East Longmeadow Soccer Association Constitution and By-Laws

ARTICLE I                        NAME

The name of the organization is: 

THE EAST LONGMEADOW SOCCER ASSOCIATION

and, may be referred to here and elsewhere as ELSA.

ARTICLE II                       OBJECTIVE:

To encourage, promote, and support all levels of soccer within the Town of East Longmeadow Massachusetts. 

ARTICLE III                       PURPOSE:

To develop a program with an atmosphere where the emphasis is on having fun; to foster good sportsmanship and conduct among all participants, spectators and coaches; and to encourage all parents, relatives and friends to support the organization its objectives and purposes.

ARTICLE IV                      DESCRIPTION AND GOVERNING BODY

ELSA shall be an association of residents of the Town of East Longmeadow, Massachusetts interested in the promotion and growth of the sport of soccer acting as an arm of the East Longmeadow Recreation Association. The governing body of ELSA will be:

The Board of Directors, hereafter referred to as the BOD which shall consist of the following: President, Vice President, Secretary, Treasurer, Travel League (RSL, PVJSL) coordinator, In-Town League Coordinator and the Chairperson of the Ways and Means Committee.

The BOD shall be responsible for setting policy objectives, league organization and for providing the In-Town programs with game scheduling, field permissions and referee assignments. In addition the BOD is responsible for appointing the Chairman of the Ways and Means Committee. The BOD shall consider and act upon all matters of policy between meetings of the organization, and will decide upon all matters of policy for the organization.

The Executive Council is composed of the members of the BOD, the head coach of every team in ELSA and all persons deemed as either: an Honorary Member or a Council Member (See Membership). The Executive Council shall consider and act upon all matters of business between meetings of the organization. The Executive Council represents the only voting members of the organization and will consider all matters of the business before the organization.    

 ARTICLE V                       NOMINATION AND ELECTION

Elections will be held every year. The President, Secretary and Travel League Registrars will be elected during the even numbered years and the Vice President, Treasurer and In-Town League Coordinators during the odd numbered years. (See Tenure)

ARTICLE VI                      VACANCIES

Any vacancy on the BOD may be filled by a simple majority vote of the remaining members of the BOD. Notification of the interim appointment will be made to the membership by way of a posting in the Reminder Publications. The membership will have 14 days from the posting to request a special meeting to review the BOD interim appointment, the Executive Council will vote to confirm or recall the appointment at that special meeting.  In the absence of action by the membership, the BOD appointment will stand.

ARTICLE VII                     RECALL AND REPRIMAND

Any member of the BOD can be recalled by a two-thirds vote of the Executive Council at any meeting of the organization provided a petition of recall signed by a majority of the Executive Council is presented to the Secretary. The Secretary will then notify the officer being recalled by US Mail of the petition and will call a meeting of the organization no less than 17 days after such notification has been sent. An officer can be recalled for reasonable cause as determined by the Executive Council. A reprimand may be given after a two-thirds vote of the Executive Council. It must be signed by at least 6 members of the Executive Council. In the event that the officer in reprimand does not comply with the results of the reprimand, then he/she shall be suspended from his/her duties and his/her position shall be considered vacant.

 ARTICLE VIII          TENURE

Each officer of the BOD shall hold the office for two years after his or her election. Any officer may resign by giving a written resignation to the President or Secretary. Resignations are effective upon receipt unless otherwise specified and accepted by the BOD. In the event that an officer should miss three consecutive meetings without due excuse, the remaining members of the BOD may declare the position vacant.

ARTICLE IX                      DUTIES OF THE OFFICERS

PRESIDENT: The President shall call meetings of the BOD, Executive Council and the Membership. The President shall preside at all such meetings, and shall enforce due observance of the by-laws of the organization while maintaining parliamentary procedure. The President shall present at the annual meeting of the organization a report on the operations of the organization during his/her term of office.  The President shall be an ex-officio member of all committees. He/she shall have the right to determine all committees, and to appoint chairpersons of such committees except as specifically provided for in the organization's by-laws.  He/she shall be a voting member of the Executive Council for a period of two years following the end of his/her term of office. He/she shall represent the tie breaking vote for all motions in front of the organization its Executive Council or its BOD. The President will perform other duties associated with this office.

VICE PRESIDENT: The Vice President shall preside at meetings in the absence of the President and shall oversee the Ways and Means and the Nominating committees of the organization. He/She shall oversee all ‘Special Projects’ that come before the organization. The Vice President will co-sign any payment out of the treasury for more than $1,000. He/She will to the best of his/her ability represent that the will of the majority is provided for. 

SECRETARY: The Secretary shall maintain the organizations records, give adequate notification of meetings, and record the attendance and the minutes of the meetings The Secretary will be responsible to handle and record -correspondence for the organization. The Secretary shall maintain lists of all Honorary and Council Memberships of the organization in order to determine voting eligibility. In the absence of the Secretary, a Secretary Pro-Tem shall be appointed by the President and shall perform the duties of the Secretary.

TREASURER: The Treasurer shall deposit all funds, pay all bills and maintain adequate financial records for the organization. All checks drawn are to be signed by the Treasurer.  Between meetings of the organization, the Treasurer shall have the authority to approve individual expenditures of up to $500.00, to a maximum of $500.00 per month, subject to notification of the Board of Directors at their next meeting. All checks for $1,000 or more must contain both the signature of the Treasurer and the signature of the Vice President. The Treasurer shall prepare a brief treasurers report at each meeting of the organization consisting of current balances and a summary of financial activity since the last report. The Treasurer shall at each annual meeting make a full report of the treasury. A similar report shall be made upon request of the President, or Board of Directors. He/She shall also carry out such other duties as assigned by the President from time to time.

 TRAVEL LEAGUE REGISTRAR: The Travel League Coordinator shall represent ELSA in all matters concerning the travel league ELSA participates in (RSL, PVJSL). He/She will act as the primary liaison or E-Council member to the league, and will be responsible to appoint as many other E-Council members as may be necessary, based upon team populations as defined by the league.

 IN-TOWN LEAGUE COORDINATOR: The In-Town League Coordinator shall represent ELSA in all matters concerning the In-Town Leagues and will schedule and call meetings of the In-Town Committee as necessary. 

ARTICLE X                      MEMBERSHIP

Active Members: Any resident of the Town of East Longmeadow Massachusetts 18 years of age or older interested in the growth and/or promotion of the sport of soccer shall be considered an active member. Any active member shall have the rights and privileges of floor debate including the introduction to and seconding of motions to the floor, at any meeting of the organization, but will not have voting authority unless they are also a member of the Executive Council.

Honorary Members: Any member of the organization whose contribution to the organization or knowledge of the sport of soccer has distinguished themselves shall be considered an Honorary Member upon a two-thirds vote of the BOD. They shall be considered as having all rights and privileges of floor debate and shall be considered voting members of the Executive Council. A list of such members will be kept by the Secretary in order to determine voting qualifications.

Council Members: Any active member may be considered a Council Member upon written notification to the President or Secretary and a simple majority vote of the Executive Council. A list of such members will be kept by the Secretary in order to determine voting qualifications.

ARTICLE XI                     MEETINGS

REGULAR MEETINGS:  There will be no less than six (6) regular meetings of the membership per year, to be held, as the President shall determine. The June meeting shall be designated as the ANNUAL MEETING of the organization.

BOD MEETINGS:  The BOD shall meet as the President shall determine. The President shall call a meeting promptly upon notification by at least two other BOD members.

EXECUTIVE MEETINGS:  The Executive Council shall meet as the President shall determine. The President shall call a meeting promptly upon notification by 3 or more Executive Council members

SPECIAL MEETINGS:  Special meetings of the membership may be called by the President as deemed necessary, and may also be called by request of at least five (5) members to the President. Business transacted at such a meeting will include the subject specified in the call for such a meeting. No special meeting shall be held unless at least five (5) days notice of time and place of said meeting is given to the membership by mail, phone and/or local newspaper(s).

ARTICLE XII          EXPULSION

Any member may be expelled for conduct, which reflects poorly on the objectives or reputation of the organization. Such expulsion will be by a vote of two-thirds (2/3) of the members present at any meeting of the Executive Council, provided that a copy of the charges have been served upon the accused member, and he/she has been given no less than fourteen (14) days notice in writing of the date, time and place of the meeting.  The accused member shall have the right to representation at any such meeting. If the accused member fails to appear at the meeting, the proceedings shall continue without his/her presence.

ARTICLE XIII                    FISCAL YEAR

The fiscal year of the organization shall be the twelve-month period commencing July 1, and ending the following 30th of June.

ARTICLE XIV                     COMMITTEES

NOMINATING COMMITTEE:  The nominating committee shall consist of five (5) organization members as appointed by the Vice President with the approval of the board of directors by a simple majority. The committee shall be formed at least ninety days prior to the date of the annual meeting, and shall be comprised of no more than three members of the board of directors with the remaining members being drawn from the membership of the organization. The nominating committee shall provide the organization with a list of nominees for the offices of the organization at least thirty (30) days prior to the annual meeting. Nominations for officers may also be made at the annual meeting from the floor, provided that he/she has submitted to the President fourteen days prior to the annual meeting, written notice that he/she shall be considered as a candidate for that particular office. In the event that the nominating committee does not have a nomination for a specific office, then a nominee may be considered from the floor without prior written notice.

AUDITING COMMITTEE:  The auditing committee shall consist of a CPA and three (3) members of the organization not to be members of the board of directors, who will be responsible for examining the books and records of the organization annually. The committee will report their findings to the membership at the annual meeting

PUBLICITY COMMITTEE:  The publicity committee shall consist of a number of members as determined by the Vice President, and will coordinate all publicity for the organization. Publicity shall include but not be limited to the use of local newspapers, cable access television, and local radio and television stations.  The committee will also be responsible for the dissemination of information regarding all meetings, scheduled events, and/or fundraisers as well as regularly published newsletters. The Vice President will appoint all members of the publicity committee upon approval of the President.

ARTICLE XV                    COMMITTEES (CONT.)

WAYS AND MEANS COMMITTEE: The Vice President shall oversee ways and means committee. He/She will appoint a chairperson upon approval of the BOD who shall coordinate the needs, and efforts of raising funds.  No fundraising other than that defined by this committee will be sanctioned or allowed. The chairperson will recommend to the BOD any other members of the committee. The committee shall be responsible to set funding goals, and shall report plans, and status of fund raising at each Board of Directors meeting and at each regular meeting of the organization.

COMMITTEE ASSIGNMENTS: All other committee and chairperson assignments shall be made by the President as necessary.  No committee will have less than three (3), nor more than fifteen (15) members.

ARTICLE XVI                             QUORUM

BOARD OF DIRECTOR MEETINGS:  Four (4) members of the board of directors shall constitute a quorum for the transaction of business at a board of directors meeting.

GENERAL MEETINGS and MEETING OF THE EXECUTIVE COUNCIL: Eleven (11) members of the Executive Council shall constitute a quorum for the transaction of business at a general meeting, provided that four (4) of which are members of the board of directors 

ARTICLE XVII                  ORDER OF BUSINESS

Except for special meetings as provided for in the By-Laws all meetings shall observe the following order:

  1. Roll call of officers
  2. Reading of the minutes
  3. Election of officers (Annual meeting only)
  4. Treasurers report
  5. Fund raising committee report
  6. Correspondence
  7. Report of committees
  8. Miscellaneous business
  9. a) Old business
  10. b) New business
  11. Adjournment

The order of business may be suspended, or amended at any time by either the President,  or by a majority vote of the Executive Council.

ARTICLE XVIII                    RULES OF ORDER

RULES OF ORDER:  The meeting of the organization and/or it's board of directors shall be carried on in accordance with the ordinary rules of parliamentary bodies and questions of order shall be decided in accordance with the current publication of 'Robert’s Rules of Order'.

VOTES:  A ballot vote shall be taken upon any question at the request of one quarter (1/4) of the members present, prior to or immediately after the call for a vote, provided that the next order of business has not been called, otherwise the question shall be put to yays or nays.

ARTICLE XIX                     FINANCES 

EXPENDITURE OF FUNDS:  All expenditures of the organization, except as otherwise specifically described in the constitution and by-laws, shall be approved by a majority vote of the Board of Directors at any Board of Directors meeting. Funds may also be approved by a two thirds vote of the members of the Executive Council present at any general meeting, provided that such request for an expenditure has been delivered in writing to any member of the Board of Directors at least two weeks prior to said general meeting

OWNERSHIP OF PROPERTY:  All capital investments purchased by the organization shall become the property of the East Longmeadow Recreation Department, which will be responsible for the maintenance and upkeep of the same. All purchases of $1000 or more shall have prior approval of the Recreation Department Director. 

EXPENDITURES:  All expenditures will be made such as to benefit a cross section of the athletes represented by the organization. 

ARTICLE XX                    AMENDMENTS

Any proposition to alter or amend these By-laws shall be submitted in writing to any duly convened meeting of the organization. The proposed amendment shall then be read to the members assembled, and debated, but not voted upon. It will become a matter for consideration at the next meeting, and upon receiving a two-thirds (2/3) majority of the votes cast at that meeting will be enacted as a by-law.

ARTICLE XXI                  FUND RAISING

The organization shall raise funds occasionally in order to support activities that the board of directors may deem necessary. No other soccer booster organization fund raising activity, except those specifically agreed upon by the ELSA will be recognized or sanctioned by the East Longmeadow Recreation Department.

ARTICLE XXII                  HARDSHIPS

The objective of this organization will be to support, whenever possible, any case whereas the "program fee" is a hardship to any athlete.  It will be the responsibility of the Recreation Department to establish hardship criteria, and to determine the appropriateness of hardship applicants. The recreation department director will notify the organization as to the number of hardship cases.

 

ARTICLE XXIII                  NON-PROFIT ORGANIZATION

PURPOSE:  Not withstanding any other provisions of these articles, the organization is organized exclusively for one or more purposes specified in 501 (c) (3) of the Internal Revenue Code of 1954 and shall not carry on any activities not permitted to be carried on by any organization exempt from Federal Income Tax under 501(c) (3) or corresponding provisions of any subsequent Federal Tax law.

NET EARNINGS:  No part of the net earnings of the organization shall inure to the benefit of the member, trustee, director, officer of the organization or any private individual (except that reasonable compensation may be paid for services rendered to or for the organization) or any private individual shall be entitled to share in the distribution of any organization assets on dissolution of the organization

INFLUENCE:  No substantial part of the activities of the organization shall be carrying on propaganda or otherwise trying to influence legislation (except as otherwise provided by IRC 501 (h)) or participating in or intervening in (including the publication or distribution of statements) any political campaign on behalf of any candidate for public office.

DISSOLUTION:  In the event of dissolution, all of the remaining assets and property of the organization shall after necessary expenses thereof, be distributed to another organization exempt under IRC 501 (c) (3) or corresponding provisions of any subsequent Federal Tax laws or to the Federal government, or any State or local government for public purpose.

DISTRIBUTION OF ASSETS:  In any taxable year in which the organization is a private foundation as described in IRC 5089 (a), the organization shall distribute its income for said period for such time and manner as not to subject it to tax under IRC 4942, and the organization shall not

  1. a) Engage in any act of self-dealing as defined in IRC 4941-(a)
  2. b) Retain any excess business holdings in IRC 4945-(c),
  3. c) Make any investment in such a manner as to subject the organization to tax under

                    IRC 4944

  1. Make any taxable expenditure as defined in IRC 4945-(e) or corresponding provisions of any Federal Tax laws 

ARTICLE XIV                   END OF ARTICLES

End of Original Constitution and By-Laws

AMENDMENTS:

ARTICLE XXV                  PLAYER ELIGIBILITY       Approved - Jan 24, 2002 

NON RESIDENT:  A non-resident player registering to play in the Travel League (RSL, PVJSL) on an East Longmeadow Soccer Association team cannot displace a resident player. An out-of-town resident player can be used to fill a roster when an opening exists. Placement of said player will be at the discretion of the East Longmeadow Soccer Association.

UNDER 9 TEAMS:  A second grade player should only be used in the Under 9 program when openings on the roster exist. The second grader should not displace a third grader trying out for the same team unless said player is age appropriate (in the last year of age for that group).

End of Amendments