SOCCER CLUB OF OAK RIDGE INC. BYLAWS

Constitution

 

SOCCER CLUB OF OAK RIDGE INC.

CONSTITUTION Adopted December 12, 2011

BYLAWS Amended February 2020

1. NAME

This Association shall be known as the Soccer Club of Oak Ridge Inc., a nonprofit educational organization, incorporated under the laws of the State of Tennessee on July 27, 2011 (hereafter as SCOR).

2. PURPOSE

The purpose of SCOR shall be to educate, develop, promote, and administer the sport of soccer among youth players.

2.1.     Sponsor teams registered through SCOR with the Tennessee State Soccer Association (TSSA   or TS) with an unlimited number of youth teams in each age group to play division 1, 2, or 3 soccer. SCOR will strive to accommodate any qualified player in the City of Oak Ridge and surrounding communities. SCOR will work toward improving soccer playing and practice facilities in Oak Ridge.

2.2.     SCOR will promote nurturing, team oriented, learning experiences that encourage fair play and             sportsmanship to all players, and emphasize that each practice and soccer game is for the             betterment of each of the players.

2.3.     SCOR will cooperate with and assist the City of Oak Ridge, American Youth Soccer Organization (AYSO), and other organizations to develop, improve, and maintain needed soccer facilities.

2.4.     SCOR will provide a supply of practice equipment (i.e. goals, nets, corner flags) for SCOR teams to share on a day to day and/or season to season basis.

2.5.     SCOR will assist teams in securing high quality coaches, sponsoring educational activities for             coaches and encouraging coaches to achieve proper licenses. SCOR will have a Director of             Coaching (DOC) for assisting with the selection of teams of coaches for each team.

2.6.     SCOR will sponsor summer soccer camps to help players, coaches, and referees to improve their skills and fitness.

2.7.     SCOR will sponsor a United States Soccer Federation (USSF) referee education program, once per year, in order to provide qualified referees for games and any tournaments SCOR may sponsor.

2.8.     SCOR will support the representatives of middle schools of Oak Ridge, and qualified coaches and parent volunteers, who seek to form middle school teams to play in the middle school league.

2.9.     On behalf of the players and teams registered through SCOR with TSSA, SCOR will cooperate with the City of Oak Ridge and/or other organizations to provide playing and practice facilities.

3. AFFILIATION

The Association shall be an affiliate of and comply with the authority of Tennessee Soccer (TS) and thereby shall be an affiliate of and comply also with the authority of the United States Soccer Federation (USSF) as administered by its Youth Division, the United States Youth Soccer Association (USYSA), and it’s Amateur Division, the United States Amateur Soccer Association (USASA).

4. GOVERNANCE

SCOR shall be governed by its constitution, bylaws, and policies and procedures, as modified and amended by its membership at a SCOR Council meeting, or when superseded by the governing authority of TS and USSF and its divisions with whom SCOR is affiliated.

5. MEMBERSHIP

5.1      Members of SCOR shall be individuals who register with TSSA through SCOR and remain in good standing with regard to the fees and principals of the club. Parents and Legal Guardians are members for their children.

5.2      SCOR does not discriminate on the basis of race, color, national origin, and ethnic origin in             administration of its policies and programs.

6. LEGAL AND TAX EXEMPT STATUS

6.1      The purpose for which SCOR is organized is exclusively educational within the meaning of             Section 501(c)(3) of the United States Internal Revenue Code of 1954 or the corresponding             provisions of any future Internal Revenue Code.

6.2      The Association shall not carry on any activities not permitted to be carried on by an organization exempt from Federal Income Tax under Section 501(c)(3) of the United States Internal Revenue Code of 1954 or the corresponding provisions of any future Internal Revenue Code.

6.3      In the event of dissolution, the residual assets of the Association shall be turned over for exclusive public purposes to one or more organizations which themselves are exempt as organizations described in Section 501(c)(3) and 170 (c)(2) of the Internal Revenue Code of 1954, or corresponding sections of Internal Revenue Code as amended.

BYLAWS

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, the Director of Coaching and the Assistant Treasurer.

BYLAW 4. DUTIES OF OFFICERS

EXECUTIVE BOARD:

4.1      The President shall:

1. Preside at all meetings of the Membership, the Executive Committee, the Board of Directors and the SCOR Council.
2. Subject to the approval of the Executive Committee, have general direction of the business of SCOR.
3. Prepare a written report summarizing SCOR activities for the previous year to be presented at the Annual Meeting.

 

1.       The Vice President shall:

1. Perform the duties of the President in the absence of the President, or in the event of his/her resignation or inability to act.
2. Serve as expert on SCOR’s Constitution, Bylaws and Policies and Procedures.

 

4.3      The Secretary shall:

1. Keep accurate records of the minutes and proceedings of SCOR Board Meetings.
2. 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:

1. Keep an accurate record of all registered players and teams associated with SCOR
2. Have a copy of all official registration papers and records.
3. Advise the Executive Committee on SCOR Board of violations
4. 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:

1. Ensure the safety of all participants in the region by inspecting all field equipment, goalposts and fields to ensure they are in safe condition.
2. Disseminate and make available safety information to the coaches, referees and participants as appropriate.
3. 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.
4. 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).
5. 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.
6. 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: 

1. Keep accurate financial records and have custody of all monies of SCOR.
2. Submit a report of SCOR’S financial status at each monthly regular board meetings.
3. Pay all bills for approved expenses as directed by the President or the Executive Committee.
4.  Prepare and present a proposed budget report of the upcoming fiscal year at the May board meeting, prior to the next fiscal year.
5. At the expiration of his/her elected two year term, shall turn over all books, monies, records and other property of SCOR but will remain as an advisor for an additional six months (February through July) to allow for adequate shadowing.

 

BOARD OF DIRECTORS:

 

4.7       Immediate past President shall:

1. Ensure that there is continuity in club policy.
2. Act as a resource to the Board.

 

4.8      The Tournament Director shall:

1. Be appointed by the Executive Committee with approval by a majority of the SCOR Board.
2. Attend board meetings and occasionally other meetings upon request.
3. Obtain necessary tournament authorizations from the City of Oak Ridge.
4. Coordinate all tournament related activities.
5. Attempt to obtain outside sponsorship for all tournament related activities and supplies. 
6. Purchase tournament T-shirts, medals and/or trophies, as necessary, within approved budget. 
7. Other responsibilities as directed by the Board or Board President. 

1.       The Academy Director shall:

1. Be appointed by the Executive Committee with approval by a majority of the SCOR Board.
2. Attend board meetings and occasionally other meetings upon request.
3. Assist in the recruitment of coaches for SCOR Academy.
4. Assist the President as requested.

 

4.10    The Marketing Director shall:

1. Be appointed by the Executive Committee with approval by a majority of the SCOR Board.
2. Attend board meetings and occasionally other meetings upon request.
3. Seek and pursue marketing opportunities to attract new sponsorships and registrants.
4. 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:

1. Be appointed by the Executive Committee with approval by a majority of the SCOR Board.
2. Attend board meetings and occasionally other meetings upon request.
3. Advertise for and interview potential coaches.
4. Assist each SCOR team with selection of coaches, scheduling training and certification courses for coaches. 
5. 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.

4.12    The Assistant Treasurer shall:  

1. Be appointed by the Executive Committee with approval by a majority of the SCOR Board.
2. Act as Treasurer in any instance where the Treasurer is absent.  
3. Assist the Treasurer with all Treasurer duties, as needed.
4. Attend board meetings and occasionally other meetings upon request.
5. At the expiration of his/her appointed term, shall turn over all books, monies, records and other property of SCOR but will remain as advisor for an additional six months (February through July) to allow for adequate shadowing.

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 immediately following the election of the new officers.   The Vice President, Risk Management/Field Equipment Coordinator and Treasurer will be elected in the even years and the President, Secretary and Registrar 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.  However, if the elected officer’s coach a SCOR team or participate in a coach-paid SCOR soccer program, they may receive coaching salaries, as consistent with the approved coach salary scale. 

BYLAW 6. CONDUCT OF MEETINGS

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

6.2      Voting.  All elections and motions voted upon at SCOR meetings require that a quorum be present.  Votes shall be determined by a majority of those present and voting with few exceptions. The exceptions include, 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 tiebreaker. 

6.3      Establishing a Quorum.  A quorum for meetings will be the majority of those able to vote with exceptions as specified below for Executive Committee and Board of Directors.

6.4      Executive Committee.  Special meetings of the Executive Committee may be called when needed by any Executive officer.  A quorum requires 4 executive officers. 

6.5      Board of Directors.  The Board of Directors typically meet monthly but no less than every 8 weeks. These meetings shall be referred to as regular board meetings.  A monthly report of SCOR’s financial status shall be presented at each meeting by the Treasurer or his/her designee.  Notice of these monthly meetings shall be distributed by the Secretary, President or Vice President.

6.5.1.  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, any one member of the Board of Directors (the Academy Director, the Assistant Treasurer, the Marketing Director, the Director of Coaching or the Tournament Director) may step in to complete the quorum.   Executive officers shall meet at least once every 3 months during their term of office and new officers shall meet at the next scheduled meeting after taking office and at least once every 3 months thereafter during their term of office.

6.5.2.  When necessary and approved by the Executive Committee, motions before the board may be presented for electronic voting.  All electronic voting records would be maintained by the Secretary with the official minutes of the organization.

 

6.6.     SCOR Council.  The SCOR Council meeting is a meeting of the membership, normally held in January or February of each year and referred to as the annual meeting for the general purpose of election of officers.  The date, time, place and agenda shall be determined by the Executive Committee.  Notice of annual meetings 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 Annual Meetings 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.  

6.6.1.   A quorum shall consist of a minimum of twelve (12) voting members of SCOR.  Eligible voting members shall consist of the Board of Directors, the Head Coach of each registered, active team and one representative of each team registered under SCOR. The representative must not be a Head Coach of a registered team and should be selected by the parents of registered players on that team.

6.6.2.   Special meetings of the Membership may be called by a majority of the Executive Committee and can be called by the president or upon the request of the majority of the SCOR Board of Directors.  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 and distributed to the membership by the Secretary and/or Registrar not less than 5 days prior to the date of the meeting.

 

6.7.     Coaches Meeting.  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 the monthly regular SCOR Board meetings.

6.8       Team Meetings.  A Team Meeting will be conducted by the Head Coach and Manager of each team prior to the start of the season (Usually in July/August and February).  The purpose of this meeting is to distribute expectations for the season from SCOR and the Coach to the families, to address any concerns, and take any input that should be brought up to the Board of Directors.  Each team should elect a representative to the SCOR council.

6.8.1.  When voting for the team representative of the SCOR Council or other motions, each                  family gets one vote per team member.

BYLAW 7. 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 8. FINANCE

8.1      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, Assistant Treasurer, Registrar, President, or Vice President.

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

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

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

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

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

            8.3.4   Events such as, but not limited to, car washes, raffles, auctions, and rummage sales may be

held to generate contributions.

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

8.4      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.

8.5      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.

8.6      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 9. JURISDICTION AND HEADQUARTERS

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

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

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

BYLAW 10. AMENDMENTS

10.1    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 or Membership Meeting.

10.2    Proposed amendments may be submitted by any Member.

10.3    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.

10.4    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 meeting at which the proposals shall be considered.