Policies: Bylaws
Cheyenne Soccer Club Bylaws
ARTICLE I
SECTION I.
Offices
The principle office of the Association shall be at the residence of the Executive Assistant duly appointed by the Board of the Cheyenne Soccer Club (the Association). In addition to its principle office, the Association may maintain such different offices and at such places as the Board of Directors may designate.
ARTICLE II
SECTION I.
Directors
The Association shall be under the direction and control of a Board of no more
than twenty (20) directors consisting of the President, Past President,
Vice President/President Elect, Treasurer, Secretary, Director - Sponsorships,
Director - Public Relations/Fund-Raising, Director - Procurement, Director - Sting Liaison,
Director - State Delegates, Director - Coaching, Director - Referees, Director - Equipment,
Director - Divisions, and Director - Field Supervision.
SECTION II.
Selection of Directors
The Board of Directors shall be selected from the general population of Laramie County
precedented upon their desire to serve as a director on the Board. The Board shall be a
non-discriminatory board allowing free participation not limited by race, color, religion, age,
sex, or national origin.
SECTION III.
Terms of Directors
Directors shall be elected for a term of three (3) years. They may be re-elected for two (2)
additional terms of three (3) years. Terms shall be staggered so that not more than 1/3 of the
directors shall change during a calendar year.
SECTION IV.
Nomination of Directors
Nominations shall be opened at the appropriate meeting by the appropriate motion and continue
until a majority of the Board votes to close nominations. At the closing of the nominations the names
collected during the nominations shall be given to the Secretary, who will contact all the nominees
to assess their willingness to serve on the Board prior to the annual meeting.
Election of directors will take place at the Annual Board meeting or at a special Board meeting if
deemed appropriate by the Executive Committee of the Board.
ARTICLE III
SECTION I.
Regular Meetings
Regular meetings shall be held no less than eight (8) times during the year in Cheyenne, Wyoming.
Regular meetings may be called by the President and shall be held at the day and time as designated
by the President.
SECTION II.
Annual Meetings
The Board of Directors of the Association shall meet once a year, at a time and place designated by
the President, to conduct an annual meeting of the Association.
SECTION III.
Special Meetings
The President of the Association and/or the Executive Committee may call any special meeting(s) that
may be deemed appropriate.
SECTION IV.
Quorum
A quorum shall consist of no less than nine (9) members of the Board. A vote by the majority of a quorum
shall constitute a duly qualified action of the Board.
SECTION V.
Vacancies
Vacancies on the Board of Directors may be filled by a majority of the quorum present at any regularly
constituted meeting of the Board. A vacancy or vacancies shall be deemed to exist in the place of
death, resignation, removal or disqualification of a director(s). If the Board of Directors accepts the
resignation of a director, tendered to take effect at a future time, the Board shall have power to elect a
successor to take office when the resignation becomes effective. No reduction of the number of
directors shall have the effect of removing any director prior to the expiration of his/her term of office.
SECTION VI.
Removal of Directors
The entire Board of Directors or any individual director may be removed from office as provided in the
corporation code of the State of Wyoming.
SECTION VII.
Special Meetings Notices
Special meetings of the Board of Directors for any purpose or purposes shall be called at any time by the
President or Executive Committee. The Secretary of the Board shall be responsible for written or oral
notice of the time and place of the special meeting. The notice shall be delivered personally to each
director at the address or phone number shown upon the records of the Association. The notice shall be
delivered at least 24 hours prior to the time of the holding of the meeting.
When a quorum of directors is present at any Board meeting, however called or noticed, and a written
consent is signed by all Board members and entered into the records of the Association; or if the majority
of the directors are present, and if those not present sign in writing a waiver of notice, whether prior to or
subsequent to the holding of such meeting(s), and said waiver is filed with the Secretary of the Board, then
the transactions thereof are as valid as if the meeting had been regularly called and noticed.
SECTION VIII.
Election of Officers
The Directors shall elect all officers of the Association, who shall serve without compensation. All such
officers shall be elected or appointed from among the directors by the majority vote of a quorum of the
directors present at the annual meeting of the Board. All officers shall hold office for a period of two (2)
years and can be elected or appointed for an additional period of one (1) year.
ARTICLE IV
SECTION I.
Officers
Officers of the Association shall consist of a President, Past President, Vice President/President Elect,
Treasurer, Secretary and such other officers as shall, from time to time, be chosen and appointed.
SECTION II.
President
The President shall preside at all meetings where the Directors are elected. The President shall have
general supervision and control of the affairs of the Association, subject to the control of the Board of
Directors, and shall see that all orders and resolutions of the Board are carried into effect. The President
shall execute and sign all contracts and other documents on behalf of the Association, except as the
Board may otherwise direct, and shall perform such other duties as shall be directed by the Board of
Directors in accordance with the By-Laws. The President shall serve for a term of one (1) year or as
long thereafter until a successor shall be duly elected.
SECTION III.
Past President
Once a successor to the Present has been duly elected, the outgoing President shall serve a term of one
(1) year or as long thereafter until a successor to the President is duly elected. The Past President shall
assist the President in the general supervision and control of the affairs of the Association. The Past
President shall assist the Vice President/President Elect in recruiting and developing new Directors.
The Past President shall serve on the Executive Committee and assist in preparing an annual budget for
the Association. The Past President shall serve for a term of one (1) year or as long as thereafter until a
new president shall be duly elected.
SECTION IV.
Vice President/President Elect
The Vice President/President Elect shall be duly elected or appointed by the Board of Directors to succeed
the President. The Vice President/President Elect shall assist the President in the general supervision and
control of the affairs of the Association. The Vice President/President Elect shall be responsible for recruiting
and developing new Directors to serve on the Association's Board of Directors. The Vice President/President
Elect shall, as deemed necessary by the President, assist any other Director of the Association in his/her
duties. The Vice President shall serve on the Executive Committee and assist in preparing an annual
budget for the Association. The Vice President/President Elect shall serve for a term of one (1) year or as
long thereafter until a new Vice President/President Elect shall be duly elected or appointed.
SECTION V.
Secretary
The Secretary shall keep, or cause to be kept, a book of minutes at the principal office, or such other place
as the Board of Directors may order, of all meetings of Directors, including time and place of holding of such
meetings; whether regular of special, and if special, how authorized; and a copy of the notice thereof given;
and the names of those present at the director's meetings; and the proceedings thereof.
The Secretary shall give, or cause to be given, notice of all meetings to the Directors of this Association as
required by the By-Laws. The Secretary shall give, or cause to be given, copies of all minutes of meetings
of the Board of the Association to the Directors prior to the next regularly scheduled meeting of the Board of
Directors.
The Secretary shall keep the seal of the Association in safe custody, and shall have such other powers and
perform such other duties as may be prescribed by the Board of Directors or the By-Laws.
The Secretary shall keep, or cause to be kept, a book or books containing true and correct copies of all
documentation submitted to the Secretary by each of the designated officers as required by these By-Laws.
The Secretary shall maintain and keep the records of the Association in a current and up-to-date status.
The Secretary shall tender all documents and records to the succeeding Secretary, immediately following the
next annual meeting or any special meeting at which a new Secretary is elected.
The Secretary shall keep an accurate account of all changes in the By-Laws that may be made by a regularly
and appropriately constituted meeting of the Board of Directors. Said change in By-Laws shall be officially
noted and documented and submitted into the By-Laws as soon as possible after the meeting at which the
By-Laws were changed or added to.
The Secretary shall serve on the Executive Committee of the Board. The Secretary shall serve for a term of
one (1) year or until a successor is duly elected or appointed by the Board of Directors of the Association.
SECTION VI.
Treasurer
The Treasurer shall keep, maintain and cause to be kept and maintained adequate, correct accounts of the
properties and business transactions of the corporation, including accounts of its assets, liabilities, receipts,
disbursements, gains, losses, capital surplus, and other accounts. The book of accounts shall be at all
reasonable times open to inspection by any director.
The Treasurer shall deposit all moneys and other valuables in the name and to the credit of the Association
with such depositories as may be designated by the Board of Directors. The Treasurer shall disperse funds
of the Association as may be ordered by the Board of Directors, shall render to the President and/or any
Director whatever they request upon account of all his/her transactions as Treasurer and of the financial
condition of the Association, and shall have such other powers and perform such other duties as may be
prescribed by the Board of Directors or by the By-Laws.
The Treasurer shall serve on the Executive Committee and shall be responsible for preparing and presenting
to the Board of Directors a budget for the Association by November of each year for the next calendar year.
The Treasurer shall serve for a term of one (1) year or until a successor is duly elected or appointed.
SECTION VII.
Executive Committee
The President, Past President, Vice President/President Elect, Secretary, and Treasurer shall constitute the
Executive Committee of the Association. The Executive Committee shall have the power to act for the
Board of the Association between Board meetings or in an emergency. Any action taken by the Executive
Committee shall be presented for ratification at the next regularly constituted meeting of the Board of Directors.
SECTION VIII.
Executive Assistant
An Executive Assistant may be employed by the Board of Directors of the Association to perform the following
responsibilities: Monitor the on-going activities of the Association concerning registration, scheduling, team
formations and rosters, and other administrative activities. The position will be part-time and shall report
directly to the President of the Association.
The Executive Assistant shall counsel and assist members of the Executive Committee in the performance of
their duties and shall be responsible on a day-to-day basis for the coordination and supervision of those
programs enacted by the Association.
The Executive Assistant shall be employed by the Association pursuant to a contract issued by the Executive
Committee and approved by the Board of Directors. Upon a vacancy in the Executive Assistant position,
applications shall be received and reviewed by the Executive Committee and a nominee shall be submitted
for approval of the Board of Directors of the Association.
SECTION IX.
Director - Sponsorships
The Director - Sponsorships shall be responsible for contacting all previous sponsors and establishing sponsors for the ensuing year. The Director - Sponsorships shall be responsible for monitoring other sports sponsorship fees in the City of Cheyenne and recommending changes in sponsorship fees of the Association. The Director - Sponsorships shall communicate to the prospective sponsors the amount requested by the Association as a sponsorship fee. The Director - Sponsorships shall coordinate any and all requests from sponsors to sponsor specific teams and communicate all such requests to the Executive Assistant.
SECTION X.
Director - Sting Liaison
The Director - Sting Liaison shall be responsible for communications between the Association's Board of Directors and the Sting Board of Directors. The Director - Sting Liaison shall attend both the Association's Board meetings and Sting Board meetings and act as liaison between the two leagues. The Director - Sting Liaison shall give a committee report at every Board meeting and provide the Secretary with a written record of such report.
SECTION XI.
Director - Publicity and Fund-Raising
The Director - Publicity and Fund-Raising shall be responsible for all publicity for the Association and for
recommending and coordinating any and all fund-raising activities. The Director - Publicity and Fund-Raising
shall have responsibility for the operation of the snack shack. The Director - Publicity and Fund-Raising
shall be responsible for giving a committee report at every Board meeting and providing the Secretary
with a written record of the committee's activities. The Director - Publicity and Fund-Raising also will be
responsible for developing and maintaining a Cheyenne Soccer Club brochure.
SECTION XII.
Director - Bids and Procurement
The Director - Bids and Procurement shall be responsible for the solicitation of all bids for the Association
and for presenting them to the Board for approval. These include but are not limited to the procurement of
balls, uniforms, team photographs and any other items that from time-to-time are required. The Director
shall provide the Secretary with a written record of all bidding activities.
SECTION XIII.
Director - State Delegates
The Association is allowed voting delegates in the State Association per WSSA delegate guideliness.
It is the responsibility of these Directors to attend the State Soccer Association meetings as representatives
of the Association. These Directors shall be responsible for representing the Association's best interest in
all state matters. These Directors shall report at every Board meeting any state activities that could impact
the Association and provide the Secretary with a copy of any and all minutes of the State Association
meetings.
SECTION XIV.
Director - Divisions
The Director - Divisions shall be responsible for the coordination of the different Divisions. The Director -
Divisions shall act as a liaison between the respective Directors in charge of specific areas of the Association.
It is the responsibility of the Director - Divisions to field complaints or suggestions from parents and coaches
to be brought to the attention of the Board. The Director - Divisions shall coordinate the distribution and
communication of all information to each team in the Association. The Director - Divisions shall be
responsible for recruiting coaches, assistant coaches and team parents for each team in the Association.
The Director shall work closely with the Director - Coaching in the development and training of all coaches
and assistant coaches in the Association. The Director - Divisions shall be responsible for giving a report
at every Board meeting of any problems and concerns that have come about in any of the divisions and
providing the Secretary with a written record of these.
SECTION XV.
Director - Equipment
The Director - Equipment shall be responsible for providing for the distribution of all goals, nets, flags and
other equipment to the appropriate fields and for the maintenance of such equipment in good condition.
The Director - Equipment shall be responsible for ensuring all fields are striped at the beginning of the
season and that the striping is maintained throughout the season. The Director - Equipment shall be
responsible for ensuring the Association has the necessary equipment available to secure all goals to the
ground. The Director - Equipment shall be responsible for giving a report at every Board meeting and
providing the Secretary with a written record of this report.
SECTION XVI.
Director - Referees
The Director - Referees shall have the responsibility of recruiting and training referees and linesmen to
preside at each regularly scheduled game of the Association for Divisions U-10 and up. It will be the
responsibility of the Director - referees to assign referees and linesmen to each regularly scheduled game.
It will be the responsibility of the Director - Referees to coordinate the collection of score cards and to
present to the Treasurer of the Association a request for payment for each of the referees and linesmen
that have worked during the season. The Director - Referees shall recommend to the Board all payment
structures for referees and linesmen. The Director - Referees shall be responsible for giving a report at
every Board meeting and providing the Secretary with a written record of this report.
SECTION XVII.
Director - Coaching
The Director - Coaching shall have the responsibility of training all coaches in the Association. The
Director - Coaching shall be responsible for preparing and maintaining a coaching manual for each
division in the Association. The Director - Coaching shall have the responsibility of scheduling and/or
conducting coaching clinics for the Association. The Director - Coaching shall work closely with the
Director - Referees and correlate any special rules that may be imposed upon the different divisions in
the Association. The Director - Coaching shall have the responsibility of assisting coaches during the
season with questions and problems concerning coaching. The Director - Coaching shall be responsible
for evaluating coaches to ensure and maintain a high quality of coaching and instruction for the participants
in the Association. The Director - Coaching shall assist the Director - Divisions in recruiting coaches
and assistant coaches. The Director - Coaching shall be responsible for giving a report at every Board
meeting and providing the Secretary with a written record of the report.
SECTION XVIII.
Director - Field Supervision
The Director - Field Supervision will be responsible for defining the requirements for field supervision each
season. The Director - Field Supervision shall be responsible for recruiting, training and scheduling all Field
Supervision Coordinators and Field Supervisors. The Director - Field Supervision shall be responsible for
giving a report at every Board meeting and providing the Secretary with a written record of this report.
Field Supervisors shall have the responsibility of ensuring that each field has the necessary equipment ½ hour
before the first game, and that fields are set up and taken down each game day. Field Supervisors shall report
to the Director - Equipment the need for maintenance and repair on all equipment of the Association. Field
Supervisors shall be responsible for resolving any on-field conflicts and providing the Director - Field
Supervision or the Field Supervision Coordinator with a written report of any such conflict. Field Supervisors
shall be responsible for calling for emergency medical services in case of a serious injury and assisting
coaches in case of minor injuries. Field Supervisors shall be responsible for providing the Director - Field
Supervision or Field Supervision Coordinator with a written report of any injuries requiring medical attention.
ARTICLE V
SECTION I.
RISK MANAGEMENT
The Association shall adopt policies prohibiting sexual an physical abuse that meet certain minimum criteria
established by Federation (subject to any contrary requirements contained in state or local law applicable to
the State Association.
SECTION II.
DISCRIMINATION
The Cheyenne Soccer Club will not discriminate against any individual on the basis of race,
color, religion, age, sex, or national origin.
