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Updated January 2002
1.01 NAME
This organization shall be known as the Napa Valley Soccer Club (NVSC) and shall be the governing and advisory body of its member teams.
1.02 DEFINITIONS
Any reference to the Club in these Policies and Procedures shall be interpreted as meaning the Napa Valley Soccer Club. Any reference to competitive teams shall be interpreted as meaning Class I, Class II and Class III teams (as defined by the CYSA).
1.03 AFFILIATIONS
The Napa Valley Soccer Club is a subsidiary organization of the Napa Youth Soccer League (NYSL). The Bylaws, Rules, Regulations, and Policies of the NYSL are incorporated in this document by reference. The Napa Youth Soccer League is affiliated with the California Youth Soccer Association (CYSA), United States Youth Soccer Association (USYSA), United States Soccer Federation (USSF) and the Federation International Football Association (FIFA).
1.04 BOUNDARIES.
The Club's boundaries shall be the same as the boundaries of the NYSL and shall be altered automatically should the NYSL alter the boundaries of the league.
1.05 PURPOSE
The purpose of the Club is to develop, promote, and administer a competition level soccer program, as defined within the CYSA Constitution, for youth (boys and girls between the ages of eight and nineteen) regardless of race, creed, or sex.
The club shall also encourage the education and training of those coaches selected to administer to the training of participating players.
1.06 COLORS
The Club's colors shall be white, black, and any variation of red.
1.07 MEMBERSHIP
1.07.1
Membership in this Club shall include all coaches, parents, and players associated with competitive teams within the Napa Youth Soccer League. In addition, former coaches in good standing retain voting status in the Club for a period of 2 years after they have stopped coaching a competitive team.
1.07.2
All Member teams, their coaching staff, players, and parents shall abide by the Club's Policies and Procedures, the Bylaws of the NYSL, the District V playing league rules, under which they are registered and in which they play, and all rules and regulations of those Associations with which the NYSL is affiliated.
1.08 ORGANIZATION AND GOVERNMENT
1.08.1
The Club will be governed by a Board of Directors chaired by the Select Program Director in accordance with these Policies and Procedures and specific rules and regulations adopted by the Board of Directors; except where superseded by the Bylaws, Rules, Regulations and Policies of the NYSL, CYSA, USYSA, or USSF.
1.08.2
The Board of Directors shall be composed of the Select Director/President, First Vice President/Class 3 Director, Second Vice President/Class1 Director, Secretary, Treasurer, Registrar, Referee Director, Field and Equipment Director, Class I Tournament Director, Class III Tournament Director, Parent Support Director, Fundraising Director, Publicity and Communication Director, Player Development Director, Director of Coaching, and immediate past Select Director. The immediate past Select Director is an ex-officio member of the board. The Coaching Director is a non-voting member of the board.
1.08.3
Any member of the Board of Directors may resign effective upon the date and time specified in a written notice given to the Select Director. The Select Director shall, with the approval of the Board of Directors, appoint a replacement.
1.09 APPOINTMENT OF OFFICERS
1.09.1
The Select Director, First Vice President/Class 3 Director, Second Vice President/Class 1 Director, Treasurer, Registrar, Referee Director, and Secretary shall be elected by the Club’s members at the Club’s annual general meeting in January. The time and location of the annual general meeting will be advertised two weeks prior to the meeting.
1.09.2
Elected Board Members shall serve for a term of two years, and may be reelected for subsequent terms of office. The positions of Select Director, Second Vice President/Class 1 Director, Registrar, and Treasurer shall be elected in odd numbered years. The Positions of First Vice President/Class 3 Director, Referee Director, and Secretary shall be elected in even numbered years.
1.09.3
The Fields and Equipment Director, Parent Support Director, Fundraising Director, Publicity and Communication Director, Player Development Director, Class I Tournament Director, and Class III Tournament Director will be appointed by the Select Director. The Coaching Director will be selected by a vote of the Board of Directors.
1.10 RESPONSIBILITIES OF THE BOARD OF DIRECTORS
1.10.1
BOARD OF DIRECTORS The duties of the Board of Directors shall include attendance at all Board meetings, and:
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Interpretation and enforcement of the Club’s Policies and Procedures.
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Review and approval of all recommended changes to the Club's Policies and Procedures for compliance with the governing documents of those associations with which the club is associated
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Approving all tournament play outside the CYSA-North Boundaries
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Submission of an annual operating plan and budget to the NYSL Board of Directors for approval.
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Selection, training, and supervision of coaches.
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All internal communications and meetings and communications with other leagues, CYSA District V, and CYSA - North, as may be necessary.
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Assuring that all players are properly registered with the NYSL.
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Performance of additional duties as assigned by the Select Director or the Board, including serving on standing subcommittees.
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The Board of Directors shall have the authority to suspend or otherwise discipline any Player, Coach, Team Manager, Assistant Coach or Club Official with a proper hearing.
1.10.2
SELECT DIRECTOR: The Select Director shall act as the Chief Executive Officer of the Club, responsible for administering the day to day activities of the Select Program in accordance with the Policies and Procedures of the Club, the Bylaws, Rules, Regulations and Policies of the NYSL, and directives of the Board of Directors. The Coordinator shall also:
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Prepare an agenda for meetings of the Board of Directors, including making recommendations to the Board on specific items;
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Preside over all meetings of the Board of Directors;
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Cast a vote in case of ties by the Board of Directors;
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Recommend for appointment by the Board of Directors positions on the board that become vacant due to resignation or that are not filled by election.
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Appoint ad hoc committees as may be necessary.
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Develop and implement the processes and organization required to meet the needs of players, parents, coaches, the NYSL, CYSA North, and the Napa Valley soccer community.
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Develop and implement the processes and organization required to meet players development needs and assure players are prepared to compete at the highest level at which they are capable.
1.10.3
SECRETARY: The Secretary shall assist the Select Director in the preparation of an agenda for meetings of the Board of Directors. The Secretary shall also:
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Keep an accurate record of all meetings, handle correspondence, give notice of meetings and maintain files of the club;
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Secure meeting locations, as required;
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Maintain separate from the minutes an indexed log of all actions by the Board of Directors;
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Other duties, as may be assigned by the Select Director.
1.10.4
TREASURER: The Treasurer is responsible for the maintenance of all financial accounts of the Club, including checking, saving and investment accounts, as approved by the Board. The Treasurer shall:
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Submit monthly financial reports to the Board of Directors;
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Certify all expenditures as being approved by the Board of Directors or Select Director in accordance with these Policies and procedures.
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Prepare an annual operating plan and budget for submission by the Select Director to the NYSL Board of Directors.
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Chair the Finance Committee
1.10.5
FIRST VICE PRESIDENT/CLASS 3 DIRECTOR: The First Vice President/Class 3 Director shall:
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Attend all District 5 Class 3 meetings as required and provide the information needed by NVSC to register teams.
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Coordinate the scheduling and rescheduling of all Class 3 games.
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Act as liaison between the Club and the District V, Class III Playing League.
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Act as liaison between the Board of Directors and all Class III Coaches.
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Serve as a member of the competition committee
1.10.6
SECOND VICE PRESIDENT/CLASS 1 DIRECTOR: The Second Vice President/Class 1 Director shall:
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Act as liaison between the Club and the District V, Class I Playing League.
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Act as liaison between the Board of Directors and all Class I Coaches.
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Serve as Chair of the competition committee
1.10.7
REFEREE DIRECTOR: The Referee Director maintains a list of USSF-certified referees and serves as liaison with the NYSL Referee coordinator to insure that certified referees and linesmen are scheduled for Select games. The Referee Coordinator shall also:
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Maintain game cards and records showing game scores, injuries, cautions, ejections, and other information provide by each referee;
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Investigate complaints regarding referees.
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Provide opportunities for referee certification and training
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Evaluate referees for assignment appropriate to their level of skill and experience
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Complete a monthly referee payroll to be processed by the Club treasurer
1.10.8
REGISTRAR: The Registrar will serve as the liaison between team coaches and/or team managers and the league registration director during team formation.
1.10.9
FIELD AND EQUIPMENT DIRECTOR: The Field and Equipment Director shall:
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Maintain a current inventory of Club owned equipment and materials;
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Prepare a recommended list of equipment and materials needed for each season for submission to the Board of Directors;
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Procure and arrange distribution and storage of Club equipment and materials;
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Obtain, schedule and coordinate fields for practices and games with the NYSL Field and Equipment Coordinator;
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Makes sure all policies and procedures governing the use of fields are followed;
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Provides for proper goals, marking, netting, and corner flags before games;
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Chair the uniform and equipment subcommittee.
1.10.10
CLASS I TOURNAMENT DIRECTOR: The Class I Tournament Director chairs the Class I tournament subcommittee, which is responsible for planning, organizing and carrying out the annual Wine Valley Classic Tournament sponsored by the Club.
1.10.11
CLASS III TOURNAMENT DIRECTOR: The Class III Tournament Director chairs the Class III tournament subcommittee, which is responsible for planning, organizing and carrying out the annual Class III Tournament sponsored by the Club.
1.10.12
PARENT SUPPORT DIRECTOR: The Parent Support Director will be responsible for acting as a liaison between the board and Class I and Class III team managers for the purpose of recruiting volunteers for Club sponsored activities. In addition the Parent Support Director shall:
1.10.13
FUNDRAISING DIRECTOR: The Fundraising Director chairs the Fundraising Committee, which is responsible for planning, organizing and carrying out fundraising events sponsored by the club.
1.10.14
PUBLICITY AND COMMUNICATION DIRECTOR: The Publicity and Communication Director chairs the Publicity and Communication Committee, which is responsible for publishing a monthly newsletter to be sent to all club members. In addition the Publicity and Communication Director shall:
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Maintain the Club section of the NYSL voice mail system and respond to or distribute messages
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Provide content for the NVSC and NYSL websites as needed
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Respond to or distribute email to the Club
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Prepare and distribute documents to coaches, managers, and parents as assigned by the Select Director/President and/or the Board
1.10.15
PLAYER DEVELOPMENT DIRECTOR: The Player Development Director shall develop and coordinate all programs for U10 and younger players with the goal of preparing them for Club play at the level of U11 and up.
1.10.16
DIRECTOR OF COACHING: The Director of Coaching shall:
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Develop and implement a program for training of coaches.
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Develop age-group specific player training goals.
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Develop and implement a player training curriculum with focus on required age group specific skills
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Coordinate annual on-field player evaluations and coordinate formation of teams
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Recruit and recommend coaches and trainers to Coach Selection Committee
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Serve as a member of the Competition Committee
1.11 APPOINTMENT AND RESPONSIBILITY OF COACHES
1.11.1
Candidates for Club coaching positions shall submit resumes to the Select Director. The resumes will be reviewed by a committee consisting of the Select Director, First Vice President/Class 3 Director, Second Vice President/Class 1 Director, Referee Director, and Director of Coaching. The committee will appoint a head coach for each competitive team. Head coaches will be appointed for a period of one year and may be reappointed.
1.11.2
COACHES: The team head coach shall be the primary authority of the Team and shall be responsible for all actions of the players in training and matches, and is responsible for their team’s sideline spectators in matches. The team head coach shall:
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Shall assist with player evaluations for his or her competitive team as directed by the Director of Coaching..
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Appoint an Assistant Coach and Team Manager to assist with the operations of the team.
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Seek to improve his skills and technique through the attendance and completion of coaching training courses.
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Participate in Club sponsored coaching meetings and activities
1.12 CLUB YEAR
The seasonal and fiscal years shall be from April 1 to March 31.
1.13 LEAGUE OF PLAY
All member teams shall be registered for League play with the District V Competition League (currently known as the District V Playing League) or other such leagues as District V shall direct.
1.14 MEETINGS
1.14.1
The Club's Board of Directors shall meet monthly though out the year and at such times as the Select Director may deem necessary. Roberts Rules of Order shall govern procedure at all meetings. The agenda for regular meetings shall be as follows:
1.14.2
The Select Director shall set a specific Agenda for all meetings. The agenda shall be available to Directors in advance of the Board meeting. Items not on the Agenda cannot be voted on at the meeting unless two thirds of the Board members present choose to vote on a non agenda item.
1.14.3
A Quorum of the Board of Directors must be present to conduct Club business. Fifty percent plus one, of currently filled board positions, shall constitute a Quorum.
1.15 FINANCIAL RESPONSIBILITIES
1.15.1
This Club shall not assume, nor be liable for the debts nor the financial responsibilities, either implied or incurred, of any of its members, member teams, member coaches, or other parties without prior approval of the Board of Directors.
1.15.2
All expenditures of monies shall be approved by the Board of Directors at regular meetings. However, the Select Director shall have the power to make quick decision purchases for the good of the Club, up to a maximum amount of $250.00. The Director shall report all such expenditures to the Board of Directors.
1.15.3
All accounts of the Club shall be paid by check and shall bear the signature of the Select Director or Treasurer for amounts up to $500.00. For amounts in excess of $500.00, the check shall bear the signature of both the Coordinator and Treasurer.
1.15.4
All fund raising activities conducted on behalf of the Club shall be approved in advance by the NYSL Board of Directors at a meeting where the matter is on the agenda. An accounting of fund raising and expenditures must be made annually or at other times as the NYSL Board may request.
1.15.5
Individual Club teams shall support and promote all Club sponsored fund raising activities.
1.15.6
Individual Club teams are required to secure approval from the NYSL and the Club’s Board of Directors prior to any team sponsored fund raising activities. Individual teams shall state the purpose and financial need for the fund raiser. All sponsorship and fund raising proceeds shall be deposited in the Club's general fund to be distributed to the team that raised the money as they incur expenses. All funds raised in excess of the team's needs will revert back to the Club's general fund at the end of the Club’s fiscal year.
1.15.7
Sponsorship advertising on Club Uniforms shall conform to NYSL and CYSA guidelines. Any advertising on items other than uniforms shall be subject to approval by the Board of Directors.
1.15.8
Donations shall be approved, accepted, and distributed at the discretion and direction of the Club's Board of Directors.
1.15.9
All bank checks, drafts and/or money orders submitted to this Club shall be made payable to the Napa Valley Soccer Club or NVSC.
1.16 STANDING COMMITTEES
1.16.1
The following Standing Committees shall be maintained to aid the Club in fulfilling its responsibilities:
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Finance Committee
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Fund Raising Committee
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Field and Equipment Committee
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Class I Tournament Committee
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Class III Tournament Committee
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Publicity/Communication Committee
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Competition Committee
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Coach Selection Committee
All committee members shall be appointed by the Board of Directors. The Committees shall perform specific duties listed below and other related duties as may be assigned by the Select Director or the Board of Directors. All Committees shall submit a report annually to the Club and at other times as requested by the Board of Directors.
1.16.2
FINANCE COMMITTEE
Responsibilities:
1.16.3
FUNDRAISING COMMITTEE
Responsibilities:
1.16.4
FIELD AND EQUIPMENT COMMITTEE
Responsibilities:
1.16.5
CLASS I TOURNAMENT COMMITTEE
Responsibilities:
1.16.6
CLASS III TOURNAMENT COMMITTEE
Responsibilities:
1.16.7
PUBLICITY/COMMUNICATION COMMITTEE
Responsibilities:
1.16.8
COMPETITION COMMITTEE
Responsibilities:
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Schedule and supervise players tryouts
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Develop a program for training of coaches
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Develop age specific goals for training of players
1.16.9
COACH SELECTION COMMITTEE
Members:
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Select Director/President – Chair
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First VP/Class 3 Director
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Second VP/Class 1 Director
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Referee Director
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Director of Coaching
Responsibilities:
1.17 AMENDMENTS OR ADDITIONS
1.17.1
Any member of the board of directors may propose changes to the existing Policies and Procedures. The proposed changes must be submitted in writing thirty (30) days prior to consideration. The Club's Board of Directors may establish a committee to review the proposed changes for recommendation to the full Board.
1.17.2
The Club Secretary must provide each Board Member with written notice of any proposed amendments or additions to the Policies and Procedures fourteen (14) days prior the meeting at which the changes will be addressed. The notice shall include the date, time and place of the upcoming meeting.
1.17.3
Any change to the Policies and Procedures shall require a two thirds vote of the Board Members present at the time of consideration.
1.17.4
Any and all amendments to the Policies and Procedures adopted by the Board of Directors shall become effective on the day following adoption.
1.17.5
In addition to the Policies and Procedures, the Club shall maintain and uphold a set of Rules and Regulations, which shall be reviewed and adopted annually by the Board of Directors. After they are formally adopted, further changes of or additions to the Rules and Regulations may be made by a majority vote of the Board of Directors. Board members must be give fourteen (14) days notice, in writing, of any proposed change or addition to the Rules and Regulations.
1.18 DISCIPLINARY PROCEDURES.
A member of this organization found to be in violation of the Club's Policies and Procedures or rules and regulations, or the Bylaws of the NYSL, the District V Playing League, or CYSA-North may be asked to appear before the Board of Directors of this Club to explain his/her action(s). After a hearing, the Board of Directors may elect to suspend or otherwise discipline the Club Member.
1.19 DISSOLUTION
Should the Club be dissolved, all assets remaining after payment of all debts shall be turned over to the NYSL for the express purpose of the development of youth soccer.
1.20 ITEMS NOT COVERED
All items not covered in these Policies and Procedures or the Bylaws of the NYSL shall be left to the Board of Directors for decision. |