To the Members of the South Windsor Soccer Club Community,
Established in 1987, our non-profit organization has evolved into a youth sports program that has earned praise at the local, state and national level. The success of the program is entirely hinged on the efforts of the volunteers that work tirelessly to keep the organization operating at a level of excellence that ensures our youth athletes are receiving a positive life experience that will help shape their future.
While there are hundreds of variables that will define the success and failure of organizations such as ours; one of the factors the Board has recently focused on is transparency. The Board of Directors, whom are ultimately charged with the governance of the organization, is committed to providing transparency into the many facets of the club’s programs and encourages our members and public to participate and understand the inner workings of the organization.
The document herein represents the bylaws and operational policies of the South Windsor Soccer Club and has been included to benefit the current and future members of the organization. The bylaws provide the core structure for the organization and are generally not amended unless significant change is warranted. The operational policies however are reviewed and amended on a regular basis to stay current with the athletic environment. Our foundation for success is achieved when the bylaws and operational policies are executed together.
The current and future Board of Directors will always welcome constructive commentary should you have any; we hope that you find the information herein useful and relevant.
For the good of the game and our membership,
Gary Schoedler
On behalf of the South Windsor Soccer Club Board of Directors
By-Laws (Amended July 6, 2018)
I. Name and Location
Section 1.01 The name of this organization shall be the South Windsor Soccer Club, Inc. (SWSC) and is domiciled in the town of South Windsor, Connecticut.
Section 1.02 The SWSC is a 501(c) (3) non-profit organization categorized under the respective section and rulings of the internal revenue code written as:
“Corporations, and any community chest, fund, or foundation, organized and operated exclusively for religious, charitable, scientific, testing for public safety, literary, or educational purposes, or to foster national or international amateur sports competition (but only if no part of its activities involve the provision of athletic facilities or equipment), or for the prevention of cruelty to children or animals, no part of the net earnings of which inures to the benefit of any private shareholder or individual, no substantial part of the activities of which is carrying on propaganda, or otherwise attempting, to influence legislation (except as otherwise provided in subsection (h)), and which does not participate in, or intervene in (including the publishing or distributing of statements), any political campaign on behalf of (or in opposition to) any candidate for public office.”
Under IRS Part 7.25.26.2 (04-08-1999)
Sports activity is not in and of itself an exempt activity under IRC 501(c). However, amateur sports organizations may qualify for IRC 501(c)(3) exemption under any of three different rationales.
II. Objective
Section 2.01 The mission statement of the SWSC is to instill in the youth of the town principles of good citizenship, good sportsmanship, teamwork, honesty, loyalty and respect for authority through the knowledge of and association with the sport of soccer and to provide the opportunity for all players to play at the level at which they are capable.
III. Affiliation
Section 3.01 The SWSC shall be affiliated with the Connecticut Junior Soccer Association, Inc. (CJSA) unless the Directors agree otherwise. The SWSC shall recognize the rules and the laws of the CJSA as related to gameplay unless the Directors agree otherwise.
IV. Membership
Section 4.01 Eligibility – Any person sincerely interested in active participation to affect the objectives of the SWSC may apply to become a member. SWSC membership shall be classified as Voting and Non-voting.
Section 4.02 Voting Members – The Secretary shall maintain the roll of qualified voting members whereby each individual must be in good standing with the organization and satisfactorily pass a background investigation. Voting Members consist of the following:
(a) The current Board of Directors excluding the current president.
(b) Any person actively interested in furthering the objectives of the SWSC can become a voting member upon election by a majority vote of the Directors. These individuals will be known as “At Large” members.
Each voting member is entitled to one vote in matters under discussion at any annual, regular or special meeting of the SWSC.
Section 4.03 Non-voting Members
(a) Player members - any player who is registered with the SWSC shall be eligible for participation, but shall have no rights, duties or obligations in the management or in the property of the SWSC.
(b) Coach members - all coaches shall be considered non-voting members unless such Coach member maintains the roll of a qualified voting member.
(c) Volunteer members – Volunteer members (such as Division Directors, Housing Coordinator, etc) shall be considered non-voting members unless such Volunteer member maintains the roll of a qualified voting member.
(d) Parent members - The parents and guardians of any player member shall be considered non-voting members unless such parent member maintains the roll of a qualified voting member.
(e) Honorary Members - Any person, including residents of other towns, may be elected as Honorary Member by a unanimous vote of all Directors present at any annual general meeting of the Directors, but shall have no rights, duties or obligations in the management of the SWSC.
Section 4.04 Resignation, Suspension or Termination
(a) Membership may be terminated by resignation or voting action of the Directors.
(b) Resignations are accepted by the Directors in writing and are effective either immediately or as of the date indicated on such notice. In the event a resignation is received, the receiving Director should provide a copy of the notice to the remaining Directors to validate the request.
(c) The Directors shall have the authority to discipline, suspend or terminate the membership of any member when the conduct of such person is considered detrimental to the best interests of the SWSC. Disciplinary actions, excluding termination, as conducted through the disciplinary committee may be enacted by the disciplinary committee chairperson. Termination of membership shall be done through a quorum vote of the current Directors. In the event the termination relates to a voting member, the vote of such member for the matter is void and such position will not be considered in the determination of a quorum. The member involved in the termination shall be notified of such meeting, informed of the general nature of the allegations, and given an opportunity to participate in the meeting.
V. Board of Directors
Section 5.01 The management of the property and affairs of the SWSC shall be vested in the Directors. The Directors are tasked with understanding the reason the South Windsor Soccer Club exists and ensuring the organization is actively pursuing its established objectives and mission statement. The Board is responsible for ensuring that each individual or group affiliated with the organization is acting in a manner consistent such mission statements and sets the overall tone and strategy for organization.
Section 5.02 The Directors shall upon election immediately enter upon the performance of their duties and shall continue in office until their successors have been duly elected or their position has been vacated.
Section 5.03 Election and term of office
Section 5.05 Meetings, notice and quorum
(c) The Secretary shall give notice of each meeting to each Director either by mail, telephone, e-mail, or personal notice at least twenty-four hours before the meeting.
Section 6.01 The Directors, within the constraints of the budget, shall direct the finances of the SWSC, and it shall place all income in a common treasury, directing the expenditure of it in such manner as will give no individual or team an advantage over any other individual or team within the SWSC.
Section 6.02 The Directors shall not permit the solicitation of funds in the name of the SWSC unless all the funds so raised are placed in the SWSC treasury.
Section 6.03 The Directors shall not permit the disbursement of funds for other than the conduct of activities in accordance with the rules and policies of the SWSC.
Section 6.04 Directors, officers or members may receive, directly or indirectly, compensation from the SWSC for services rendered as Director, officer, coach or member as described within the governing policies.
Section 6.05 The SWSC shall ensure a review of the finances by an external auditor, CPA or other appropriate professional be done at least every other year.
This review may include a full audit or annual review in accordance with auditing standards generally accepted in the United States of America.
Section 6.06 Directors will acknowledge that the review or audit performed by the external auditor may not identify any or all instances of fraud or material misstatement to the financial statements. As a result, Directors should review at least on an annual basis the results of operations of the SWSC. As part of the review, the financial controls within the governing policies shall additionally be included in the review.
Section 6.07 A budget shall be established for each annual operating period of the organization as described within the governing policies.
VII. Dissolution
Section 7.01 The SWSC may be dissolved by a two-thirds vote at any Annual General Meeting or special meeting of the voting members called for that purpose. In the event that the SWSC shall be dissolved, all of its then existing assets shall be distributed at the direction of the Directors, with input from the SWSC membership, to one or more organized, non-profit youth sports organizations in the Town of South Windsor or the South Windsor Recreation Department.
VIII. Policies
Section 8.01 The operational policies of the South Windsor Soccer Club are included within the attachment. These policies are to supplement the Articles of Incorporation and By-Laws and are continuously amended by the Board of Directors as needed through the normal course of operations. In the event that a policy created or amended by the Board of Directors is in conflict with the Articles of Incorporation or the By-Laws, the Articles of Incorporation or By-Laws will be the governing authority.
I. Name and Location
Section 1.01 The name of this organization shall be the South Windsor Soccer Club, Inc. (SWSC) and is domiciled in the town of South Windsor, Connecticut.
Section 1.02 The SWSC is a 501(c) (3) non-profit organization categorized under the respective section and rulings of the internal revenue code written as:
“Corporations, and any community chest, fund, or foundation, organized and operated exclusively for religious, charitable, scientific, testing for public safety, literary, or educational purposes, or to foster national or international amateur sports competition (but only if no part of its activities involve the provision of athletic facilities or equipment), or for the prevention of cruelty to children or animals, no part of the net earnings of which inures to the benefit of any private shareholder or individual, no substantial part of the activities of which is carrying on propaganda, or otherwise attempting, to influence legislation (except as otherwise provided in subsection (h)), and which does not participate in, or intervene in (including the publishing or distributing of statements), any political campaign on behalf of (or in opposition to) any candidate for public office.”
Under IRS Part 7.25.26.2 (04-08-1999)
Sports activity is not in and of itself an exempt activity under IRC 501(c). However, amateur sports organizations may qualify for IRC 501(c)(3) exemption under any of three different rationales.
- An organization may be educational within the meaning of IRC 501(c)(3) if it teaches sports to youth or by being affiliated with an exempt educational organization. Such educational organizations may also provide facilities and equipment.
- An organization that develops, promotes, and regulates a sport for youths may be charitable within the meaning of IRC 501(c)(3) as combating juvenile delinquency or lessening the burdens of government. See Rev. Ruls. 59–310, 1959–2 C.B. 146; and 80–125, supra. These organizations, like those that qualify as educational, may also provide facilities and equipment.
- The organization is organized and operated to foster national or international amateur sports competition and no part of its activities involve the provision of athletic facilities or equipment
II. Objective
Section 2.01 The mission statement of the SWSC is to instill in the youth of the town principles of good citizenship, good sportsmanship, teamwork, honesty, loyalty and respect for authority through the knowledge of and association with the sport of soccer and to provide the opportunity for all players to play at the level at which they are capable.
III. Affiliation
Section 3.01 The SWSC shall be affiliated with the Connecticut Junior Soccer Association, Inc. (CJSA) unless the Directors agree otherwise. The SWSC shall recognize the rules and the laws of the CJSA as related to gameplay unless the Directors agree otherwise.
IV. Membership
Section 4.01 Eligibility – Any person sincerely interested in active participation to affect the objectives of the SWSC may apply to become a member. SWSC membership shall be classified as Voting and Non-voting.
Section 4.02 Voting Members – The Secretary shall maintain the roll of qualified voting members whereby each individual must be in good standing with the organization and satisfactorily pass a background investigation. Voting Members consist of the following:
(a) The current Board of Directors excluding the current president.
(b) Any person actively interested in furthering the objectives of the SWSC can become a voting member upon election by a majority vote of the Directors. These individuals will be known as “At Large” members.
Each voting member is entitled to one vote in matters under discussion at any annual, regular or special meeting of the SWSC.
Section 4.03 Non-voting Members
(a) Player members - any player who is registered with the SWSC shall be eligible for participation, but shall have no rights, duties or obligations in the management or in the property of the SWSC.
(b) Coach members - all coaches shall be considered non-voting members unless such Coach member maintains the roll of a qualified voting member.
(c) Volunteer members – Volunteer members (such as Division Directors, Housing Coordinator, etc) shall be considered non-voting members unless such Volunteer member maintains the roll of a qualified voting member.
(d) Parent members - The parents and guardians of any player member shall be considered non-voting members unless such parent member maintains the roll of a qualified voting member.
(e) Honorary Members - Any person, including residents of other towns, may be elected as Honorary Member by a unanimous vote of all Directors present at any annual general meeting of the Directors, but shall have no rights, duties or obligations in the management of the SWSC.
Section 4.04 Resignation, Suspension or Termination
(a) Membership may be terminated by resignation or voting action of the Directors.
(b) Resignations are accepted by the Directors in writing and are effective either immediately or as of the date indicated on such notice. In the event a resignation is received, the receiving Director should provide a copy of the notice to the remaining Directors to validate the request.
(c) The Directors shall have the authority to discipline, suspend or terminate the membership of any member when the conduct of such person is considered detrimental to the best interests of the SWSC. Disciplinary actions, excluding termination, as conducted through the disciplinary committee may be enacted by the disciplinary committee chairperson. Termination of membership shall be done through a quorum vote of the current Directors. In the event the termination relates to a voting member, the vote of such member for the matter is void and such position will not be considered in the determination of a quorum. The member involved in the termination shall be notified of such meeting, informed of the general nature of the allegations, and given an opportunity to participate in the meeting.
V. Board of Directors
Section 5.01 The management of the property and affairs of the SWSC shall be vested in the Directors. The Directors are tasked with understanding the reason the South Windsor Soccer Club exists and ensuring the organization is actively pursuing its established objectives and mission statement. The Board is responsible for ensuring that each individual or group affiliated with the organization is acting in a manner consistent such mission statements and sets the overall tone and strategy for organization.
Section 5.02 The Directors shall upon election immediately enter upon the performance of their duties and shall continue in office until their successors have been duly elected or their position has been vacated.
Section 5.03 Election and term of office
- New Directors are elected by the voting members at each Annual General Meeting.
- The number of Directors may be changed at any regular or special meeting of the voting members, and
- If the number is increased, the additional Director(s) may be elected at the meeting at which the increase is voted or at any subsequent meeting.
- Voting is conducted as governed by the policies set forth by the nomination committee.
- Each Director is elected at the Annual General Meeting held in February with a term that extends until the subsequent Annual General Meeting. There is no maximum consecutive term limit with the exception of the Treasurer which is five consecutive years within the position.
- Each Director is obligated to act in the best interest of the organization and such actions taken as a Director should seek only the furtherance of the organization’s mission. At all times, Directors are prohibited from using their job title or the organization’s name or property for private benefit. Accordingly, conflict of interest disclosures shall be signed by each Director on an annual basis.
- An individual may hold more than one Director Position as long as such positions are not in a conflict of interest and the appropriate nomination and election presides.
Section 5.05 Meetings, notice and quorum
- The Annual General Meeting of the members shall be held in the first week of February of each year for the purpose of electing Directors, receiving annual reports and for the transaction of other business as may properly come before the meeting.
- Regular meetings of the Board of Directors shall be held immediately following the annual election and on such days thereafter as shall be determined by the Directors. A minimum of 9 Board of Director meetings shall be held within the year in addition to the Annual General Meeting. The schedule of Board of Director meetings shall be published or otherwise made publically available so that any member or non-member may attend.
- The President or any two Directors may issue a call for a special meeting of the Board of Directors. No business other than that specified in the notice of the meeting shall be transacted at any special meeting.
(c) The Secretary shall give notice of each meeting to each Director either by mail, telephone, e-mail, or personal notice at least twenty-four hours before the meeting.
- A majority of the members currently holding a Director position will constitute a quorum. At Large Voting Members are weighted in the determination of a majority, but are not considered in the determination of a quorum.
- Robert’s Rules of Order, or an alternative methodology as agreed by the Directors, shall govern the proceedings of all meetings unless otherwise stated within the by-laws.
- The Directors shall have the power to appoint such standing committees as it shall determine and to delegate such powers to them as the Board of Directors shall deem appropriate.
- The Directors may adopt such rules and regulations for the conduct of its meetings and the management of the SWSC, as it may deem proper. The bylaws and policies may be amended at any meeting called by the Directors.
- An individual holding more than one voting position is allowed only one vote in Director’s functions.
- The President shall only have voting rights at Board of Director meetings to break a tie vote or create a tie vote.
- The Directors have the power to appoint and/or terminate committees, as deemed appropriate through normal quorum voting. The chairman of any such committee shall be a current Director and render a report of all committee activity to remaining Directors at the following Director meeting.
Section 6.01 The Directors, within the constraints of the budget, shall direct the finances of the SWSC, and it shall place all income in a common treasury, directing the expenditure of it in such manner as will give no individual or team an advantage over any other individual or team within the SWSC.
Section 6.02 The Directors shall not permit the solicitation of funds in the name of the SWSC unless all the funds so raised are placed in the SWSC treasury.
Section 6.03 The Directors shall not permit the disbursement of funds for other than the conduct of activities in accordance with the rules and policies of the SWSC.
Section 6.04 Directors, officers or members may receive, directly or indirectly, compensation from the SWSC for services rendered as Director, officer, coach or member as described within the governing policies.
Section 6.05 The SWSC shall ensure a review of the finances by an external auditor, CPA or other appropriate professional be done at least every other year.
This review may include a full audit or annual review in accordance with auditing standards generally accepted in the United States of America.
Section 6.06 Directors will acknowledge that the review or audit performed by the external auditor may not identify any or all instances of fraud or material misstatement to the financial statements. As a result, Directors should review at least on an annual basis the results of operations of the SWSC. As part of the review, the financial controls within the governing policies shall additionally be included in the review.
Section 6.07 A budget shall be established for each annual operating period of the organization as described within the governing policies.
VII. Dissolution
Section 7.01 The SWSC may be dissolved by a two-thirds vote at any Annual General Meeting or special meeting of the voting members called for that purpose. In the event that the SWSC shall be dissolved, all of its then existing assets shall be distributed at the direction of the Directors, with input from the SWSC membership, to one or more organized, non-profit youth sports organizations in the Town of South Windsor or the South Windsor Recreation Department.
VIII. Policies
Section 8.01 The operational policies of the South Windsor Soccer Club are included within the attachment. These policies are to supplement the Articles of Incorporation and By-Laws and are continuously amended by the Board of Directors as needed through the normal course of operations. In the event that a policy created or amended by the Board of Directors is in conflict with the Articles of Incorporation or the By-Laws, the Articles of Incorporation or By-Laws will be the governing authority.
