ByLaws

Membership and voting rights

A. The General membership of the Ipswich Soccer Association shall consist of all adults, eighteen (18) years or older, who are actively participating in the soccer program. The Membership shall include, but not be limited to:

Parents/guardians of registered players.

The Head coach of each team or their designated replacement of voting purposes.

The Board of Directors.

B. Each registered adult, head coach, and each officer of the Ipswich Soccer Association, in good standing shall have one vote on matters acted upon by the general membership.

C. The seasonal year (fiscal year) of the Ipswich Soccer league shall begin on August 1st and end on July 31st on the current calendar year. These Bylaw, Rules, and Regulations are in effect during the 12 months of the seasonal year.

Duties of the Board of Directors (BOD)

The BOD shall be responsible for setting the policy for the transaction of all business of the Ipswich Soccer Association in accord with these Bylaws and shall be responsible for the declaration of the standing (good or bad) of teams.

In the event of the permanent absence of an officer of the Ipswich Soccer Association due to illness, resignation, or other cause the BOD shall appoint a replacement in an acting capacity until a permanent replacement is named by the General Membership in accord with voting procedures for elected officers. An officer absenting himself from three successive meetings of the Board of Directors without explicit just cause may have their office declared vacant by the BOD.

The BOD shall, upon recommendation of the President, approve additional rules and regulations for governing operations and competitions not explicitly covered by the rules and regulations specified in the Bylaws.

During the fiscal year, additional BOD positions may be created as necessary for operations of the Ipswich Soccer Association by a two-thirds majority of the BOD vote. The position will be filled by a presidential appointment and is subject to review by and contingent on approval of the General Membership at the Annual General Membership Meeting.

Duties of Officers

President

The President shall direct the officers, committees, and board, and shall act as the presiding officer at all meetings of the BOD and General Membership. The President shall be responsible for conducting business of the Ipswich Soccer Association, for making rulings which interpret policy of the BOD, for coordinating the activities of the Ipswich Soccer Association, for general administration, and for other duties and the BOD may approve or direct.

Vice-President

The first Vice-President shall assume the duties of President in the absence of the President. This individual shall be responsible for any duties assigned by the president or the BOD. This person will coordinate all volunteers, especially the team parent’s to make sure that all teams get their equipment, forms, fundraising information, and to make sure all items are returned in a timely manner. The Vice-President shall research and determine feasibility on possible fundraising projects, and shall inform/advise the BOD as to specific recommendations. In addition, the Vice-President will also implement, manage, and coordinate any fundraising activities chosen by the BOD that the Ipswich Soccer Association may participate in. This function shall include responsibility for any other endeavors that may generate funds, such as concessions.

Treasurer/Secretary

The Treasurer/Secretary shall oversee the collection of all dues and fees, shall have charge of all monies, issue bills and receipts for dues or fees, and pay all bills due of the Ipswich Soccer Association. The Treasurer/Secretary shall maintain checking and savings accounts in the reputable bank in the name of Ipswich Soccer Association, with such signature authority requiring both the President and the Treasurer/Secretary. The Treasurer/Secretary shall keep a detailed record of income and expenditures and submit a written, detailed report of income and expenditures to the BOD as requested by the President and a written general report at each Annual General Membership Meeting.

The Treasurer/Secretary shall record the minutes of all meetings and shall maintain and distribute meeting minutes, notices of meetings, and a calendar of events. With input from the BOD, the Treasurer/Secretary shall prepare, for the approval of the President, the calendar of events, including Ipswich Soccer Association and SDSSA deadlines and milestones, and shall update the calendar as necessary. The Treasurer/Secretary shall assist the Presiding Officer at all meetings in determining and maintaining the agenda, and shall perform other duties as directed by the President.

Equipment Manager/Field Manager

The Equipment/Field manager, under the direction of the BOD and the president, shall be responsible for determining the requirements of/and purchasing of all equipment for the ISA, and for distribution and collection of all equipment (i.e. uniforms, nets, balls, corner flags, cones).

The Equipment/Field manager shall be responsible for procuring and preparing playing fields and practice locations and coordinating with appropriate sources to ensure space as such. This person shall work with the City of Ipswich to maintain communication pertaining to the grounds and any other issues that may need attention. This person shall work closely with the Vice-President.

League Commissioner(s)

This person shall be responsible for organization and communication for all teams in our league. This would include finding coaches and putting teams together and all communication to coaches and teams. The Commissioner shall be the liaison between the ISA and the Aberdeen Soccer Association (ASA) and shall attend meeting of the ASA. This person will be listed on the ASA rec league rosters as the contact for coaches regarding reschedule games between ASA and ISA.

Registrar

The Registrar is responsible for coordinating the printing and distribution of player registrations, entering and maintaining registration data and records on the computer software, and printing and distributing team rosters to coaches. The Registrar will work closely with the League Commissioner and the coaches to fill the team rosters.

Member at Large

The Member at Large is a position that may or may not be filled, depending on the activity and needs of the association. Furthermore, there may be more than one Member at large at a time. The purpose of this position is to assist with special projects. This position will include full voting rights for the duration of the appointment. This position will be appointed by the board and will be for a period no longer than one year. After one year, the board will review the need for the appointed position and determine whether it should be renewed.

Risk Management

Collect Risk Management forms or ensure that every person required has electronically completed their risk management registration with the state office by the deadline. (safety of the fields?) Work with the Field manager to determine the safety of the practice fields and equipment.

Committees and their duties

An appointed rules and regulations committee shall review the Bylaws, Rules and Regulations in view of the conduct and competition and the operation of the Ipswich Soccer Association, and shall make recommendations for amendment and change. At least one report shall be submitted to the BOD each seasonal year at the BOD meeting prior to the Annual General Membership Meeting.
The President, as necessary may appoint additional committees.

Should we add a fundraising committee chaired by the VP??
And a High School Committee??

Meetings

The officers shall meet monthly or as necessary for the purpose of reviewing the operations of the Ipswich Soccer Association. The presiding officer shall, at each meeting, reserve a suitable portion of time for the BOD to conduct appropriate business. Additional meetings shall be held as deemed necessary by the President.
The General Membership is welcome at any BOD meeting, as nonvoting members, and may address business from the floor.
An Annual General Membership Meeting shall be held in July. Members of the BOD shall be elected at this meeting for an approximate twelve months.
A majority of votes cast is required to decide any questions except where explicitly state otherwise.

Meeting procedure and order of business

The order of business at all officers and general membership meetings, exception special meetings shall be:

-Meeting called to order
-Roll call
-Recognition of guests and visitors
-Approval of minutes of previous meeting
-Treasurer’s report
-New business from the floor
-BOD reports
-Unfinished business
-New business
-Miscellaneous
-Adjournment

“Robert’s Rules of Order” shall govern the procedure of any meeting. The President, as needed, may appointed a parliamentarian.

Administration

The Ipswich Soccer Association shall be administrated as a nonprofit educational organization.
The Ipswich Soccer Association shall maintain itself as a member in good standing of the South Dakota State Soccer Association, and will comply with the Constitution, Bylaws, Rules, and Regulations of the United States Youth Soccer Association and the South Dakota State Soccer Association.
The Board of Directors consisting of elected officers of the Ipswich Soccer Association shall determine the policies of the Ipswich Soccer Association. The Board of Directors will assume the execution of the provisions in all matters, of these Bylaws, Rules, and Regulations, in good conscience and be answerable only to the general membership as a whole.
The President shall administer the affairs of the Ipswich Soccer Association in accordance with these Bylaws and Rules and Regulations, and execute the policies directed by the Board of Directors.
The Elected officers of the Ipswich Soccer Association shall be: President, Vice-president, Treasurer/Secretary, Equipment/Field Manager, Registrar, Risk Manager, League Commissioner, and Member at Large to be elected during the Annual General Election Meeting for an approximate twelve-month period commencing on the first subsequent meeting following the election. The order of succession as presiding offers follows the order of the above list. The President will not have a vote on the Board of Directors except in the case of a tie.
A decision required by the Board of Directors which in the judgment of the President can not wait for a regularly scheduled meeting of the Board of Directors shall be rendered by the majority of the Board of Directors members by polled vote.
The assets of the Ipswich Soccer Association, in case of dissolution, will be turned over to a non-profit organization as determined by the Board of Directors.

Amendments and Modifications

Amendments and modifications to the Bylaws may be made only at the Annual General meeting or at a special general membership meeting called for the particular purpose. Simple majority of votes cast is required to decide such questions.
Amendments and modifications to the Rules and Regulations may be made only by a simple majority vote of the BOD.
Amendments and modifications to the Bylaws, Rules, and Regulations shall take effect immediately, but shall not be applied retroactively.

Removal of Officers

Removal of Elected officers for cause may be done at any General Membership Meeting. A two-thirds majority of votes cast is required for removal.
The BOD may suspend any of its members by two-thirds majority vote pending removal proceedings as in (a) above. If a presiding officer is suspended, the order of succession shall be invoked.

Implement 03/07/04
1st Revision 10/27/05
2nd Revision 2/08