to  the powers of the President in his/her absence and shall have additional duties as designated by the Executive Board.  The committee chairs will report to the Vice President.  The Vice-President shall be entitled to one (1) vote at all board meetings.

3.   Secretary:  The Secretary shall serve for a maximum of two (2) consecutive  terms in office.   The Secretary shall be responsible for all correspondence of SSA and shall keep records of minutes of the meetings. He/she will maintain and update the by laws, policies, rules of the game.  The Secretary shall have additional duties as designated by the Executive Board.  The Secretary shall be entitled to one (1) vote at all board meetings.

4.   Treasurer:  The Treasurer shall serve for a maximum of two (2) consecutive terms in office.   The Treasurer shall be responsible and have charge over all property of SSA, including all finances.   He/she shall be responsible for the collection of all income and the payment of all board approved expenses.  He/she shall report on the condition of the finances at the regular meetings, and at any time at the request of the Executive Board. He/she shall submit a full report at the annual meeting of the financial transactions for the past year and of the balances then on hand.  The Treasurer shall be entitled to one (1) vote at all board meetings.

5. Member-at-Large: The Member-at-Large shall serve for a maximum of two (2) consecutive terms. Members-at-Large are encouraged to seek other positions on the board. Members-at-Large shall be responsible for duties agreed upon by the board including but not limited to serving as chair of the following committees:

Maintenance committee: The chair will be responsible for measuring, lining and maintaining the fields during the spring and fall seasons; and making sure all equipment (goals, nets, corner flags, etc) is in good condition.

Tournament Director: The tournament director will be responsible for completing all the paperwork for hosting a tournament; promoting the tournament; scheduling field space and games;  setting up the fields; soliciting volunteers; communicating to registrants; and all other duties to ensure the tournament is run efficiently. The director will be paid a small stipend for each tournament.

Game scheduler:  The game scheduler will be responsible for attending the fall and spring scheduling meetings and scheduling all league games for U8 and up.  The scheduler will be responsible for working with competitive coaches to coordinate tournaments schedules. The scheduler will be in communication with the referee assignor prior to scheduling league games to ensure field space and referee availability.

High School liaison: The liaison will be responsible for all communications with the school regarding youth soccer.  He/she will also be responsible for banner sales including but not limited to marketing, printing and hanging of banners.

U6/U8 coordinator: The coordinator will be responsible for all communications to coaches and parents regarding practices and games, including the coaches meeting prior to the season.  He/she will be responsible for making sure coaches have all necessary equipment to conduct practices (ball, cones, pinnies, etc ).

Age group coordinator: The coordinator will be responsible for all communications to coaches regarding practice schedules, including the coaches meeting prior to the season.  He/she will be responsible for making sure coaches have all necessary equipment to conduct practices (ball, cones, pinnies, etc).

 There shall be a maximum of 6 Members-at-Large. Members-at-Large shall be entitled to one (1) vote at all board meetings. The committee chairs will update the board as necessary at monthly board meetings.

 

ARTICLE III: MEMBERSHIP AND VOTING RIGHTS

 A.  The voting members of SSA shall consist of one (1) team representative from each member team and the Executive Board, with the exception of the President who may only vote in the event of a tie.

B.  Each team representative must be at least eighteen (18) years of age.  The head coach will serve as the team representative.  If unable to attend a meeting or if coaching more than one (1) team per season, the head coach may give his/her proxy rights to a parent or guardian of a player on their current team.

C.  Proxy, as used in reference to SSA, shall be defined as a written notice or email, from the head coach of a member team, assigning their voting rights to a parent or guardian of a player on their current team.

D.  Member teams are defined as teams made of players who have paid registration dues to SSA and have a head coach as of the season directly prior to the voting date.

E.  Each voting member of SSA shall have one (1) vote on matters acted upon by the membership.  However, no individual may cast more than one (1) vote on any matter.

F.  The seasonal year (fiscal) year of SSA shall begin on August 1 and end on July 31 of the current calendar year.  These Bylaws and the Policies and Procedures are in effect during the twelve (12) months of the seasonal year.

 

ARTICLE IV: MEETINGS

A.  General monthly membership meetings of SSA shall be held the first Tuesday of every month at a location to be determined by the Executive Board.   A majority vote of the Executive Board present shall decide all questions and matters except as otherwise specified in the Bylaws and the Articles of Incorporation.   Regular meetings shall be open to all members of SSA.

B.  An annual meeting of SSA shall be held in Spearfish, South Dakota each year on the second Tuesday of July at 7:00 p.m., unless such a day should fall on a legal holiday, in which event, the meeting shall be held at the same hour on the next succeeding business day that is not a legal holiday.  Written notice of the annual meeting shall be given no less than seven (7) days in advance of the meeting.  Election of officers shall be held at the annual meeting.   A majority vote of the voting members present shall decide all questions,  including  the  election  of  officers,  except  as  otherwise  prohibited  by  the Bylaws.

C.  If, in any year, the election of officers is not held at the annual meeting of SSA or an adjournment of the meeting, the Executive Board shall call a special meeting as soon thereafter as reasonably possible for the purpose of holding the election and transacting such other business as may properly be brought before the meeting.

D.  Any SSA meeting, general, annual or special, may be adjourned by the affirmative vote of the majority vote of the Board of Directors present in person at such meeting with the right to vote.

E.  Special Meetings:   The President may, upon his own accord, or at the request of a majority of the officers, call a special meeting of the Executive Board.  The voting rules for such meetings shall be as described for the regular meetings of the Board of Directors, but the meeting need not be open to the at-large members of SSA.

F.  Rules applicable to all meetings:

1.   Meetings shall be conducted in accordance with “Robert’s Rules of Order”.

2.   Individuals, representing themselves or a non-affiliate group, may, at the direction of the Executive Board, be granted the privilege of being present and speaking at the meetings.

3.   A quorum shall consist of three (3) members of SSA, one (1) of whom must be an elected officer.

4.   The voting members shall be as defined in Article III of these Bylaws.

 

ARTICLE V: AMENDMENTS AND MODIFICATIONS

 A.  Proposed amendments and modifications to the Bylaws must first be presented in writing to the Secretary at a general monthly meeting.  The Secretary or his/her designee must read the proposal aloud and place the proposal in the minutes of the monthly meeting.

B.  Adoption of amendments and modifications to the Bylaws shall be made only after each requirements stated above has been satisfied and only at a special meeting called for that particular purpose or at the next general monthly meeting of SSA.  Such a meeting must not be held less than seven (7) days after the proposal for amendment and/or modification was made.  A two-thirds (2/3) majority of votes cast by the Board of Directors present is required to adopt such amendment of modification.

C.  Amendments and modifications to the Bylaws of SSA shall take effect immediately, unless otherwise specified.

 

 ARTICLE VI: RULES AND REGULATIONS

 A.  The Executive Board shall adopt rules and regulations governing the playing of soccer within the jurisdiction of SSA.  The Executive Board shall have the authority to amend such rules and regulations from time-to-time as it deems necessary.  The Executive Board shall give no less than fourteen (14) days’ notice to all members of any meeting to adopt or amend such rules and regulations.  Notice must include copies of the proposed rules and regulations or amendments.

B.  The rules of play shall be the “Laws of the Game” as published by FIFA, except those modified for the benefit of youth soccer by the USSF, USSA, SDYSA and/or SSA.

 

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Spearfish Youth Soccer Association

 PO Box 53
Spearfish, South Dakota 57783

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