BCYSA Bylaws (effective June 15, 2016)

BAY COUNTY YOUTH SOCCER ASSOCIATION
                         
BY-LAWS
EFFECTIVE DATE JUNE 15, 2016

ARTICLE I - NAME AND ORGANIZATION
Section 1. NAME
This organization shall be known as the Bay County Youth Soccer Association, Inc. (BCYSA),
hereinafter sometimes called "BCYSA".
Section 2. ORGANIZATION
BCYSA is a nonprofit public education organization incorporated in the State of Florida.
BCYSA is not organized for financial profit, nor shall it have any power to issue certificates of
stock or declare dividends, and no part of its net earnings shall inure to the benefit of any
member, director, trustee, or individual. The balance if any, of all money received by BCYSA
from its operation, after payment in full of all debts and obligations of BCYSA of whatsoever
kind and nature, shall be used and distributed exclusively for carrying out only the purpose or
purposes of BCYSA, as more particularly set forth herein.
Section 3. REGISTERED OFFICE
The registered office of BCYSA shall be in the City of Panama City, Bay County, Florida, or
such other place(s) as the Board of Directors may from time to time determine.

ARTICLE II - PURPOSE AND POLICIES
Section 1. STATEMENT OF PURPOSE
BCYSA is organized for the purpose of encouraging, promoting and stimulating interest and
participation in the game of soccer through organization of both recreational and competitive
soccer teams, implementation of educational and developmental training for players, coaches,
and referees, establishment and maintenance of proper playing facilities and the general
promotion of sportsmanship.
Section 1.1 PURPOSE AS NOT-FOR-PROFIT FLORIDA CORPORATION
All directors, officers and members of BCYSA shall bear in mind that the attainment of
exceptional athletic skill or the winning of games is secondary, and the molding of future citizens
is of prime importance. In accordance with Section 501(c)(3) of the Federal Internal Revenue
Code, BCYSA shall operate exclusively as a nonprofit educational organization providing a
supervised program of competitive soccer. No part of the net earnings shall inure 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, and which does not participate in
or intervene in any political campaign on behalf of any candidate for public office.
Section 2. POLICIES
The policies of BCYSA shall be in harmony with these Bylaws. BCYSA shall not discriminate
on the basis of race, creed, sex, religion, or national origin.

ARTICLE III – AFFILIATION
BCYSA shall be an affiliate of, and comply with, the authority of the Soccer Association for
Youth (SAY) and/or the United States Soccer Federation (USSF).

ARTICLE IV - ADMINISTRATION
Section 1. GOVERNANCE
BCYSA will be governed by its Articles of Incorporation, these By-laws, and rules and
regulations as set forth by SAY, USSF and/or the modified rules of BCYSA, as amended
periodically by the Board. Roberts Rules of Order, as modified, shall govern the proceedings of
all meetings, except where same conflicts with the Articles of Incorporation or these By-laws.
Section 2. GOVERNANCE BY BOARD OF DIRECTORS
The conduct of all activities shall be supervised by the BCYSA Board of Directors, hereafter
referred to as the "Board".

ARTICLE V – BOARD OF DIRECTORS
Section 1. PERSONNEL
The Board of Directors of BCYSA shall consist of general Directors and Officer Directors,
including a President, Vice-President, Secretary, and Treasurer. There shall be five (5) to eleven
(11) general Directors, so that the Board shall be of total size nine (9) to fifteen (15) members.
All Directors are subject to a background check and must be willing to serve on a committee.
Representative openings shall be advertised by the Board and candidates shall make application
to the Selection and Nomination Committee. Candidates shall be reviewed by the Selection and
Nomination Committee and recommendations made to the Board at a regular monthly meeting.
A majority vote of all current Board members present at a properly called Board meeting shall be
required for appointment of any candidate. The newly elected Directors shall begin exercising
voting privileges at the next scheduled BCYSA Board meeting. Each Director shall be limited to
one (1) vote regardless of the number of committees they chair or officer positions they hold.
Section 2. NOMINATION
The Selection and Nomination Committee shall present a slate of candidates for Board general
positions and officers, with one nominee candidate per position annually. Nominations shall be
presented to the Board by no later than May 30.
Section 3. ELECTION AND TERM
Directors and Officers shall be elected by ballot at the June Annual Meeting, or sooner if deemed
necessary by unforeseen circumstances. The President, Vice President, Secretary, and Treasurer,
as well as general Directors, shall serve a term of one year, unless elections are deemed necessary
to take place sooner by any unforeseen circumstances. All Officers serve at the pleasure of the
Board and may be removed and replaced, for cause or without cause, at any properly scheduled
Board meeting through a vote of the then existing Board members.
Section 4. DUTIES
The powers and duties of the Board of Directors, Program Directors, and Committee Chairs shall
be as follows:
Section 5. PRESIDENT
Duties of the President shall consist of but not be limited to:

A.) Preside at all meetings and maintain order therein. The President shall not vote on
any issue except in the case of a tie, and shall be elected from the Board.
B.) Rule on all points of order that may arise and enforce the Articles of Incorporation
and By-laws of BCYSA.
C.) Be the general representative of BCYSA in emergency situations, in all matters
that may require immediate authority of the Board if not enough Board members are
present.
D.) Be an authorized signatory for all orders and drafts drawn on the Treasury.
E.) Provide an agenda for all Board meetings of BCYSA to the Directors in a
prescribed manner at least two (2) days prior to any regular scheduled meeting.
F.) Prepare and submit an annual budget to the Board at the June meeting. This shall
be done in coordination with the Treasurer and all program/committee directors.
G.) Be an ex-officio member of all committees.
Section 6. VICE-PRESIDENT
Duties of the Vice-President shall consist of but not be limited to:
A.) Assume all duties and responsibilities of the President in his/her absence and upon
a vacancy being created in the office of the President immediately fill said vacancy.
B.) Perform all other duties assigned by the President.
C.) Be responsible, along with the President, for the maintenance of the Articles of
Incorporation and By-laws, and their publication, as necessary.
D.) Be the Chairperson for the Selection and Nomination Committee.
E.) Be a voting Director of the Board and shall be elected by the Board.
Section 7. SECRETARY
Duties of the Secretary shall consist of but not be limited to:
A.) Provide all members with the minutes of the previous meeting at least two (2)
days prior to any regular scheduled meeting.
B.) Record the minutes of all meetings.
C.) Be responsible for all correspondence of BCYSA.
D.) Be responsible, along with the President, for the notification of Directors as to the
time and location of all meetings.
E.) Be a voting representative of the Board and shall be elected by the Board.
Section 8. TREASURER
 
Duties of the Treasurer shall consist of but not be limited to:
A.) Maintain charge of all BCYSA finances.
B.) Be responsible for keeping accurate financial records and presenting a detailed
report of BCYSA's financial position at each Board meeting.
C.) Sign disbursements from BCYSA's funds to include referee pay and any
contracted services. Two signatures will be required for any checks in an amount greater
than $1,000. All of the Officers and other Directors authorized by the Board may be
authorized signatories for BCYSA's bank accounts.
D.) Be responsible for the filing of appropriate tax returns and related tax information
and documents.
E.) Prepare an annual budget, under the direction of the President, for submission to
the Board at the June meeting.
F.) Be a voting representative of the Board and shall be elected by the Board.
Section 9. COMMITTEE CHAIRPERSONS
Duties of BCYSA Chairpersons (who may be Directors, but are not required to be Directors to
chair a committee) shall consist of but not be limited to:
A.) Preside at all committee meetings and maintain order therein.
B.) Make progress reports to the Board at regular scheduled meetings.
C.) Be responsible for the successful completion of the committee's assignment.
D.) May be a voting Director of the Board and may be elected by the Board.
Section 10. VACANCIES
Vacancies shall be filled by election by the Board of Directors at the next meeting following the
vacancy from a single slate submitted by the Selection and Nomination Committee. A majority
of Board of Directors present, provided there is a quorum, shall be sufficient to elect. Persons so
elected shall serve until the expiration of the vacated term of office.
Section 11. POWERS
 
Subject to the limitation of the BCYSA Bylaws and of the laws of the State of Florida, the Board
of Directors shall have general responsibility for the conduct of the affairs, funds, and property of
BCYSA.
In addition, the Board shall have the following powers and duties:
A.) To interpret and enforce the BCYSA/SAY/USSF Articles of Incorporation,
By-laws, and/or rules and regulations.
B.) Have final authority over eligibility, admission, and discipline of the players and
teams.
C.) Have final authority over games.
D.) To review and sanction tournaments within the jurisdiction of BCYSA.
E.) Have final authority to remove, for cause or without cause, a Director from the
Board of Directors by a two-thirds (2/3) vote of those Board members present and voting
at two consecutive properly called meetings.
F.) Budget for and administer the funds of BCYSA.
G.) Borrow money and incur indebtedness for the benefit of BCYSA only in
emergency situations.
H.) May employ a BCYSA administrator/executive officer, a director of referees, a
director of coaching, and/or other personnel, all who shall be recruited, interviewed, and
recommended by a majority of the Directors of the Board or a committee established by
the Board of Directors, if the Board determines that the hiring of such personnel is in the
best interest of BCYSA. No person shall be employed unless and until the duties of the
position, the method by which performance is to be measured, and the funding is
approved by the Board.
Section 12. MEETINGS
The Board of Directors shall hold regular meetings not less than one time per month, at a time
and place as set by the Board. Each Director should make every effort to attend scheduled
meetings. In the event a voting Director is unable to attend a scheduled or special meeting, they
may assign their voting privilege to any other Board member by written proxy (an e-mail will
suffice).
Special meetings of the Board members may be called by the President at his/her discretion or
upon the written request of 30% of voting members. The President shall call a special meeting to
consider a specific subject. No business other than that specified in the notice of the meeting
shall be transacted at any special meeting of the Board. Notice of such special meeting shall be
given not less than three (3) days prior to the meeting.
Section 13. QUORUM
All regularly scheduled meetings of the Board shall require 50% representation by voting
members or his/her proxy to officially conduct business. A fifteen minute grace period beyond
the announced meeting time will be allowed before the meeting is called.
Section 14. VACANCY DUE TO MISSED MEETINGS OR WRONGFUL CONDUCT
Any member of the Board of Directors missing three (3) out of five (5) consecutive meetings,
without written notification (e-mails are acceptable) and excused absence prior to the meeting, is
deemed to have abandoned his or her position provided the Board takes action regarding same.
The position will be deemed vacant and filled in accordance with the provisions of these
By-laws.
Conduct prejudicial to the best interests or objectives of BCYSA may result in the removal of
any Director pursuant to the provisions set forth for removal herein.
Section 15. LIMITATIONS OF VOTING DIRECTORS
No one being paid by BCYSA shall be eligible to serve as a voting member of the Board of
Directors. However, all paid BCYSA personnel are specifically requested to attend all Board
Meetings and to provide input thereat.

ARTICLE VI - DUTIES, PROGRAMS, AND COMMITTEES
Section 1. STANDING PROGRAMS AND COMMITTEES
The Members of all standing programs and committees established by these By-laws or by a vote
of the Board of Directors shall be nominated by the Selection and Nomination Committee and,
upon approval of the Board of Directors, shall serve not less than a one year term.
A.) Selection and Nomination Committee
i. There shall be a Selection and Nomination Committee, whose function shall be to
recruit qualified persons to serve BCYSA. The Committee shall be composed of a
Chairperson, who shall be the Vice President, or an individual identified by the Board to
serve as the Chairperson. The Committee shall be responsible for recruiting and
nominating persons to fill positions as directed by the Board, shall inform the Board
about the recruitment and nomination process and the work of the Committee, and shall
set up formal and informal ways of gaining information and names of potential Board and
Committee members. The Selection and Nomination Chairperson shall conduct meetings
with the Selection and Nomination Committee members to evaluate possible candidates,
rank them, contact them, and prepare a final slate to be presented to the Board. The
Chairperson of the Committee shall insure that the slate will be completed by May 30 in
order that a vote may be taken at the June Board and Annual Meeting. Should a vacancy
occur in the Selection and Nomination Committee, it shall be filled by a majority vote of
the Board.
B.) Discipline Committee –
i. There shall be a Discipline Committee whose function shall be to receive, review
and render decisions on matters requiring disciplinary action involving players, coaches,
parents and spectators, all as may be delegated by the Board. The Committee shall be
comprised of the Chairperson, the President, the Coaching Development Director, the
Competitive Representative for Competitive issues and the Recreational Representative
for Recreational issues, and the Director of Referee Development, and such other persons
as the Board may appoint. The Discipline Committee will follow actions set out in the
rules, regulations, policies and procedures of BCYSA. In addition, the Discipline
Committee shall formulate and/or revise the Rules of Competition for BCYSA when
deemed necessary by the BCYSA Board. The BCYSA Modified Rules shall be
consistent with the rules of SAY and/or USSF.
C.) Competitive/Select Soccer Program –
i. The Director of this program shall be responsible for the representation of the
competitive interests and concerns to the Board of Directors. The Board will assist the
Director with tournament plans as needed. The Director is also responsible for
submitting an annual budget for this program.
D.) Recreational Soccer Program –
i. The Director of this program shall be responsible for the representation of the
Recreational interests and concerns to the Board of Directors. The Board will assist the
Director with scheduling games for all teams in the fall and spring seasons. The Director
is also responsible for submitting an annual budget for this program.
E.) Referee Development Program –
i. The Director of this program shall be responsible for the representation of the
Referee Development interests and concerns to the Board of Directors. The Director of
referees shall also be responsible for assigning referees to all BCYSA games. The
Director is also responsible for submitting an annual budget for this program.
F.) Legal Committee
i. There shall be a Legal Committee, whose function shall be to draft, revise, amend
and maintain these By-laws, rules, regulations, policies and procedures under the
direction of the BCYSA Board of Directors. Bylaws, rules, regulations, policies and
procedures may be amended or revised at any time by majority vote of the Board of
Directors provided notice of the proposed amendment or revision is given to members at
least one meeting prior to the vote. The Legal Committee shall also advise the Board of
Directors regarding any legal issues affecting BCYSA.
G.) Community Relations Committee –
i. There shall be a Community Relations Committee, whose function shall be to
develop/build relations within the community and all soccer clubs in northwest Florida.
The primary mission of this committee is to work towards interleague play and expanding
the membership of BCYSA.
H.) Registrar Program –
i. There shall be a Registrar whose function shall be to register all eligible players in
the BCYSA system. The Board shall be responsible to take the Registrar's data and do
team formation. BCYSA shall have rules regarding how team formation will be handled
for fall and spring seasons.
I.) Fields and Equipment Committee -
i. There shall be a Fields and Equipment Committee, whose function shall be to
condition and maintain the BCYSA soccer fields and related facilities located at Harders
Park, in coordination with the Bay County Parks and Recreation Department which is
responsible for Harders Park. Among its regular duties, the Committee shall be
responsible for contracting out (subject to Board approval and the signing of such
contract by the President and Treasurer) or itself mowing the fields and appurtenant
grounds; buying dirt and sod; developing additional fields; moving the goals; marking the
fields; and taking care of the nets and flags and having them in place for all scheduled
games. This function may be performed by the Bay County Parks and Recreation
Department.
ii. The Fields and Equipment Committee shall also oversee the needs of Harders
Park. The Chairperson shall be responsible for long-range planning and development of
the soccer complex; will advise the Board of all matters related to the needs and goals of
the soccer complex including, but not limited to, lighting, and public areas; maintain
contact with the Bay County Parks and Recreation Department for help in achieving the
long-term goals of the park and to advise the BCYSA of Bay County Parks and
Recreation's plans for the development of Harders Park. Other duties shall consist of
maintaining a list of volunteers to help with all activities at the soccer complex such as
tournaments, clinics and any other BCYSA activities.
J.) Uniform Manager Program –
i. The Uniform Manager shall collect the data needed for the amount of uniforms
needed for each individual team, coordinate with company being purchased from, and
coordinate with the Board of Directors for pricing and payment. Additionally, the
Uniform Manager will work directly with any team manager that may have uniform
discrepancies.
K.) Marketing and Media Relations Committee –

i. The Marketing and Media Relations Committee shall strive to conduct the general

marketing and promotion of BCYSA and its programs and activities; shall develop

strategies for communicating with BCYSA Members; and shall prepare or coordinate

BCYSA news articles, press releases, and media interviews.

L.) Web Design and Data Management Committee –
i. The Committee shall strive to maintain the BCYSA website, to keep its content
current, and the troubleshoot any problems associated with the website and other
technology issues.
M.) Finance Committee –
i. There shall be a Finance Committee, the Chairperson of which shall be the
Treasurer, whose function shall be to advise the Board on all matters relating to the
budgeting and financing of BCYSA's administration. The Committe's duties shall include
long-range financial needs assessments and preparation of annual budgets. The annual
budget for BCYSA shall be presented by the Treasurer for review by the Board in May
and submitted to the Board of Directors at the June Meeting for approval.
N.) Sponsorship and Fundraising Committee –
i. There shall be a Sponsorship and Fundraising Committee whose function shall be
to investigate and develop fund raising activities and methods for BCYSA. The
Committee shall also investigate all grant possibilities. The Committee shall also assist
the Board in trying to obtain as many team sponsors as possible.
O.) Volunteer Administrator Program –
i. There shall be a Volunteer Administrator whose function is to validate volunteer
information submission and perform the required background checks through the use of a
volunteer screening company for non-profit organizations. In the event there is a problem
with a background screening, the Volunteer Administrator will present the results to the
Board of Directors.
P.) Pictures and Awards Program –
i. There shall be a Pictures and Awards coordinator whose function shall be to
coordinate dates for team photos, coordinate with the photography company on specific
dates, and coordinate for awards to be designed, purchased, and distributed to the teams.


ARTICLE VII – FINANCES
Section 1.
BCYSA shall keep its funds in a financial institution located in Bay County, Florida, which is
under the supervision of the State of Florida, and is federally insured. The minimum balance of
BCYSA funds shall not be allowed to be less than $4,000.00.
Section 2.
The Board shall decide all matters pertaining to the finances of BCYSA (except as otherwise set
forth in these By-laws) and it shall place all income in a common league treasury, directing the
expenditure of same in such manner as will give no individual or team an advantage over those
in competition with such individual or team.
Section 3.
The President shall have authority to approve necessary expenditures to a maximum of $500.00,
$200.00 without prior approval of the Board, provided that a full report of all such expenditures
be made at the next scheduled meeting.
Section 4.
All normal expenditures, such as registration fees and recurring monthly obligations, shall be
paid upon receipt of an invoice, but must be reported on by the Treasurer at the next scheduled
meeting.
Section 5.
No individual member shall have the authority to charge and purchase or make any financial
commitments on behalf of BCYSA except as previously outlined or amended.
Section 6.
The fiscal year of this association shall begin on the first day of July and end on the last day of
June. The Board may request an audit, financial review, or other compilation of the financial
records each year as determined by the Board. Additional Directors in addition to the President
and Treasurer shall be involved in any financial review to make sure that proper checks and
balances are in place.

ARTICLE VIII - METHOD OF ADOPTION AND AMENDMENT
This document shall be published for review and adoption by the Board. All amendments to the
By-laws shall be accomplished as follows:
1. Written notice of any proposed amendment shall be presented to the Board for review and
discussion. The proposed amendment may not be adopted until all Directors have received a
copy of it for consideration.
2. Adoption of amendment changes shall require a two-thirds majority vote of the Board
members, including any written proxy, present at the regular scheduled meeting following the
notification of proposed changes.


ARTICLE IX – DISSOLUTION
Upon dissolution of this association and after all outstanding debts and claims have been
satisfied, the Board shall distribute any and all remaining assets to another organization or
organizations maintaining an objective similar to that set forth herein, which are or may be
entitled to exemption under Section 501(c)(3) of the Internal Revenue Code.

DLS:jab 6/16/16
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P.O. Box 35203 
Panama City, Florida 32412

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