Updated Bylaws January 2012


GCSA By-laws
Revised 01-09-12Approved________________________

Graves County Soccer Association
By-Laws

Article I Name & Mission
The name of this organization shall be Graves County Soccer Association, Inc. to be hereinafter know as GCSA.
The mission of the GCSA is to foster, promote and advance the cause of soccer in Graves County, Kentucky and to guard the interests of its members.
GCSA shall be a non-profit organization and shall have no salaries paid to its officers.
Article II Administration
The affairs of GCSA shall be administered by a Board of Directors to be hereinafter known as the Board.
The Board shall consist of President, Vice President, Secretary, Treasurer, Registrar, Scheduler, Coach Coordinator, Director of Programs, Director of Public Relations, Volunteer Coordinator, Hispanic Volunteer Coordinator, and Webmaster.
The official business of the Board shall be conducted if a quorum of officers is present at any meeting.  A quorum shall consist of a majority of the standing officers.
Program Advisors to the Board consists of the following positions:  Field Manager, Area Coordinators, Referee Advisor, Assistant Coaches Coordinator, 2-Competitive Directors, and Financial Advisor.  These positions are advisory, non-voting positions and are appointed by the President.
Article III Membership
A member is defined as a family living at one residence who has a child/children registered to play soccer with GCSA for at least one playing season of the fiscal year.  Each family has one vote to be cast in election of the Board by an adult member of the family.  Voting by proxy will not be allowed.
Elections shall be held annually at the end of the spring recreational season to fill vacancies of the Board.
Board meetings shall be held at least once per month, at least 10 months of the year, on the 2nd Monday of the month at 6:00 pm.  Locations shall be determined by the President and shall be available upon request.
Article IV Affiliation
GCSA shall be an affiliated branch of and comply with the authority of the United States Soccer Federation (USSF) and the United States Youth Soccer Association (USYSA) and the Kentucky Youth Soccer Association (KYSA).
Article V Election of Officers
The officers shall be elected by nomination and /or ballot at an annual election to be held at the end of the spring recreational soccer season.  Offices are the be held for a 2 year term.  Nominations shall be accepted to fill positions prior to the election date.  Elections by ballot will be held to decide the position when multiple names are submitted for one position.  In the case of only one nominee for a position, the position will be considered filled with no election necessary for that office.  Positions filled (either by single nominee or ballot election) shall be entered into the board meeting minutes at the June meeting.  Positions with no nomination will be appointed by the President at the June board meeting, subject to the approval of majority of Board Members.
Elections shall be held each year to fill one slate of officers and vacant positions.
The following shall be listed on slate one (elected in odd years):  President, Registrar, Scheduler, Director of Public Relations, Volunteer Coordinator, and Webmaster.
The following shall be listed on slate two (elected in even years):  Vice-President, Secretary, Director of Programs, Treasurer, Coach Coordinator, and Hispanic Volunteer Coordinator.
Section 1.  Officers of GCSA
Officers of GCSA shall consist of the President, Vice President, Secretary, Scheduler, Coach Coordinator, Treasurer, Registrar, Director of Programs, Director of Public Relations, Volunteer Coordinator, Hispanic Volunteer Coordinator, and Webmaster.
These officers shall constitute the Board.  No person shall be elected to more than one office concurrently.
Section 2.  Duties of the President
Preside over Board meetings.
Appoint vacancies to Board, subject to approval of Board members.
Oversee all activities of GCSA.
Section 3.  Duties of the Vice President
Solicit donations for GCSA.
Organize fundraising events as directed by the Board.
Assume the duties of the President when the President is unable to perform his/her duties.
Section 4.  Duties of the Secretary
Record minutes of all meetings of the Board.
Attend to all official correspondence of GCSA.
Maintain the official records of GCSA.
Document attendance of Board members at official meetings.
Section 5.  Duties of the Treasurer
Record the financial business of GCSA.
Authorize payment of bills incurred by GCSA.
Serve as purchasing agent for GCSA.
Coordinate bank accounts for the business of GCSA.
Submit a budget to the Board upon request.
Ensure all accounting records are properly retained.
Section 6.  Duties of the Registrar
Submit registration guidelines, registration forms, and materials for approval by the Board.
Coordinate registration for each soccer season.
Organize and preside at team formation according to guidelines approved by GCSA and in accordance with KYSA guidelines.
After registrations have been balanced, turn all registration funds over to the Treasurer.
Submit to KYSA rosters and player information as required.
Maintain a database of GCSA members- information on administrators, players and coaches.
Oversee Area Coordinators.
Section 7.  Duties of the Coach Coordinator
Maintain a list of people who are interested in serving as a coach/coaches assistant.
Organize coach development programs/clinics as approved by the Board.
Oversee the enlistment of coaches meetings each season to explain the philosophy of the program and the expectations of the Board.
Clarify matters pertaining to the organization of teams, practices, and/or games.
Insure coaches understand their responsibility to notify scheduler of all scheduled games as well as scheduled modifications and game cancellations.
Section 8.  Duties of Scheduler
Proposes to the Board approval of the annual schedule of playing sessions for GCSA programs. 
Maintains the master schedule of all events at Hamilton Park.
Schedule games for recreational teams for GCSA outdoor playing session.
Maintains the field schedule throughout the season.
Forwards the completed schedules to website for publication on the web page.
Section 9.  Duties of the Director of Programs
Uniform ordering and distribution.
Team apparel ordering.
Section 10.  Duties of Director of Public Relations
Organize media coverage/advertising of GCSA activities.
Oversee the background check program for coaches and volunteers.
Section 11.  Duties of the Volunteer Coordinator
Maintain a list of volunteers for GCSA.
Oversee volunteer work days.
Section 12.  Duties of Hispanic Volunteer Coordinator
Assist in communication with the Hispanic community.
Translate any correspondence to Spanish.
Section 13.  Duties of the Webmaster
Maintain all aspects of the website.
Section 14.  Duties of the Referee Advisor
Maintain a list of qualified people who are interested in serving as referee and/or lineman.
Submit recommendations as to development of referees.
Schedule referees for all home games for Hamilton Park.
Submit request for payment of referees to the Treasurer at least twice a month during playing season.
Schedule recertification clinics for referees.
Section 15.  Duties of the Field Manager
Arrange for the maintenance of the physical property under their authority.
Recommend to the Board needed improvements/repairs for the physical property under their authority.
Section 16.  Duties of Area Coordinators
Assist registrar with registration for their program.
Section 17.  Duties of Financial Advisor
Submit financial reports to the Board monthly.
Maintain all accounting records for GCSA.
Filing of all tax documents for GCSA.
Maintain 1099’s and payroll for GCSA.
Section 18.  Duties of Competitive Directors
Oversee Competitive Program whether in house or with another association.
Section 19.  Duties of Assistant Coaches Coordinator
Assist the Coaches Coordinator in their duties.
Article VI Powers of Direction
The Board shall transact all business of the GCSA and shall have power to enforce the Bylaws and Policies subject to the approval of the Board.
Specific powers of the Board shall be as follow:
To propose rules and regulations governing competitions consistent with GCSA bylaws and rules and regulations.
To coordinate inter-league, state and national competition within GCSA boundaries.
To appoint, suspend or remove any officer of the Board by prescribed methods.
To select GCSA representative teams, coaches and managers for all GCSA representative games.
To designate the time and location of board meetings which shall be made know to the Board members beforehand.
To appoint committees and define the scope of their activities within the GCSA bylaws.
To act on instances which may occur during competitions and which are not covered by specific rules and regulations.
Official business of the Board shall be conducted when a quorum of the Board is present.
Board members absenting themselves from three(3) consecutive meetings without cause shall have their office declared vacant at the discretion of the Board.  The vacant office shall be filled by appointment, subject to the approval of the majority of the Board, until the next regular election of officers shall be held.
Meetings of the Board shall be open to the membership of the organization and to the public with the exceptions of meetings or portions of meetings which shall be declared closed to address issues of disciplinary action.
Article VII Amendments to the Bylaws, Rules, and Regulations
Amendments to the bylaws, rules and regulations shall be made during general/special meetings of the Board.
Amendments shall be by two-thirds(2/3) majority vote of the members present.
Proposed amendments by members must be made in written motion no less than thirty(30) days prior to a scheduled Board meeting and given to the secretary.
Article VIII GCSA Current Board of Directors (Voting Members)
Vacant, PresidentTommy Dublin, Vice President
Amy Upton, SecretaryKayla Pigg, Treasurer
Holly Looper, RegistrarAudrea Allen, Scheduler
Carrie Whitaker, Coaches CoordinatorShirley Lee, Director of Programs
Michelle Neiswender, Director of Public RelationsChrista Dodge, Volunteer Coordinator
Martha Argotte Thomas, Hispanic CoordinatorLisa Dobrose- Webmaster

Article IX Conclusion
These bylaws, as set forth above, will be adhered to by the Association as failure to comply can result in disciplinary action being taken against any person not in compliance.  This document became effective 01-09-12; last revised 2010.


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