Website Manager

Advance Your Game With the Soccer Club of Oak Ridge.

By Laws

SOCCER CLUB OF OAK RIDGE INC. BYLAWS

Amended February 1, 2016

 

BYLAW 1. MEMBERSHIP

1.1      A Member shall be any person in good standing with the Soccer Club of Oak Ridge (SCOR)   who is older than 18 years and who have paid the annual TS state fees and SCOR dues for their child’s registration. A youth member shall be any person in good standing with SCOR     who is 18 years old and under, and who is registered with a SCOR team. Coaches and managers of SCOR teams are members of SCOR.

1.2      It shall be the duty of all members to attend all membership meetings, to be available for committee service and to make suggestions to SCOR Officers concerning improvement of SCOR’s activities and operations and the promotion of the general welfare of teams registered         with SCOR.

BYLAW 2. GOVERNING AUTHORITY

The governing authority of SCOR shall be vested with the Board of Directors of SCOR whose powers shall be delegated in the Bylaws.

BYLAW 3. OFFICERS

3.1      The Executive Committee shall be elected and shall be made up of the President, Vice President, Secretary, Registrar, Risk Management/Field Equipment Coordinator and Treasurer. 

3.2      The Board of Directors shall include the Executive Committee, the immediate past President, the Tournament Director, the Academy Director, the Marketing Director and the Director of Coaching.

3.3      The SCOR Council shall be made up of the Board of Directors and one voting representative from every SCOR team.

BYLAW 4. DUTIES OF OFFICERS

EXECUTIVE COMMITTEE:

4.1      The President shall:

a)    Preside at all meetings of the Membership, the Executive Committee, the Board of Directors and the SCOR Council.

b)    Subject to the approval of the Executive Committee, have general direction of the business of SCOR.

 

4.2       The Vice President shall:

a)    Perform the duties of the President in the absence of the President, or in the event of his/her resignation or inability to act.

b)    Serve as expert on SCOR’s Constitution, Bylaws and Policies and Procedures.

 

4.3      The Secretary shall:

a)    Keep accurate records of the minutes and proceedings of SCOR Board Meetings.

b)    Periodically issue notices to the members of the SCOR Council (i.e. Team Managers and/or additional team representatives) about upcoming meetings, events, and announcements.

 

4.4      The Registrar shall:

a)    Keep an accurate record of all registered players and teams associated with SCOR

b)    Have a copy of all official registration papers and records.

c)    Advise the Executive Committee on SCOR Board of violations

d)    At the expiration of his/her term, turn over all books, papers and other property of SCOR to the successor.

                                     

4.5      The Risk Management/Field Equipment Coordinator shall:

a)    Ensure the safety of all participants in the region by inspecting all field equipment, goalposts and fields to ensure they are in safe condition.

b)    Disseminate and make available safety information to the coaches, referees and participants as appropriate.

c)    Be responsible for obtaining and maintaining SCOR-owned equipment, as well as, ensuring that all playing fields are in playable shape and properly lined during the season.

d)    Ensure that all nets and corner flags are provided for each field and serves as a SCOR representative for equipment and field management during any SCOR sponsored tournament(s).

e)    Make recommendations on the upkeep and maintenance of equipment and soccer fields used by SCOR and to expend SCOR funds budgeted for upkeep and maintenance of goals and fields.

f)      Be responsible for maintaining an itemized listing of all SCOR owned soccer related equipment and shall provide an inventory listing to the Executive Committee when requested

 

4.6      The Treasurer shall:

a)    Keep accurate financial records and have custody of all monies of SCOR.

b)    Submit a report at each Executive Committee meeting on the monies received and disbursed since the last report.

c)    Pay all bills for approved expenses as directed by the President or the Executive Committee.

d)    Arrange for an external audit of SCOR’s financial activities for the past fiscal year. The external auditor must be an individual who is not personally involved in handling the finances of SCOR.

e)    Prepare and present an audited report of the previous fiscal year for each Annual Meeting.

f)      Prepare and present a proposed budget report for the upcoming fiscal year for each Annual Meeting.

g)    At the expiration of his/her term, turn over all books, monies, records and other property of SCOR.

 

BOARD MEMBERS

 

4.7      Immediate past President shall:

a)    Insure that there is continuity in club policy.

b)    Act as a resource to the Board.

 

4.8      The Tournament Director shall:

a)    Be appointed by the Executive Committee with approval by a majority of the SCOR Board.

b)    Attend board meetings and occasionally other meetings upon request.

c)    Obtain necessary tournament authorizations from the City of Oak Ridge.

d)    Coordinate all tournament related activities.

e)    Attempt to obtain outside sponsorship for all tournament related activities and supplies. 

f)      Purchase tournament T-shirts, medals and/or trophies, as necessary, within approved budget. 

g)    Other responsibilities as directed by the Board or Board President. 

4.9       The Academy Director shall:

a)    Be appointed by the Executive Committee with approval by a majority of the SCOR Board.

b)    Attend board meetings and occasionally other meetings upon request.

c)    Assist in the recruitment of coaches for SCOR Academy.

d)    Assist the President as requested.

 

4.10    The Marketing Director shall:

a)    Be appointed by the Executive Committee with approval by a majority of the SCOR Board.

b)    Attend board meetings and occasionally other meetings upon request.

c)    Seek and pursue marketing opportunities to attract new sponsorships and registrants.

d)    Ensure a source of revenue for the club and its teams over and above registration fees by seeking sponsors and fundraising opportunities through marketing efforts.

 

4.11    The Director of Coaching shall:

a)    Be appointed by the Executive Committee with approval by a majority of the SCOR Board.

b)    Attend board meetings and occasionally other meetings upon request.

c)    Advertise for and interview potential coaches.

d)    Assist each SCOR team with selection of coaches, scheduling training and certification courses for coaches. 

e)    Provide guidance to each coach to facilitate communications between coaches, players, and parents of SCOR teams.

f)      If necessary, under Section 12 and 13 of the SCOR Policies and Procedures, the Director of Coaching may discipline and/or remove a coach, with the approval of a majority vote of the Executive Committee.

BYLAW 5. NOMINATION AND ELECTION OF OFFICERS

5.1      The Executive Committee shall be elected at the Annual Meeting of the Membership. Voting   shall be by secret ballot for any office that is contested. Each officer position shall be filled    by the nominee receiving the most votes for that office.

5.2      Executive Committee terms shall be two years. These terms will start at the beginning of the    following fiscal year, allowing adequate shadowing time for the new    officer. The President, Vice President and Treasurer will be elected in the even years and the Secretary, Registrar         and Risk Management/Field Equipment Coordinator will be elected in odd years. The term may be extended by a majority vote of the SCOR Council.

5.3      At least one nomination of a Member for each office shall be submitted by a Nominating Committee of three members appointed by the President. One member of this committee shall be on the current Executive Committee while the other two shall not be on the current           Executive Committee. In addition, nominations of members may be made by any member in   good standing at the annual membership meeting. A member cannot hold more than one office concurrently. If a Member holds a current office, he/she must resign from that office upon being elected to another office.

5.4      The current President shall not be eligible to serve in any office other than Immediate Past President for the year immediately following the year in which he/she was President, unless re- elected. 

5.5      Vacancies on the Executive Committee shall be filled by election from the Board of Directors. Officers filling vacancies shall serve till the end of the two year term of the officer they replaced.

5.6      The elected officers of SCOR shall receive no monetary compensation for their services as officers.

BYLAW 7. MEMBERSHIP MEETINGS

6.1      All Membership Meetings shall be conducted according to Parliamentary Law as set forth in   the latest edition of Roberts Rules of Order.

6.2      The annual meeting of the membership shall be in January or February of each year. The       date, time, place and agenda shall be determined by the Executive Committee. Notice of the Annual Meeting shall be distributed to the Membership by the Secretary not less than 20 days   prior to the date of the meeting. A public notice of the Annual Meeting shall be placed in local media by the Secretary not less than 10 days prior to the date of the meeting, and shall include a request for nomination of Officers.

6.3      Special meetings of the Membership may be called by a majority of the Executive Committee. The purposes of such meetings shall be set forth in the notice to the members, and no decisions other than those for which the meeting was called shall be transacted. Notice of        special meetings shall be posted on the website and distributed to the membership by the Secretary and/or Registrar not less than 5 days prior to the date of the meeting. 

6.4      A quorum at all membership meetings shall consist of a minimum of twelve (12) voting members of SCOR.

6.5      A written report prepared by the President summarizing SCOR activities for the year ending shall be presented at the Annual Meeting.

BYLAW 7. OTHER MEETINGS

7.1      The Board of Directors shall meet within 30 days of taking office and at least once every 3 months thereafter during their term of office. Meetings may be called by the President upon his own volition or upon request of a majority of the Board of Directors. The Executive Committee shall be notified of such meetings by the Secretary, President or Vice President.

7.2      A quorum at a Board of Directors meeting shall consist of 4 executive officers. If a quorum is unable to be established with the Executive Committee alone, the Academy Director or the Tournament Director may step in to complete the quorum.

7.3      A report of SCOR’s financial status shall be presented at each meeting of the Board of Directors by the Treasurer or his/her designee.

7.4      All Board of Directors meetings shall be conducted according to Parliamentary Law as set forth in the latest edition of Roberts Rules of Order.

7.5      The SCOR Council shall consist of one representative of each team registered under SCOR, the Board of Directors, and the Head Coaches of each registered, active team. Voting members of the council are limited to one representative per team and CANNOT be a Head Coach of a registered team. Voting members of each team are selected by the parents of registered players on the team. Within each team, each family gets one vote per team member.

7.6      The SCOR Council shall meet in July prior to the upcoming season. Other meetings of the Council can be called by the president or upon the request of the majority of the SCOR Board of Directors. The President and/or Secretary will send written or email notice at least one week before all SCOR Council meetings.

7.7      A quorum of the SCOR Council shall consist of a majority of the voting members in the Council.

7.8      All SCOR Council meetings shall be conducted according to Parliamentary Law as set forth in the latest edition of Roberts Rules of Order.

7.9      Pre-Season Coaches meeting will be held in August and February prior to the outdoor seasons. The Director of Coaching, or the President, if there is no DOC, will preside.  At the meeting, practice fields will be reviewed and necessary coaching information on season changes, rules and regulations will be provided. Coaches will have the opportunity to raise and discuss current issues and make motions to be heard at SCOR Board meetings.

BYLAW 8. Voting

All elections and matters voted upon at meetings of the Membership, the Board of Directors, the Executive Committee or the SCOR Council require that a quorum be present. Votes shall be determined by a majority of those present and voting except in the case of removal of an Officer, removal of a Coach and amendments to the Constitution or Bylaws. These exceptions must be approved by two-thirds of those present and voting. The President shall vote only in the event of a tie vote, his/her vote is to serve as a tie-breaker. When necessary and approved by the Executive Committee, motions may be presented for electronic voting. All electronic voting records would be maintained by the Secretary with the official minutes of the organization.

BYLAW 9. REGISTRATION

All players participating in the SCOR program will register with TS through SCOR as required by TS Policy No. 2. Registration fees and dues shall be determined by the Executive Committee. They are payable in advance of a person becoming a Member and they shall apply to the period July 1 to June 30 of the following year.

BYLAW 10. FINANCE

10.1    The funds of SCOR shall be deposited in banks designated by the Executive Committee. Funds shall be withdrawn only by check or money order signed by any of the following: Treasurer, Registrar, President, or Vice President.

10.2    SCOR shall use cash receipts and disbursement methods for accounting.

10.3    The majority of SCOR’s contributions shall be from members, usually parents of players. Other methods to obtain contributions may include the following.

            10.3.1             Members may make personal solicitations from personal friends and business associates contributions.

            10.3.2             SCOR may host soccer tournaments and charge entry fees, admittance fees, and operate concession stands, sell programs and merchandise such as T-shirts.

            10.3.3             Dinners and pancake breakfasts may be held to generate contributions.

            10.3.4             Events such as car washes, raffles, auctions, and rummage sales may be held to generate contributions.

            10.3.5             Property contributions may be accepted in the forms of vehicles or boats for auction.

10.4    Opportunities may be explored to work with federal, state and local government organizations for shared use and improvement of government land for the creation of soccer complexes.

10.5    Funds will be raised in the State of Tennessee in the City of Oak Ridge and Anderson County and Roane County. Since SCOR supports teams in the surrounding counties some fundraising may occur in neighboring counties.

10.6    Acceptance of any contributions such as real property; conservation easements; closely held securities; intellectual property such as patents, trademarks, and copyrights; works of music or       art; licenses; royalties; automobiles; boats; planes; or other vehicles; or collectables of any     type will be contingent that the assets and their employment or sale be used strictly in accordance with the mission of SCOR.

BYLAW 11. JURISDICTION AND HEADQUARTERS

11.1    The jurisdictional area of SCOR shall be Oak Ridge, Tennessee, and nearby counties.

11.2    The headquarters of SCOR shall be at a location designated by the President.

11.3    SCOR will maintain a post office box in Oak Ridge as the clubs official mailing address.

BYLAW 12. AMENDMENTS

12.1    Amendments to the Constitution and Bylaws require that a quorum be present. They must be approved by two-thirds of the voting members present at a SCOR Council Meeting.

12.2    Proposed amendments may be submitted by any Member.

12.3    Proposals should include the number and text of the current item, the text of the proposed new or revised item, and the reason for the change.

12.4    Proposals to amend the Constitution or Bylaws of SCOR, shall be submitted in writing to the   Secretary at least 20 days in advance and distributed for study to Members by the Secretary at   least 10 days in advance of the Membership Meeting at which the proposals shall be        considered.