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ARTICLE 1 - BOARD OF DIRECTORS, EXECUTIVE COMMITTEE & OPERATIONAL POSITIONS
A. BOARD OF DIRECTORS
1. The East Diablo Youth Soccer League (EDYSL) Board of Directors shall be comprised of a minimum of the following members: President, Vice President, Treasurer and Secretary.
2. The Board of Directors shall manage the operation of EDYSL and shall establish and implement EDYSL policy, rules and procedures. The Board of Directors shall also promote and execute all duties necessary for the proper management of EDYSL. Each Director shall have the authority to manage the office assigned and may add to his or her staff all assistants as deemed necessary. No approval for assistants by a majority of the Board of Directors is necessary.
3. The Board of Directors shall be responsible for and have the sole authority for being familiar with, interpreting, implementing and enforcing the Constitution, By-Laws, General Procedures and Policy Interpretation Memoranda of EDYSL and all applicable Rules and Regulations of the Associations with which EDYSL is affiliated.
4. The Board of Directors shall have the right and authority to suspend, bar completely or otherwise discipline any team, player, coach, manager, team assistant, Club official or any other person associated with the operation and management of EDYSL.
5. The Board of Directors shall appoint as many members to its Board as deemed necessary for the management of EDYSL. Members shall perform duties in a timely manner and have responsibilities as described in the EDYSL Job Description for their position.
6. President: The President shall chair and conduct all meetings of the Board of Directors and shall cast a vote only in the case of a tie. The President shall execute all documents on behalf of EDYSL after approval of the Board of Directors. The President shall also appoint representatives to other than standing committees, boards and other functions, which affect EDYSL. In the event one or more Board of Director positions become vacant, the President shall nominate a replacement for the vacant Board of Director position(s). The nominee will become a member of the Board upon majority vote. The President will also review all Board of Director job descriptions yearly.
7. Vice President: In the absence of the President, the Vice-President shall preside at meetings of the Board of Directors. The Vice President shall retain a vote while presiding at meetings in the absence of the President. The Vice President shall also chair all special events Scholarship Committee and Community Relationships. The Vice President shall oversee all operations of EDYSL tournaments and jamborees. The Vice President will also have general oversight of the Communication, Divisions, Coach and Player Development resources and overall IT recommendations.
8. Treasurer: The Treasurer shall collect all revenue directed to EDYSL, shall give all receipts for all revenue collected and shall deposit all revenue collected in a recognized bank in the name of EDYSL. The Treasurer shall manage the accounting books, financial documents and checks in the name of EDYSL. The receipt book, vouchers and accounting ledger shall be properly balanced and produced when requested by the Board of Directors. The Treasurer shall make monthly and annual financial reports to the Board of Directors, and will produce the final annual budget. The Treasurer shall be responsible for preparing any and all documents pursuant to the Articles of Incorporation and tax exemption status of EDYSL, and will work with all necessary third parties for the proper and timely filing of tax returns. All accounts shall be paid by check. Any check over the amount of $5,000 shall bear any two (2) signatures of the following positions: Treasurer, Vice-President or President.
At no time shall any related parties be the two (2) signatures on a check, regardless to whom the check is payable.
9. Secretary: The Secretary shall locate and provide timely notice of location and the agenda for all EDYSL meetings, shall record the attendance and minutes of all meetings of both the Board of Directors and Executive Committee, and shall provide draft copies of the minutes for approval at the next scheduled meeting. The Secretary will provide to the CYSA an official copy of the EDYSL board of directors contact information. The Secretary will be responsible for getting all board meeting minutes promptly on the EDYSL website after approval by the board. In addition the Secretary will ensure that any PIM’s or Bylaw changes are promptly displayed on the leagues website. The Secretary shall maintain all club correspondence, official documents and guidelines. The secretary will also be responsible for collecting all mail and checking the EDYSL voicemail and forwarding them to the appropriate party. The Secretary shall chair the Rules and Revisions Committee.
10. Director of Coach and Player Development: The Director of Coach and Player Development (“DCPD”) shall be responsible for the identification and development of soccer coaches and players. The DCPD shall provide guidance and assistance to the coaching resources, develops, implements and manages the club training program operations for all soccer players per the terms and conditions of the third party contracts, with the assistance of the club coordinators. Organizes and runs placements, assists in the formation of teams, coaching resources, selects and recommends for Board approval all Division I and III coaches. Together with contracted resources will establish a player curriculum to develop a consistent playing philosophy for use through all levels and ages. The Director of Coach and Player Development will oversee the coach and player development camps, clinics and academies offered to our Division I, III and IV players. The Director of Coach and Player Development will work in conjunction with the Division IV Coordinators to develop coaches and players.
11. Communication Director: This Director shall create, manage and maintain all internal and external club communication of EDYSL. The Communications Director shall prepare or approve and distribute club communiqué, press releases, coordinate game result publicity with local newspapers, web-site and also oversee the team picture process. The Communications Director shall also work with the Vice President to ensure the proper marketing of special events and Community Relationships. This Director shall chair the Fundraising Committee.
12. Fields Director: The Field Director shall secure and coordinate soccer fields for use by EDYSL. This Director shall coordinate with the Match Secretary on all field requirements, be responsible for the layout and lining of fields and shall manage field set up and take down. The Field Director shall also coordinate with the Equipment Director as it pertains to the purchase or repair of goals, nets, corner flags and other game related equipment. The Field Director shall prepare and submit proper field permit request forms to the City of Brentwood, Discovery Bay, Oakley and nearby unincorporated (i.e., Knightsen and Byron) areas for field use, shall act as the club representative to the City Sport Council and shall work with City representatives regarding field conditions and closures.
13. Director of Officiating: The Director shall serve as the EDYSL liaison to the Referees Association. This Director shall ensure assignment of referees to all league and practice games. Also for the management and training of referees and timely compensation.
B. EXECUTIVE COMMITTEE
1. The Executive Committee of the Board of Directors shall be elected at the EDYSL Annual General Meeting. The term of office shall be as determined by the EDYSL Constitution.
2. The officers of the Executive Committee shall be comprised of the President, Vice President, Secretary, Treasurer, and one member at large.
3. The elected officers and the member at large shall constitute the Executive Committee of EDYSL. The Executive Committee, under the direction of the President, shall set forth EDYSL policy and implement the policy in the best interest of EDYSL. The President shall be the Chief Operating Officer and Chief Executive Officer of EDYSL. The President shall report to the Board of Directors at regular monthly meetings.
4. The Executive Committee will produce the yearly budget and present the budget to the voting members of the Board of Directors for approval. Approval of the voting members of the Board of Directors is necessary. If the budget is not acceptable to the voting members of the Board of Directors, the budget shall be returned to the Executive Committee with Board of Directors' recommendations for adjustments. The adjusted budget shall again be presented to the voting members of the Board of Directors for approval.
5. If an Executive Committee member violates the Constitution or governing by-laws of EDYSL, US Club Soccer, CYSA, or other soccer related governing bodies, the remainder of the Executive Committee shall be empowered to remove said Executive Committee member by ballot vote after a proper hearing. A new member will be nominated and elected to office within 45 days of the vacancy. The election will be called for by any remaining members of the elected officials. A member of the Executive Committee or appointed Board of Directors may be removed by two-thirds (2/3) vote of the Board of Directors.
6. When an Executive Committee member's term is completed, the Board of Directors shall determine if the Executive Committee member is to be given a vote of confidence and re-nominated for a new term. A vote of confidence by the Board of Directors shall be done without the person to be nominated or re-nominated present. Discussion should be open and frank. When the Board of Directors decides to nominate or re-nominate an Executive Committee member, the members of the Board of Directors are encouraged to vote for that candidate during elections at the Annual General Meeting.
7. The Executive Committee shall meet whenever the President deems it necessary or if the President is instructed to do so by two (2) or more members of the Executive Committee. Minutes of the discussion of this meeting shall be distributed to the Board of Directors.
C. OPERATIONAL AND FUNCTIONAL POSITIONS
1. Division I & III DCPD Coordinator: The Division I & III DCPD Coordinator shall oversee the Division I & III program operations or teams and shall act as the liaison and ombudsman for and between the Board and the Division I & III players, coaches, their parents and Director of Coach and Player Development. The Division I & III DCPD Coordinator shall assist in the registration of Division I & III players, shall assist in organizing and participate in tryouts and Division I & III team formation. This DCPD Coordinator shall also assist in the evaluation and selection of coaches. The Division I & III Coordinator DCPD shall be the club representative to the Division I & III league Games Committee and league related Tournaments. This DCPD Coordinator shall also sit on the Protest, Appeals and Disciplinary Committee along with the other club Coordinators.
2. Division IV Associate Director of Coach and Player Development: The Associate Director of Coach and Player Development (“DCPD”) shall be responsible for the identification and development of soccer coaches and players. The Associate DCPD shall provide guidance and assistance to the coaching resources, develops, implements and manages the club training program operations for Division IV soccer players per the terms and conditions of the third party contracts, with the assistance of the club Division IV Coordinator DCPDs. Organizes and runs placements (where applicable), assists in the formation of teams, coaching resources, selects and recommends for Board approval all Division IV coaches. Together with the Director of Coach and Player Development will establish a player curriculum to develop a consistent playing philosophy for use through Division IV age groups. The Associate Director of Coach and Player Development will assist in the oversight of the coach and player development camps, clinics and academies offered to our Division IV players. The Associate Director of Coach and Player Development will work in conjunction with the Division IV DCPD Coordinators to develop coaches and players. The Division IV Associate Director of Coach and Player Development shall Chair the Protest, Appeals and Disciplinary Committee.
3. U13 – U15 Division IV DCPD Coordinator: The U13 – U15 Division IV DCPD Coordinator shall oversee the U13 – U15 Division IV program operations or teams and shall act as the liaison and ombudsman for and between the Board and the U13 – U15 Division IV players, their parents, coaches and Director of Coach and Player Development. The U13 – U15 Division IV DCPD Coordinator shall assist in the registration of U13 – U15 Division IV players and U6 – U9 Division IV coach selection and team formation. The U13 – U15 Division IV DCPD Coordinator shall be the club representative to the U13 – U15 Division IV league related Tournaments. This DCPD Coordinator shall also sit on the Protest, Appeals and Disciplinary Committee along with the other club Coordinators.
4. Girls U6 – U12 Division IV DCPD Coordinator: The Girls U6 – U12 Division IV DCPD Coordinator shall oversee the Girls U6 – U12 Division IV program operations or teams and shall act as the liaison and ombudsman for and between the Board and Girls U6 – U12 Division IV players, their parents, coaches and Director of Coach and Player Development. The Girls U6 – U12 Division IV DCPD Coordinator shall assist in the registration of Girls U6 – U12 Division IV players and Girls U6 – U12 Division IV coach selection and team formation. The Girls U6 – U12 Division IVDCPD Coordinator shall be the club representative to the Girls U6 – U12 Division IV league related Tournaments. This DCPD Coordinator shall also sit on the Protest, Appeals and Disciplinary Committee along with the other club Coordinators.
5. Boys U6 – U12 Division IV DCPD Coordinator: The Boys U6 – U12 Division IV DCPD Coordinator shall oversee the Boys U6 – U12 Division IV program operations or teams and shall act as the liaison and ombudsman for and between the Board and the Boys U6 – U12 Division IV players, their parents, coaches and Director of Coach and Player Development. The Boys U6 – U12 Division IV DCPD Coordinator shall assist in the registration of Boys U6 – U12 Division IV players and Division IV coach selection and team formation. The Boys U6 – U12 Division IV DCPD Coordinator shall be the club representative to the Boys U6 – U12 Division IV league related Tournaments. This DCPD Coordinator shall also sit on the Protest, Appeals and Disciplinary Committee along with the other club Coordinators.
6. Equipment Coordinator: This Coordinator shall also order, inventory, maintain and make recommendations regarding soccer related equipment, uniforms and wearables. The Equipment Coordinator shall coordinate with the Director of Coach and Player Development regarding vendor and uniform selection. All DCPD Coordinators shall coordinate with the Equipment Coordinator regarding the design, selection, purchase and ordering of pins, patches, trophies, tee shirts, wearables or other items for sale at tournaments. This Coordinator shall sit on the Fundraising Committee.
7. Registrar: The Registrar is responsible for all EDYSL player registration including approval of scholarships for registration. The Registrar coordinates registration and effects player adds, drops, transfers, Club insurance papers, medical forms for player, player passes and other documentation to players and coaches along with the Divisional Coordinator DCPDs. The Registrar also assists Divisional Coordinator DCPDs in the management of the Age Group Coordinators.
8. Match Secretary: The Match Secretary shall schedule all Division I, III, IV and V games involving EDYSL players. The Match Secretary shall coordinate with the Field Director for game field requirements and shall coordinate with the Divisional Coordinator DCPDs regarding practice field assignments.
9. Training Administrator: The Training Administrator assists the Director of Player Development in scheduling and administering all club-training programs.
10. Field Marshall Administrator: The Field Marshall Administrator assists the Director of Officiating in the scheduling and administering all game oversight.
11. Volunteer Coordinator: The Volunteer Coordinator's primary task is to identify operations or programs that will need assistance in running or operating and then filling those tasks with volunteers from the membership. The VC shall identify the Club's annual
volunteer needs, prepare detailed descriptions of all volunteer responsibilities for the respective needs and communicate information regarding volunteer needs so that the Age Group Coordinators (AGCs) can effectively inform the parents of the opportunities to serve the Club. The VC will coordinate and deploy volunteers and delegate the tasks to be performed by the volunteers. The Volunteer Coordinator assists the Communication Director scheduling and administering all club communication and fundraising programs.
12. Age Group Coordinator: An Age Group Coordinator (AGC) works under the direction of the Divisional Coordinators and work with the EDYSL Registrar. The AGCs, find house team coaches, assign players to teams; notify coaches of any changes that occur during the season, such as change of practice field/time; pass out league information, forms and awards for the teams within their age group. The Age Group Coordinator is the first point of contact regarding player problems or questions regarding the league. These persons provide specific individuals for coaches and parents to contact concerning any questions and/or problems.
13. Information and Technology Coordinator: The IT Coordinator of IT shall create and maintain a web page for EDYSL. This coordinator shall also ensure that there is the timely posting of information provided by the Board of Directors or other items as appropriate. The IT Coordinator will review and make recommendations relating to technology, communications and/or the web page to the board through the Vice President.
14. Field Coordinator/s: A Field Coordinator’s primary responsibility is to work with the Fields Director to secure and coordinate soccer fields for use by EDYSL. Be responsible for the layout and lining of designated fields and shall manage field set up and take down. Field Coordinators shall also inventory, coordinate and submit requisitions for the purchase or repair of goals, nets, corner flags and other game related equipment through the Fields Director. Field Coordinators shall assist the Field Director in the preparation and submission of proper field permit request forms to the City of Brentwood, Discovery Bay, Oakley and nearby unincorporated (i.e., Knightsen and Byron) areas needed for field use. Lastly, shall work with the Field Director and applicable City representatives regarding field conditions and closure communications.
15. TOPSoccer Division V Coordinator: Shall be responsible for TOPSoccer (The Outreach Program for Soccer) the community based soccer program that is designed to meet the needs of children aged 4-19 years with physical and or mental disabilities. A program geared toward player development rather than to competition. The TOPSoccer Coordinator along with EDYSL shall help TOPSoccer further US Youth Soccer’s mission of fostering the physical, mental and emotional growth and development of America’s youth through the sport of soccer at all levels. Shall coordinate efforts with the league through the Division IV Associate Director of Coach and Player Development.
ARTICLE 2 - STANDING COMMITTEES
The following standing committees and others as needed shall be appointed by the President yearly, if necessary: The Committee Chairpersons shall prepare a report of the duties, responsibilities, goals and accomplishments at the AGM.
1. Rules and Revisions Committee: This Committee shall review and recommend changes to the EDYSL Constitution, By-Laws, General Procedures, PIMs, and Reference Manuals. Shall be made up of the Secretary (Chair), and the other members of the Executive Committee.
2. Protest, Appeals and Disciplinary Committee: This Committee shall review all matters regarding subject actions pertaining to EDYSL. This Committee shall be made up of the Division IV Associate Director of Coach and Player Development (Chair), Director of Officiating, Director of Coach and Player Development and all Divisional DCPD Coordinators.
3. Audit Committee. This Committee shall review, twice annually, all financial records pertaining to EDYSL General Fund and Field Fund for correctness of records and appropriateness of expenditures. At least one meeting will be held for the express purpose of auditing the Annual Cash Flow Report. The Committee shall report findings to the Board of Directors. This Committee shall be made up of the Member at Large (Chair), Secretary and Match Secretary.
4. Scholarship Committee. In conjunction with the Director of Player Development, this Committee shall review for approval all requests for training scholarships. This Committee shall be made up of the Vice President (Chair), the Director of Coach and Player Development and the Associate DCPD.
5. Fundraising Committee. This Committee shall be chaired by the Communications Director. Committee is made of Assistant DCPDs and Volunteer Coordinator and is responsible for creating and managing fundraising opportunities for EDYSL.
ARTICLE 3 – MEMBERSHIP
Any applicant for membership in EDYSL shall submit yearly, with the appropriate fee(s):
1. Properly completed registration form prepared in accordance with the current CYSA registration instructions and procedures.
2. Upon initial registration proof of place and date of birth.
ARTICLE 4 – MEETINGS
Regular meetings of the Board of Directors will be held monthly. Minutes shall be kept and distributed. When urgent matters arise which require immediate action, the appropriate Board member shall canvass all Board members by telephone or e-mail. After presentation and discussion of the matter(s), the appropriate Board member shall poll and record each member's vote. A majority of the Board shall constitute authority for the appropriate Board Member to proceed as directed. Such matters shall be an item of business at the next regularly scheduled board meeting. Anyone wishing to speak before the Board must notify the Board of Directors in writing, by the first of the month in which they wish to appear. Request should be sent to the official mailing address of EDYSL. The agenda for regular meetings may be as follows:
1. Call to Order
2. Roll Call
3. Acceptance of Minutes
4. Introduction of Guests
5. Operational Position/Committee Reports
6. Unfinished Business
7. New Business
8. Member’s Reports
9. Good of Game
10. Adjournment
ARTICLE 5 – QUORUM
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. It is strongly recommended that all Board members attend a minimum of nine (9) Board meetings annually or reconsider his/her position on the Board. Failure to attend less than 9 may result in a vote of removal.
ARTICLE 6 – COMMUNICATION
The Club Web Page, Club newsletter, special mailings or e-mail shall be the official communication vehicles for the membership of EDYSL.
ARTICLE 7 - SEASONAL YEAR
To be determined by the respective Associations.
ARTICLE 8 - PROTEST AND APPEALS
1. Only violations of the Constitution, By-Laws, General Procedures or misapplication of the "Laws of the Game" shall be proper subjects to be considered for action.
2. Protest or Appeals are to be in writing and delivered to one of the Chair person/s of the Protest, Appeals and Disciplinary Committee within two (2) calendar days of the action being protested or appealed. The fee of $25.00 must accompany the Protest or Appeal and will be returned if the committee votes to uphold the Protest or Appeal. Any decision rendered by this Committee may be appealed to the full Board of Directors and then, if need be, to the CYSA District IV Protest and Appeals Committee as per CYSA Constitution, By-Laws, Rules and Regulations or to the appropriate Association.
3. Upon rendering a decision, EDYSL shall forward a copy of its evidence, findings, and decision to the CYSA District IV Office for future reference. All pertinent data must be forwarded within fourteen (14) days of EDYSL decision.
4. In the matter of Protest and Appeals, no person associated with the operation of EDYSL shall invoke the aid of the courts of any state or of the United States without first exhausting all available remedies within the appropriate soccer organization, including a final appeal to the Annual General Meeting of the USYSA.
ARTICLE 9 - FINANCIAL RESPONSIBILITY
EDYSL 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, Club Official or Referee from any Member Team, Club or Organization without prior approval of the EDYSL Board of Directors.
ARTICLE 10 - LIABILITY PROTECTION
The Executive Committee shall insure all officers of the EDYSL Board of Directors and officials of member teams are covered against personal liability claims. Coverage shall be obtained from the California Youth Soccer Association or privately obtained liability insurance for performing acts and duties directly related to the work of EDYSL.
ARTICLE 11 – DISSOLUTION
Should EDYSL be dissolved, all assets remaining after payment of all debts shall be distributed as directed by the Executive Committee to a nonprofit fund, foundation, or corporation, which is organized and operated exclusively for the purpose of the development of youth soccer.|
ARTICLE 12 - RULES OF ORDER
Robert's Rules of Order shall be deemed as adopted at all meetings of EDYSL, unless otherwise agreed to by the participants, insofar as such rules are not inconsistent with or in conflict with the Constitution, By-Laws, General Procedures, and PIMs of EDYSL or of any organization with which EDYSL is affiliated.
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