Bylaws of the
Plainfield Soccer Association
Prepared: November 2012
Amended January 2017
ARTICLE I NAME
The official name of this organization shall be: Plainfield Soccer Association.
References to “PSA” or “Association” elsewhere in this document shall be the name above.
ARTICLE II PURPOSE
The purpose of the Plainfield Soccer Association is to promote and develop the sport of soccer at the youth level, by providing avenues of participation at various skill levels in order to meet the needs of the players within the Association.
The PSA will maintain recreational leagues which will provide the opportunity for players to participate and have fun while they learn the game and sharpen their skills.
Recreation league directors and coaches will be committed to the principle that all participants should play at least 50% of each game, given that acceptable discipline by the individual players is maintained.
Notwithstanding any other provisions of these articles, the organization is organized exclusively for one or more of the purposes as specified in Section 501 (c)(3) of the Internal Revenue Code of 1986, and shall not carry on any activities not permitted to be carried on by an organization exempt from Federal Income Tax under IRC 501 (c)(3) or corresponding provisions of any subsequent tax laws.
No substantial part of the activities of the organization shall be carrying on propaganda, or otherwise attempting to influence legislation except as otherwise provided by IRC 501(h) or participation in, or intervening in (including the publication or distribution of statements), any political campaign on behalf of or in opposition to any candidates for public office.
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ARTICLE III AFFILIATION
The Plainfield Soccer Association shall be affiliated with the Connecticut Junior Soccer Association, Inc. (CJSA) and shall at all times abide by the rules and regulations of the CJSA.
ARTICLE IV MEMBERSHIP
Section 1 – Categories of Membership
There shall be four categories of membership: youth members, directors, supporting members and members emeritus.
Youth Members shall consist of all players in good standing and properly registered for one or more of the two official seasons: Fall and Spring. Registration for either of these seasons shall provide membership until the end of the fiscal year, which shall run from August 1 through July 31.
The Associations Board of Directors shall be comprised of the President, Vice-President, Secretary, Treasurer, Referee Assignor, Fields Director, Safety Officer, Ways and Means Director, Communications Director, Training and Development Director and Travel Competition Team Director.
Supporting Members shall consist of all parents and legal guardians of youth members; coaches and assistant coaches; and any other supporting individuals as approved by the PSA Board of Directors.
Members Emeritus shall be anyone approved by the PSA Board of Directors as a result of outstanding service to the club. Members Emeritus shall have all rights and privileges of supporting members, including the right to vote at the Plainfield Soccer Association annual general meeting.
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Section 2 – Voting Privileges
Voting members consist of two categories of membership defined above as Directors and supporting members. Each Director is entitled to one vote on each matter submitted to the Board of Directors. Supporting members are entitled to one vote each at the Annual Meeting to elect Directors and to vote on any revisions or amendments to the bylaws, as outlined in Article X.
ARTICLE V BOARD OF DIRECTORS
Section 1 – The Board of Directors shall have the power to make and enforce any rules and regulations necessary to the Association.
All members of the Board of Directors shall:
Bring to the attention of the Board any questions of conduct concerning a coach, Board member or player which has not been in the best interest of the goals of the Association.
Promote and represent the Association in the community. Such questions shall be referred to the club disciplinary committee for action.
Section 2 – Duties of the President
The President shall:
- Direct all on-going activities of the Association.
- Preside at all Association Board of Director meetings.
- Serve as the official spokesperson for the Association and represent club at official events.
- Appoint, with the approval of the Board, a Registrar from the Membership of the Board.
- Execute agreements on behalf of the Association with the Board’s approval.
- Appoint any non-elected committee chairpersons.
- Attend all QVSA board of directors meetings
- Be informed of all CJSA activities by monitoring the CJSA newsletter and the CJSA Guide to Junior Soccer in Connecticut.
- Attend any CJSA Northeast or North Central District meetings.
Section 3 – Duties of the Vice-President
The Vice-President shall:
- In the absence of the President assume all duties of the President.
- Serve as the chair of the Associations disciplinary committee.
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Section 4 – Duties of the Secretary
The Secretary shall:
- Keep the minutes of all Board meetings and distribute copies to all Board of Director members prior to the monthly meetings.
- Arrange monthly Board of Director meetings.
- Handle all correspondence of the Association.
- Maintain copies of all bylaws and distribute them to all Board members.
- Maintain historical records.
- Publish notice of the Annual Meeting, in accordance with Article VII, Section 5 below.
- Secure an annual certificate of CJSA, co-insuring the Town on liability insurance.
Section 5 – Duties of the Treasurer
The Treasurer shall:
- Provide the Board with a copy of the annual budget at the Annual meeting each year.
- Maintain an accurate record of budgeted versus actual expenditures.
- Report a summary of receipts and expenditures at each Board meeting.
- Maintain a checking account.
- Pay all approved obligations of the Association.
- Collect all receipts and deposit them on a timely basis.
- Annually, obtain forms from the bank to update the authorized signatures on file with the bank.
Section 6 – Duties of the Referee Assignor
The Referee Assignor shall:
- Schedule referees for all home games for recreational team(s).
- Schedule yearly recertification and entry-level referee clinics.
- Coordinate delivery of seasonal referee fees as applicable.
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Section 7 – Duties of the Fields Director
The Fields Director shall:
- Oversee the field maintenance committee, which shall be responsible for the readiness of all fields used for recreational and travel games.
- Be responsible for the procurement of fields through the Boards of Education and Recreation of the Town of Plainfield.
- Coordinate the procurement, maintenance and storage of equipment needed for the fields (e.g., nets, corner flags, lime, limer, etc.)
Section 8 – Duties of the Safety Officer
The Safety Officer shall:
- Maintain all First Aid and safety related equipment for the club.
- Schedule and deliver, if appropriate, safety, first aid or injury prevention programs, as approved by the Plainfield Soccer Association Board of Directors.
- Make recommendations to the Board of Directors for PSA First Aid/Safety polices.
Section 9 – Duties of the Ways and Means (Sponsorship Coordinator)
The Ways and Means Director shall:
- Direct and coordinate all fund-raising activities of the Association subject to approval of the Board of Directors.
- Be responsible for securing contributions from sponsors and supporters of the Plainfield Soccer Association.
- Present a final report of the monies collected from contributors to the Board of Directors.
Section 10 – Duties of the Communications Director
The Communications Director shall:
- Be responsible for compiling and distributing the Associations newsletter as requested by Board of Directors.
- Maintain Associations website in order to meet the needs of present and future players, as well as parents, coaches, referees, etc. including, but not limited to, listings of directors, teams, coaches, schedules and rec.
- Submit budget to club Board of Directors for web hosting and maintenance.
- Make recommendations to Associations Board of Directors for necessary improvements to the site requiring additional expenditures.
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Section 11 – Duties of the Technical Director
The Technical Director shall:
- Generate a skills and development training program outline that is age group and skill level appropriate.
- Purchase the appropriate training materials and aids required in the implementation of the program.
- Instruct the team coaches and their assistant, in the various age and level groups, on how to implement the guidelines and programs.
- Hold periodic training sessions and clinics for the players of the various age groups and levels.
- Periodically, monitor progress of the implementation of these programs by the coaches, assistant coaches and the players.
- Report back to the age group directors on the status of the training.
- Report back to the Board of Directors on the status of the training and any further development needs.
ARTICLE VI COMMITEES
Section 1 – Establishment of Committee
The president, with approval of the Board of Directors, has the authority to appoint special committees to carry out specific duties necessary to the Association’s purpose.
ARTICLE VII MEETINGS
Section 1 – Annual Meeting
The Annual Meeting of the membership shall be held in Plainfield for the purpose of electing Directors and for the purpose of transacting such other business as may come before the meeting.
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Section 2 – Board of Directors
The Board of Directors shall meet regularly to conduct the affairs of the Association. The meetings shall be open to the general membership.
Section 3 – Special Meetings
Special meetings may be called by the President or at the request of at least four (4) members of the Board of Directors.
Section 4 – Place for Meetings
The Board of Directors will designate the place for the meetings.
Section 5 – Notice of Meetings
Written notice to the membership, stating the date, place and time of the Annual Meeting shall be published not less than ten (10) days prior to the meeting. Written or verbal notice stating the place, date and time of any special meeting shall be given not less than three (3) days prior to such a meeting.
Section 6 – Quorum
A quorum, which is necessary for voting on any matter, shall be a majority of the Board of Directors.
Section 7 – Casting of Votes
All votes must be cast in person and may not be voted in absentee, by proxy or otherwise assigned.
Section 8 – Electronic Meetings
If a member of the Board of Directors cannot attend a meeting in person, he or she may participate in the meeting by telephone as long as: (1) the member requested that telephonic participation of the chair in advance of the meeting and (2) everyone at the meeting can hear every other person participating at the meeting. A director who participates by telephone as described in this paragraph shall be treated as attending the meeting for all purposes.
Pursuant to Section 33-1097 of the CT General Statutes, any action required or permitted under the Act to be taken by the Board of Directors may be taken without a meeting if each director signs a consent describing the action taken or to be taken and delivers it to
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The Corporation. Action taken under this section is the act of the Board of Directors when one or more consent signed by all the directors are delivered to the Corporation. The consent may specify the time at which the action taken pursuant to the consent is to be effective. A consent signed under this section has the effect of an action taken at a meeting of the Board of Directors and may be described as such in any document. The Secretary shall file these consents with the minutes of the meetings of the Board.
As permitted by Section 1-260 et seq. of the CT General Statutes (known as the “Connecticut Uniform Electronic Transaction Act” or “CUETA”), the Directors agree, by acceptance of their Directorships in the Corporation that the signatures of the Directors required either for unanimous consent of the Directors under Section 33-1097 of the Act or for any other purposes relating in any way to the Corporation, may be accomplished by an “electronic signature” as that term is defined in Section 1-267(7) of CUETA. The Board of Directors may from time to time adopt procedures for the use of electronic signatures in these circumstances.
Manner of Acting: Except as otherwise provided in these bylaws, the act of the majority of the directors present at a meeting at which a quorum is present shall be the act of the Board of Directors.
Section 9 – Rules of Order
All meetings shall be conducted according to Robert’s Rules of Order.
ARTICLE VIII NOMINATIONS AND ELECTIONS OF BOARD DIRECTORS
Section 1 - Nominating Committee
The President shall appoint a Nominating Committee each year at the regular Board of
Director’s meeting. The Nominating Committee's charge is to nominate members of the
Association to serve on the Board of Directors. The Committee shall be comprised of
Five (5) supporting members, at least three (3) of whom are current members of the
Board of Directors. This Committee shall choose candidates and ascertain the
Willingness of the candidates to serve the Association in those positions. The Committee
Shall present the slate of nominees at the Annual Meeting.
To be eligible to serve as President, the nominee must have served on the Board of
Directors for at least one full year immediately preceding election. Any member elected
As the Association President shall be limited to three years in this capacity. Three years
Consists of three consecutive elected one-year terms. If the Nominating committee
Cannot find a current Board of Director member to assume the role of President after the
Current President has served three consecutive terms, they have the option to nominate
The current President provided there is unanimous approval from Board of Directors.
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Section 2 - Election of Directors
The Directors of the Association shall be elected at the Annual Meeting following the
Presentation of the proposed slate of Directors by the Nominating Committee.
Nominations may be accepted from those attending the Annual Meeting. The Directors
Shall be elected by the voting membership of the Association as defined in
Article IV, Section 2, with the election being determined by majority of votes cast.
Section 3 - Term of Office
The term of office shall be one year, effective on June 1, following the Annual
Meeting through May 31 of the following year or until a successor is seated.
Section 4 - Removal of a member from the Board of Directors
Any Director may be removed by a two-thirds vote of the voting members present at a
Special meeting, called under provision Article VII, Section 3, above.
A Director may be removed for any reason, including, but not limited to, failure to fulfill
The responsibilities articulated under Article V for their respective position, failing to
Attend 60% of the PSA Board Meetings, or as a result of an action under Article X of
Section 5 - Vacancies
A vacancy in any office may be filled by action of the Board of Directors for the
Unexpired portion of the term.
ARTICLE IX FINANCIAL PROCEDURES
Section 1 - Budget
The budget shall be presented and approved by the attending membership at the Annual
The budget will serve as the authorization for expenditures by the Association
Throughout the year. Any additional expenditures may be authorized by a vote of a
Majority of the Board of Directors present at the regular monthly meetings.
The fiscal year shall begin on August 1st of each year through July 31st of the following
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Section 2 - Disbursement Procedures
Any Association member requesting a disbursement from the Association's account must
Present a properly completed check request form or receipt indicating payee, amount and
Purpose of the disbursement, in order to obtain a check from the Treasurer.
The following individuals are designated as authorized signatories on the Association's
Checking account: President, Vice-President. Any check, in a specified
Amount, shall require two signatures; said amount will be determined by the newly
Elected Officer at the first board meeting of each fiscal year. Any check for a lesser
Amount shall require only one signature
No part of the net earnings of the organization shall inure to the benefit of any member,
Trustee, director, officer of the organization, or any private individual (except that
Reasonable compensation/reimbursement for services rendered to or for the organization)
And no member, trustee, officer of the organization or any private individual shall be
Entitled to share in the distribution of any of the organization's assets on dissolution of
ARTICLE X DISCIPLINE
Section 1 - Disciplinary Committee
The Vice-President shall chair the club disciplinary committee. The committee shall
Consist of the Vice-President, the Referee Assignor, and the Safety Officer
. This committee shall review all complaints lodged against any
Plainfield Soccer Association player, coach, club official, member or team.
Section 2 - Permissible Sanctions
The Disciplinary Committee shall have the authority by affirmative vote of at least
Three (3) members of the Committee to impose any, or all, of the following sanctions in
Matters where it deems appropriate. If the full five (5) member board is not present
At the initial hearing and the matter ends in a tie vote, the hearing must be re-held within
Seven (7) days of the initial hearing with the full board of five (5) members present, the
1.Issue a letter of reprimand to any player, coach, manager, club
Official, member or team.
2.Place on probation with such special conditions as are deemed
Appropriate any player, coach, manager, club official, and member
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3.Suspend for a definite period of time not to exceed one (1) year from
The date of the offense any player, coach, manager, club official,
Member or team.
ARTICLE XI REGISTRATIONS
Section 1 Registration Scholarship
Registration Scholarships are offered by an agreement reached with Northeast Opportunities for Wellness. In the event N.O.W. no longer offers these scholarships, it will be at the discretion of the board of directors to offer scholarships to families with financial hardships
Section 2 Late Fees
A late fee shall be applied to late registrations. The registration closing date and late fee
Shall be established by the Registrar and approved by the Board of Directors. The late
Date must be noted on the registration form.
ARTICLE XII Dissolution
Section 1 General
In the event of dissolution, all remaining assets and property of the organization shall
After payment of necessary expenses thereof be distributed to such organizations shall
Qualify under section 501(c) (3) of the Internal Revenue Code of 1986 or corresponding
Provisions of any subsequent Federal tax laws, or to the Federal Government or State
Or local government for a public purpose, subject to the approval of a Justice of the
Supreme Court of the State of Connecticut.
In the event that the Plainfield Soccer Association dissolved, it is our intention to
Distribute all club funds, assets and equipment to the Town of Plainfield Recreational
Department. Should the Town of Plainfield decline to accept said funds, assets will be
Offered to the Connecticut Junior Soccer Association, Northeast District. Should the
CJSA Northeast District decline to accept them, they will be offered to the State level
Of the CJSA.
ARTICLE XIV QUINTENNIAL REVIEW OF THE BYLAWS
Every five (5) years the PSA Board of Directors shall appoint a committee to examine
The continuing applicability of these bylaws. That committee will examine the bylaws
With the purpose of proposing any amendments to the membership at the Annual
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ARTICLE XV BYLAW REVISIONS & INCORPORATION AMENDMENTS
All proposed revisions or amendments to the bylaws and articles of incorporation shall
Be reviewed and approved during the Annual Meeting. Any proposed revision or
Amendment shall be approved by two-thirds of the members of the Board of the
Plainfield Soccer Association and then sent to the membership at least thirty (30) days
Prior to the Annual Meeting. Any revisions or amendments must be approved by a
Vote of two-thirds of the voting membership present at the Annual Meeting.
ARTICLE XVI EFFECTIVE DATE
These Bylaws/Articles of incorporation became effective as of the regular monthly
Board of Directors meeting held on November 12, 2012 upon unanimous approval of the
Board of Directors present at that meeting.