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Bylaws

2:01 BOARD OF DIRECTORS

The Association shall have a Board of Directors elected through an open and democratic process as described in this Article 2.


2:01:01

The District Commissioners of this Association shall elect an Executive Committee, composed of the CYSA Chairman, 1st Vice Chairman, 2nd Vice Chairman, 3rd Vice Chairman, Secretary and Chief Financial Officer, who shall serve for a period of two (2) years. The Executive Committee shall be elected to staggered terms of office. The Chairman, 2nd Vice Chairman and Chief Financial Officer shall be elected to take office on the 1st of January of even numbered years. The 1st Vice Chairman, 3rd Vice Chairman and Secretary shall be elected to take office on the 1st of January of odd numbered years. The District Commissioners shall also elect annually among themselves, a District Commissioner Representative, who shall serve on the Executive Committee. The immediate Past Chairman shall hold the position of Chairman until the new Chairman is elected.
  1. Chairman – The Chairman shall conduct all meetings of the Board of Directors and shall cast a vote only in the case of a tie. The Chairman shall appoint at the beginning of each season, as appropriate and subject to the approval of the Board of Directors, the Standing Committees and/or the Committee Chairmen, who do not fall under the jurisdiction of the 1st Vice Chairman, 2nd Vice Chairman or 3rd Vice Chairman. Committee Chairmen may be removed for cause before the end of their term by a majority vote of the Board of Directors. The Chairman shall also appoint Members-at-Large, as appropriate and subject to the approval of the Board of Directors, for a one-year period. The Chairman shall also be responsible for such other duties as directed by the Board of Directors. The Chairman shall be deemed the "Lead Chairman" with respect to the Long-Range Planning Committee.
  2. 1st Vice Chairman – Vice Chairman for Administration and Internal Review - In the absence of the Chairman, the Vice Chairman for Administration and Internal Review shall preside at meetings of the Board of Directors. The Vice Chairman for Administration and Internal Review shall be responsible for the Protest and Appeals Committee, Registration Committee, Rules and Revisions Committee and the Internal Review Committee. The Vice Chairman for Administration and Internal Review shall appoint, as appropriate and subject to approval of the Board of Directors, those Committee Chairmen under his/her jurisdiction. The Committee Chairman’s term shall be 2 years and run concurrently with the Vice Chairman’s. Committee Chairmen may be removed for cause before the end of their term by a majority vote of the Board of Directors. The Vice Chairman for Administration and Internal Review shall also be responsible for such other duties as directed by the Board of Directors.
  3. 2nd Vice Chairman – Vice Chairman for Coach and Player Development. In the absence of the Chairman and the 1st Vice Chairman, The Vice Chairman for Coach and Player Development shall preside at meetings of the Board of Directors. The Vice Chairman for Coach and Player Development shall be responsible for the Coaching Committee, Olympic Development Committee, Recreation Committee and the Referee Committee. The Vice Chairman for Coach and Player Development shall appoint as appropriate and subject to the approval of the Board of Directors those Committee Chairmen under his/her jurisdiction. The Committee Chairman’s term shall be 2 years and run concurrently with the Vice Chairman’s. Committee Chairmen may be removed for cause before the end of their term by a majority vote of the Board of Directors. The Vice Chairman for Coach and Player Development shall also be responsible for such other duties as directed by the Board of Directors.
  4. 3rd Vice Chairman – Vice Chairman for Competition Programs. In the absence of the Chairman, the Vice Chairman for Administration and Internal Review, and the Vice Chairman for Coach and Player Development, the Vice Chairman for Competition Programs shall preside at meetings of the Board of Directors. The Vice Chairman for Competition Programs shall be responsible for the Association Cup Committee, the Premier Program Committee, the State Cup Committee and the Tournament Committee. The Vice Chairman for Competition Programs shall appoint as appropriate and subject to the approval of the Board of Directors those Committee Chairmen under his/her jurisdiction. The Committee Chairman’s term shall be 2 years and run concurrently with the Vice Chairman’s. Committee Chairmen may be removed for cause before the end of their term by a majority vote of the Board of Directors. The Vice Chairman for Competition Programs shall also be responsible for such other duties as directed by the Board of Directors.
  5. Secretary – The Secretary shall keep an accurate record of all meetings. The Secretary shall be responsible also for the preparation of the annual report. The Secretary shall also be responsible for such other duties as directed by the Board of Directors.
  6. Chief Financial Officer – The Chief Financial Officer shall give a receipt for all moneys which shall be deposited in a recognized bank in the name of this Association. All accounts shall be paid by check and shall bear two (2) signatures: The Chief Financial Officer and/or the Chairman, 1st Vice Chairman, 2nd Vice Chairman, 3rd Vice Chairman, Secretary, or Executive Director. The receipt book and vouchers shall be produced when required by the Board of Directors, properly balanced according to the bank book or statement, whichever is up-to-date. The Chief Financial Officer shall be responsible also for the preparing of any and all papers pursuant to the Articles of Incorporation and Tax Exemption status of the Association. The Chief Financial Officer shall be bonded by a reputable bonding agency. In the event the Chief Financial Officer becomes unavailable for fifteen (15) days, the Chairman and one of the other authorized signatures will be required. At no time shall any related parties be the two (2) signatures on a check, regardless of to whom the check is payable. The Chief Financial Officer shall also be responsible for such other duties as directed by the Board of Directors.
  7. The District Commissioner Representative shall represent all other District Commissioners whenever and wherever called upon. The District Commissioner Representative shall also be responsible for such other duties as directed by the Board of Directors.
 

2:01:02

 The Board of Directors shall be responsible for and have sole authority for the following:
  1. Enforcing and interpreting the Constitution, Bylaws, General Procedures and Specific Rules of this Association, the US Youth Soccer and the United States Soccer Federation.
  2. Approving registered teams and affiliated leagues.
  3. Approving all international youth games with member teams and/or Olympic Development teams.
  4. Approving any interstate play.
  5. Approving the formation and operation of all youth cup games.
  6. Shall, from time to time, make temporary rules or regulations for specific cases or occasions not provided for in the Constitution, Bylaws, General Procedures, or Specific Rules, but which are deemed necessary, by the Board of Directors, to carry out the objectives of this Association or to comply with the rules and regulations of the US Youth Soccer and/or the United States Soccer Federation.
  7. To review and approve League Constitution and Bylaws and ensure consistency with the CYSA Constitution, Bylaws and General Procedures and Specific Rules.


2:01:03

 The Board of Directors shall have the right and authority to suspend, bar completely or otherwise discipline any player, coach, manager, team assistant, league officer or referee from any member team, league or organization with the proper hearing. Please refer to PIM 08-3 for additional information.


2:01:04

 During his/her term of office, a member of the Board of Directors may not hold a position on the board of directors of any affiliated league. Upon accepting the position as a member of the Board of Directors, a league officer shall surrender his/her league office within a period of thirty (30) days.


2:01:05

 Any member of the Board of Directors may resign effective upon the date and time specified in a written notice given to the CYSA Chairman. In the event the resignation creates a vacancy on the Executive Committee, the CYSA Chairman shall immediately give written notice to the District Commissioners of the vacancy and of the date, time and place of a meeting of the District Commissioners to be held, not less than thirty (30) nor more than sixty (60) days after the effective date of the resignation, for the purpose of filling the unexpired term of the vacated office.


2:01:06

 The Board of Directors shall have by two thirds vote of those members present the authority to remove, with cause, any member of the Board of Directors with the proper hearing. Notice of said hearing shall be given, in writing, at least 14 days prior to the hearing. Cause shall be deemed as not performing one’s duties as set forth by the Constitution and Bylaws or being found guilty of conduct that is detrimental to the purpose of this Association. When a position is declared vacant, the Board of Directors shall call for an election of a new member of the Board of Directors within a period of sixty (60) days of said declaration.  


2:02 MEETINGS

Please refer to PIM 91-2 for additional information.


2:02:01

 Regular meetings of the Board of Directors shall be held at least six (6) times per year by the call of the Chairman with consent of a majority of the Board of Directors. The agenda for regular meetings shall be as follows:
  1. Call to Order
  2. Roll Call
  3. Introduction of CYSA Staff and Guests
  4. Minutes
  5. Correspondence
  6. Chairman’s Report
  7. Executive Committee Report
  8. Chief Financial Officer’s Report
  9. Office Status Report
  10. District Commissioner Representative Report
  11. Old Business
  12. New Business
  13. Good of the Game
  14. Adjournment


2:02:02

The Board of Directors shall meet whenever the Chairman deems it necessary, or if he/she is instructed to do so by four (4) or more members of the Board of Directors.


2:02:03

 The members of this association will be sent an agenda and minutes of all regular meetings of the Board of Directors of this Association. Agendas and minutes may be either mailed or posted on the official CYSA Web Site in a timely manner.


2:02:04

 All regular meetings of the Board of Directors shall be open to the general membership and reasonable seating shall be provided, in a reasonable space, for every member in attendance. The Agenda for each regular meeting shall be posted on the CYSA website not later than seven (7) days prior to each meeting date. Ratified meeting minutes must be posted no later than 48 hours after ratification. The meeting shall only go into a "Closed Session" under the following circumstances:
  1. The confidentiality of a minor is at issue
  2. The confidentiality of a member during a disciplinary or protest/appeals hearing is at issue (unless said member waives his/her right to confidentiality)
  3. Issues surrounding pending civil or criminal litigation that prohibits a public discussion of the subject.
 

2:03 QUORUM


2:03:01

 At all meetings of the Board of Directors, fifty percent (50%) of the Board of Directors membership shall constitute a quorum for the transaction of business.  


2:04 EXECUTIVE COMMITTEE


2:04:01

 The Executive Committee of this Association shall be composed of the CYSA Chairman, 1st Vice Chairman, Second Vice Chairman, 3rd Vice Chairman, Secretary, Chief Financial Officer, and District Commissioner Representative.


2:04:02

 The Executive Committee shall serve between Board of Directors meetings for either emergencies or to dispose of duties bestowed upon the Executive Committee by the Board of Directors. All actions by the Executive Committee must be ratified by the Board of Directors at their next scheduled meeting after such Executive Committee meeting(s).  


2:05 STANDING COMMITTEE


2:05:01

 The following Standing Committees are hereby established and the Chairman of each committee shall be appointed for a two year term and that terms shall coincide with the appropriate lead Chairman:
  1. Budget Committee
  2. Coaching Committee
  3. Long Range Planning Committee
  4. Olympic Development Committee
  5. Protest and Appeals Committee
  6. Recreation Committee
  7. Referee Committee
  8. Registration and Credentials Committee
  9. Rules and Revisions Committee
  10. State Cup Committee
  11. Tournament Committee
  12. Association Cup Committee
  13. CYSA Cal Soccer League Committee
  14. Presidents Cup Committee
  15.  TOPSoccer Committee


2:06 DISTRICT COMMISSIONERS


2:06:01

 A District Commissioner shall be elected to administer each district and his/her election shall automatically confer upon him/her, a seat upon the Board of Directors. A District Commissioner shall be elected by a majority of the eligible voting members of each district, for a period of two (2) years, to represent his/her district on the Board of Directors of this Association.


2:06:02

 A league is entitled to vote for a District Commissioner based on its status as an affiliated league for the current seasonal year.


2:06:03

 Each affiliated league shall have one vote for every five hundred (500) duly registered players or fraction thereof, for voting powers for the purpose of the election or removal of their own District Commissioner.

Please refer to PIM 08-2 for additional information.


2:06:04

 The District Commissioner shall be elected in alternate years, so that there shall be, at no time, a completely newly elected Board of Directors: even numbered districts (e.g., Districts 2,4,6,8 and 10) shall elect their District Commissioner to take office in even-numbered years and odd-numbered districts (e.g., Districts 1,3,5,7 and 9) shall elect their District Commissioners to take office in odd-numbered years.


2:06:05

 Elections of District Commissioners shall be held at least sixty (60) days prior to the end of the calendar year. For extenuating circumstances, this period may be reduced to 30 days by the Board of Directors. The term of office shall commence upon the official resignation of the previous District Commissioner but no later than January 1 of the next calendar year.


2:06:06

 The District Commissioner shall represent his/her district to CYSA and he/she shall have direct authority over his/her district as prescribed by the Bylaws of this Association:
  1. Within any district, the District Commissioner may designate assistants to aid him/her in the performance of his/her duties.
  2. A District Commissioner shall designate a representative from his/her district to represent him/her at all meetings of the Board of Directors of this Association in the event of the District Commissioner not being able to attend the meeting. It shall be the duty of the Commissioner to prepare the individual taking his/her place at the meeting with all information pertaining to the meeting that has been sent to the Commissioner in advance of the meeting.
  3. The District Commissioner shall submit a list of his/her assistants, to the office of this Association, for inclusion in the association directory.


2:06:07

 The duties of the District Commissioners shall include the following:
  1. He/she shall be thoroughly familiar with the Constitution, Bylaws, General Procedures and Specific Rules of CYSA and the insurance programs for youth soccer, so as to be in a position to interpret same. Where there is doubt in his/her mind, a ruling should be obtained from the Chairman of this Association.
  2. Report in writing to the Chairman concerning progress, etc., in his/her area prior to the Annual General Meeting.
  3. Be present at all meetings of this Association, unless otherwise excused.
  4. Be present at the Annual General Meeting of all leagues within his/her area, to advise, when requested, on the procedures for the election of league officers and the proper procedures for the administration of league business.
  5. Keep a record of leagues within his/her district to see that all teams and players will and are able to be properly registered within such leagues or any neighboring league and/or district (under Section 3:07:02) if special circumstances should so warrant.
  6. When requested, attend league meetings in his/her area for the purpose of advising proper league procedures and the interpretations of the CYSA Constitution, Bylaws, General Procedures and Specific Rules.
  7. Keep a record of youth registration forms within his/her district to see that all players are properly registered on CYSA Youth Registration forms and check proof of players birth dates by birth certificates, if needed.
  8. Supervise and appoint persons to handle cup games, Olympic Development games and inter-district competitions in his/her area. Attend, or appoint a representative to attend games and see that the requirements are being fully met.
  9. Supervise public relations in his/her area.
  10. Promote adult interest in the youth soccer program and recruit desirable persons to assist in the development of the game.

Please refer to PIMs 79-2, 79-3, and 89-1 for additional information.


2:06:08

 Twenty-five (25) percent of the affiliated leagues within a district may request a hearing for the removal of their District Commissioner. A District Commissioner may be removed for cause by a majority vote of the eligible voting members of the district present. Notice of said hearing shall be given in writing at least 14 days prior to the hearing. Cause shall be deemed as not performing one’s duties as set forth by the Constitution and Bylaws.


2:06:09

 When a District Commissioner’s position is declared vacant, the Board of Directors shall call for an election of a new District Commissioner within a period of sixty (60) days of said declaration. If such election is not held, the Executive Committee of this Association, with confirmation by the Board of Directors, shall appoint a District Commissioner for said vacancy. The newly elected or appointed District Commissioner shall serve out the remainder of the unexpired term of office of the District Commissioner who has left office.  


2:07 FINANCIAL RESPONSIBILITY


2:07:01

 This Association shall not assume, nor be liable for, the debts and/or the financial responsibilities, either implied or incurred, of any player, coach, manager, team assistant, league official, or referee from any member team, league, or organization.


2:07:02

 The Audit Committee will be established during the new business session of the Annual General Meeting. This committee is to be comprised of two members from within the ranks of District Commissioners and two members from two separate duly affiliated leagues. No member of the audit committee can serve more than two consecutive years. The Audit Committee is to meet no less than four (4) times per year. The committee shall be directed by the Board of Directors of this Association to review the finances of the various state run programs (State Cup, Association Cup, Premier, etc.). The committee shall review the revenues and expenses of the designated program(s) watching for mismanagement, more fiscally sound ways of doing business and overall feasibility of the program.  


2:08 SEXUAL AND PHYSICAL ABUSE


2:08:01

 This Association opposes sexual and physical abuse. To the extent permissible under applicable law, the Board of Directors and members shall adopt procedures consistent with this policy consistent with criteria established by USSF.  


2:09 LIABILITY PROTECTION


2:09:01

 All officers of this Association and officials of member teams and leagues shall be covered against personal liability claims by the California Youth Soccer Association for performing acts and duties directly related to the work of this Association.  


2:10 SEASONAL YEAR


2:10:01

 The seasonal year shall be from September 1 through August 31. Insurance coverage shall be for the same period of time.
 
 

1040 Serpentine Lane Suite 201
Pleasanton, CA 94566
Office: 925.426.KIDS (5437) Fax: 925.426.9473

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