Bylaws of the
Caro Soccer Club
ARTICLE 1 — Name, Address, Purpose, Mission
Section 1 — Name
Section 2 — Address
Section 3 — Purpose
The purpose of the Club is to serve as a public training, development, and educational organization for the sport of youth soccer in Tuscola County, Michigan and the surrounding area.
Section 3 — Mission
The mission of the Club is to provide each player with the opportunity to play soccer in a supportive and rewarding environment that emphasizes fun, enjoyment, and skill learning at a level that fits his/her interest and ability, and to create a challenging environment that gives players the opportunity to reach their full potential.
ARTICLE 2 — Board of Directors
Section 1 — Governing Authority
Section 2 — Number of Members
The number of members of the Board shall be adjusted by the Board, but shall not be less than 3 voting members, and shall always be an odd number in total.
Each officer as listed in Article 3, Section 1 shall be a member of the Board.
Section 3 — Duties of the Board
Section 4 — Meetings of the Board
A regular meeting of the Board shall be held at least monthly during playing seasons, and shall be called for by the President.
Monthly meetings may be waived by the President for any individual month, but never for two consecutive months during playing seasons.
Minutes of the meeting shall be recorded by the Secretary or his/her delegate if he/she is unable to attend a meeting.
Financial Statements will be submitted to the Board 30 days after every calendar quarter, at a minimum, by the Treasurer.
Persons wishing to speak at a Board meeting must submit a request to the President at least one calendar week in advance to ensure a spot on the agenda for the meeting.
Section 5 — Special Meetings of the Board
Section 6 — Notice of Meetings
Notice of meetings shall be given 1 week in advance in writing or by email/electronic message.
If one week's notice is not given, and three or more officers object to the transaction of any business because proper notice was not given, then official business cannot continue.
Objections to the transaction of any business must be presented to the President via email/electronic message or in person.
Section 7 — Voting
Officers/coordinators may vote on any proposal at a meeting of the Board either in person or by video.
Voting may also take place via email/electronic message on items that were discussed in person or by video at a previous meeting of the Board.
Each member of the Board shall be entitled to one vote.
A majority vote (50% + 1) may pass any proposal if a quorum exists as defined by Article 2, Section 9.
Section 8 — Quorum
A majority of the number of officers with voting privileges fixed by Article 3, Section 1 shall constitute a quorum for the transaction of business at any meeting of the Board.
If less than a quorum is present at any Board meeting, then a majority of the officers present may adjourn the meeting without further notice since a quorum does not exist.
Section 9 — Vacancies
Any vacancy occurring in the Board may be filled by the affirmative vote of a majority of the remaining officers, though less than a quorum of the Board.
An officer elected to fill a vacancy shall be elected for the unexpired portion of the term. Any position to be filled by reason of an increase in the number of officers may be filled by election by the Board for a term of office continuing only until the next election.
Section 10 — Compensation
No officer shall for the reason of his/her office be entitled to receive any salary.
Children of active officers shall have their registration fee to play each season waived.
Officers and their immediate family members shall receive a 50% discount on food and drink items at the concession stand.
Article 3 — Officers
Section 1 — Number of Officers
Any two or more offices, including Coordinator positions, may be held by the same person, except the offices of President, Treasurer, and Secretary, which may not be held by the same person in any combination.
Section 2 — Term of Office
Officers are elected for a term of one (1) year and there shall not be any term limits.
Annual voting for officer elections shall take place on the first Saturday of November each year.
Each officer shall hold office until his/her successor has been duly elected, or until his/her death, or until he/she shall resign or has been removed in the manner according to Article 3, Section 3.
Section 3 — Removal
Any elected or appointed officer may be removed by a two-thirds majority vote of the remaining Board whenever, in its judgment, such removal serves the best interests of the Club.
Appointment of an officer shall not itself create contract rights and such an appointment shall be terminable at will.
Section 4 — General Expectations of Officers
Each officer shall carry out his/her duties in a responsible manner, acting only in the best interests of the Club and its members.
Each officer shall be prepared to report on his/her activities and areas of responsibility at meetings. In the event an officer is unable to attend a meeting, a written report will be submitted to the President at least 48 hours before the scheduled meeting.
Each officer shall follow the Club’s financial policy regarding budget proposals, expense reports, and handling of the Club monies.
Each officer shall be familiar with and abide by the rules and Bylaws of the Club.
Section 5 — Specific Duties of the President
Chief Officer of the Club
When present, preside over all meetings of the Board
Sign and execute any deeds, contracts, etc.
Provide leadership to the Club and the Board
Coordinate strategic planning for the Club
Manage the work of the Board, including delegating and assuming responsibilities for vacant positions
Attend games, practices, and other Club events as able
Section 6 — Specific Duties of the Vice President
Assume the duties of the President when the President is not able to do so
Assist the President with the coordination of the activities of the Club
Develop registration dates and season timelines for each season
Prepare registration materials for each season
Manage player and volunteer registration
Manage the responsibilities of the Scheduling Coordinator
Attend games, practices, and other Club events as able
Section 7 — Specific Duties of the Secretary
Coordinate scheduling of meetings of the Board and other official meetings of the Club
Record minutes during all meetings of the Board
Distribute minutes to officers electronically within two weeks after meetings of the Board
Manage the responsibilities of the Media Coordinator
Attend games, practices, and other Club events as able
Section 8 — Specific Duties of the Treasurer
Track expenses against the budget monthly and report at each meeting of the Board
Be responsible for all funds of the Club
Keep a full and accurate account of receipts and expenditures
Make disbursements as authorized by the Board
Be responsible for the maintenance of the Club’s checking and other financial accounts
Manage the responsibilities of the Marketing Coordinator
Attend games, practices, and other Club events as able
Section 9 — Specific Duties of the Volunteer Director
Recruit and manage all non-elected Club volunteers
Work with other Directors and Coordinators to ensure all positions are filled, including coaches, referees, concessions workers, etc.
Assist the Vice President and Scheduling Coordinator with registration and management of volunteers
Manage administration and review of background checks for volunteers as needed
Manage the responsibilities of the Coaching Coordinator and Referee Coordinator
Attend games, practices, and other Club events as able
Section 10 — Specific Duties of the Facilities & Field Coordinator
Be responsible for maintenance of the Club grounds, buildings, tools, and facilities equipment
Manage volunteers and contractors as needed to assist with facility
Manage the responsibilities of the Equipment Coordinator
Be responsible for lawn and field maintenance, including painted lines on the fields
Be responsible for placing goals, flags, and signs for each field for games and other official Club events
Develop a support system of volunteers to maintain the fields (paint lines, water and fertilize fields, etc.)
Maintain an inventory of all equipment and supplies necessary for field maintenance
Attend games, practices, and other Club events as able
Section 11 — Specific Duties of the Concessions Director
Recruit volunteers and create a staffing schedule for the concession stand each season
Train staff on concession equipment and proper food handling procedures
Maintain an inventory of equipment and supplies for concession stand operation and sales
Create a menu and price list of items to be sold at the concession stand
Obtain and manage any necessary permits for food preparation and sales
Maintain records for concessions and report financial records to the Treasurer
Attend games, practices, and other Club events as able
Section 12 — Specific Duties of the Scheduling Coordinator
Keep accurate records of all divisions, teams, coaches, and players
Establish divisions, teams, rosters, and schedules before the start of each season
Coordinate scheduling with external leagues and teams
Distribute rosters and schedules to each team before the start of each season
Coordinate scheduling of practices and facilities usage
Attend games, practices, and other Club events as able
Section 13 — Specific Duties of the Coaching Coordinator
Recruit and assign coaches for each team each playing season
Organize coaching clinics for new coaches each playing season
Provide leadership, direction, and vision for coaches
Provide resources to help coaches succeed (training materials, rules, etc.)
Assist coaches with communicating important information for players and parents
Distribute coach evaluations/questionnaire to parents and players at the end of each season
Attend games, practices, and other Club events as able
Section 14 — Specific Duties of the Referee Coordinator
Secure qualified youth and adult referees for games as needed
Review and mentor referees regarding their on-field performance
Recruit new referees from within the Club and community
Organize referee training as needed
Ensure new referees and young referees are properly trained and supervised
Work with the Coaching Coordinator to ensure coaches understand the rules and are comfortable managing games when a referee is not available
Attend games, practices, and other Club events as able
Section 15 — Specific Duties of the Equipment Coordinator
Coordinate procurement and distribution of player uniforms
Coordinate procurement and distribution of team equipment, including balls, first aid kits, practice cones, goalie equipment, etc.
Work with the Field Coordinator to procure all needed field equipment including goals, nets, flags, etc.
Maintain an inventory of all equipment and supplies necessary for team management, including, but not limited to: goals, nets, flags, balls, uniforms, etc.
Attend games, practices, and other Club events as able
Section 16 — Specific Duties of the Media/Marketing Coordinator
Manage and maintain communications for the Club
Advertise events, needs, and communications for the Club
Develop and maintain the Club website, Facebook page, and other social media accounts
Research, develop, and deploy new methods and technologies to keep the Club current and relevant
Attend games, practices, and other Club events as able
Organize fundraising activities for the Club
Develop public relations (advertisement, local businesses, potential sponsors, township, etc.)
Develop and distribute promotional materials for the Club
Recruit and maintain sponsors for the Club both local and abroad
Communicate with surrounding communities for Club promotion and advertisement
Attend games, practices, and other Club events as able
ARTICLE 4 — Amendments
Section 1 — Proposals
Proposed amendments to the Bylaws may be submitted by any member of the Board.
Proposals should include the number and text of the current rule, the text of the proposed new or revised rule, and the reason for the change.
Proposals to revise or amend the Bylaws shall be submitted, in writing, to the President at least two weeks in advance of the scheduled meeting at which the proposal will be considered.
Section 2 — Approvals
Section 3 — Annual Review
ARTICLE 5 — Club Finances
Section 1 — Annual Budget
The fiscal year of the Club shall be January 1 – December 31.
An annual budget shall be prepared and approved by the Board on or before December 31st of the preceding year.
Expenditures not covered by the annual budget must, before being incurred and paid, be approved by the Board.
Section 2 — Checks and Withdrawals
If the amount of any purchase is over $5,000, then all checks, drafts, or other orders for the payment of money, notes, or other evidence of indebtedness issued in the name of the Club shall be signed by the President and forwarded to the Treasurer for payment, and in such manner as shall from time to time be determined by resolution of the Board.
If the amount of any purchase is over $5,000, then all withdrawals of Club funds shall also be made by two authorized officers of the club: the President and the Treasurer.
The officers with check signing authority shall be the President and the Treasurer.
Section 3 — Deposits
Section 4 — Loans
No loans shall be contracted on behalf of the Club and no evidence of indebtedness shall be issued in its name unless authorized by a resolution of the Board.
Such authority may be general or confined to specific instances.
All loans and/or evidence of indebtedness must be approved by a two-thirds majority vote of the Board.
ARTICLE 6 - Participant Members
Section 1 — Who
Participant members, now known as “members” will be any registered members of the soccer program for the season and family members associated with the member (whether this be parents, legal guardian, grandparent, siblings, etc).
Section 2 — Behavior Expected
Members will be expected to act in an appropriate manner. This includes what the board refers to as proper code of conduct, including, but not limited to: no bullying (including players and adults) both on the field and in the team apps, no smoking or vaping on premises, appropriate clothing (clothing regulations listed in A6S3), bringing problems to the attention of a board member or volunteer. Athletes and members are expected to act in a sportsmanlike manner to their peers and competitors. There will be no demanding where athletes play, talking back to the coaches or refs, badmouthing your fellow teammates, etc. Players are also expected to PLAY in a sportsmanlike way. As coaches and board members, we will strive to coach the athletes to understand what is acceptable play and what is bordering on too aggressive/abusive/dangerous. Players will not purposefully push, shove, trip, run into/mow over, kick or otherwise do something to cause another player harm in the name of the game. Such actions will result in first a verbal warning the second warning the player is sat on the bench for the duration of the game, and final infraction will result in expulsion from the club.
Spectators are to be seated at least three feet (3’) from the field line regardless of level, on the opposite side of the players bench. Only players and coaches are allowed on the players bench, with the exceptions of board members who are allowed unrestricted access to the facilities to ensure appropriate function. For field seating, at the Caro fields: U6/U8 will not allow spectators to sit behind goals. U10, no sitting behind goals, and parents are asked to sit along the sides with the varsity/U15 goals. Players will be seated between the two fields as their “bench”. U12, no sitting behind goals, and parents are asked to sit along the treeline by the parking lot, as the players' bench is on the north side of the field. U15, players sit on the north side of the field, and spectators are to stay on the side with the pavilion and concession stand.
Section 3 — Clothing
Members are reminded that this is a childrens sporting event. As such, for athletes, the uniform is required to be: shin guards, covered by black socks, black shorts, which need to meet the “finger tip” rule, their jersey (loaned out by CSC), and soccer cleats. In cold weather, black sweats or leggings are permitted - shin guards and black socks still required, and sweatshirts under the jersey, with any hood tucked into the jersey as well. Members not participating on the field are requested to also adhere to the “finger tip” rule on length of pants, shorts, skirts/dresses, and wear appropriate footwear to avoid unnecessary slips, trips and falls. For breastfeeding mothers, you are NOT required to cover while feeding your child, but understand that some spectators may take issue. Please be respectful of those around you while feeding, and bring to the board's attention anyone causing issues. We ask that men refrain from going shirtless and women wear tops providing coverage to breasts with supportive protection to keep breasts from falling out of your top. This is a kids sporting event, not a beach, pool, or club. Please remember that when dressing.
Section 4 — Eviction of Members
The board reserves the right to refuse entry of athletes and/or family members based on previous acts of the athlete or family members, including, but not limited to, bullying, dress code violation, making other athletes and members feel uncomfortable for any reason. The board also reserves the right to veto prospective coaches based on any of the items listed above as well.
The above Bylaws were approved and adopted by the Board of the Caro Soccer Club.