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Hillsboro Heat Soccer Club

bylaws


Hillsboro Heat Soccer Club By-Laws

Adopted: March 13, 2014

Article 1: Name and Status
This organization shall be known as the Hillsboro Heat Soccer Club,
(hereinafter referred to as HHSC).
HHSC is a Nonprofit Organization
HHSC Tax Exempt ID # is : ID/EIN 46-5201475
Article 2: Mission
HHSC is designed to promote the game of soccer through the training of players and coaches, of all ages and skill levels. We will be using the player/coach developmental model outlined by the U.S. Youth Soccer Association (USYSA) and, the New Hampshire Soccer Association (NHSA). HHSC is committed to providing a fun, safe, and competitive environment for all of its members. HHSC will strive to build each players character, on as well as off the field, by learning the virtues of respect, self-esteem, team work and the value of good sportsmanship. We intend to provide an opportunity for youth to participate and develop to their potential in a high quality soccer program that allows individual goals to be achieved.
Article 3: Affiliation
HHSC is an affiliated member of any league sanctioned by Granite State Youth Soccer (hereinafter referred to as GSYSL), United States Youth Soccer Association (hereinafter referred to as USYSA), the United States Soccer Federation (hereinafter referred to as USSF), the New Hampshire Soccer League (hereinafter referred to as NHSL), and the New Hampshire Soccer Association (hereinafter referred to as NHSA). The HHSC will maintain membership in good standing within these organizations, and comply with their constitution and by-laws and rules and regulations.
Article 4: Governing Authority
The governing authority of the HHSC shall be the Board of Directors. The powers of the Board of Directors are delegated by the club by-laws as approved or amended by the club's general membership. The members of the Board of Directors are the club's Officers and shall be elected by the club's general membership. The corporation's Trustees are the President, Secretary, and Treasurer.

Article 5: Board Of Directors
Section 1: Board Of Directors Meetings
The Board of Directors shall conduct an official business meeting on a monthly basis. This meeting is open to the general membership. A simple majority of the Board of Directors shall constitute a quorum; a quorum is required for an official business meeting to take place. Meetings shall be conducted according to the form prescribed in Robert's Rules of Order. Official business meetings may also be called by the President or a simple majority of the Board of Directors.
Section 2: Term Of Office
The term of office for each Director and the President shall be for two fiscal years, beginning August 1st after election.
Section 3: Elections
The Board of Directors shall be elected by the general club membership at the annual membership meeting. Annual membership meetings will be held in the month of June.

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Approximately half of the Board of Director positions shall be open for election in one year, with the remaining positions open for election in the succeeding year. To maintain continuity the President and Vice President will be elected in alternate years.
1) Candidates for election must be members in good standing.

2) Candidates for the position of President must have been a club member for at least one year. 3) Voting may be by voice vote, roll call vote or written ballot as determined by the Board of Directors.
Section 4: Temporary Board Positions

From time to time a Board position may be vacated or open. The President has the authority to appoint a temporary board member to fill the position until the next election date. At the next general election, the vacated/open position shall be filled by election for either the remaining year of the current term, or for a new two year term as appropriate.

Section 5: Responsibility And Authority
All actions of the Board of Directors require the affirmative vote of a simple majority at an official business meeting. The Board of Directors shall have the following responsibilities and authority:
1) Implement and enforce all provisions of the club's by-laws, policies and procedures. In addition, the Board of Directors shall recommend changes and/or amendments to the by-laws to the general membership.
2) Conduct the ongoing day-to-day operations of the club. To this end personnel actions, operating rules, policies and procedures may be implemented upon approval of a simple majority of the board members present at an official Board of Directors meeting. All actions, rules, policies and procedures must be consistent with all provisions of the club's by-laws.
3) Represent the club at meetings of any affiliated organizations.
4) The Board of Directors is responsible for developing coaching licensing levels, training criteria, performance requirements and evaluation criteria. The Board of Directors approves the appointment of head coaches and assistant coaches of the member teams. Coaches and assistant coaches are appointed for terms of one seasonal year. This authority includes the authority to remove and/or replace a coach or assistant coach at any time. These actions must be voted on at an official Board of Directors meeting.
5) The Board of Directors has the right and authority to suspend, bar completely, or otherwise discipline any player, coach, assistant coach, manager or adult member for due cause. Due cause includes, but is not limited to; failure to comply with rules andd regulations, failure to fulfill membership requirements, any violent or abusive action/language or any action that is disruptive to club operations or hinders the fulfillment of club objectives. These actions must be voted on at an official Board of Directors meeting.
6) Once elected, a board member may only be removed from office via a two-thirds vote of the Board of Directors.
7) Approve the formation of member teams. This includes determining the number and makeup (age groups and specific members) of member teams.
8) Approve the applications of all youths desiring participation in the club programs.

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9) Develop the club's budget, approve budgeted operating expenditures and determine registration fees and special assessments. All of these actions must be approved at an official board meeting. With regard to expenditures, the President may authorize non-budgeted expenditures up to $500 without a vote by the Board of Directors. The President is responsible for reporting such an action to the Board of Directors at the next regularly scheduled meeting of the Board of Directors.
10) Maintain the Problem Resolution Procedure handling any adverse decision.
Section 6: Positions And Specific Assignment Of Duties
The Board of Directors shall be made up of the President, Vice President, Secretary, Treasurer, and Registrar.
The specific duties and responsibilities assigned to each position follows:
President
A. Organizes and presides at official Board of Directors meetings and general membership meetings.
B. Responsible for the overall management of the club's operations. May make operational decisions with respect to specific situations, including the authority to temporarily suspend any appointed club official, when it is impractical to solicit full Board of Directors approval. Any such action must be reported to the Board of directors in a timely manner and is subject to their review and approval. Only the Board of Directors has the authority to make permanent policy, personnel or operational changes.
C. Overall responsibility for the implementation of decisions by the Board of Directors.
D. Signs checks as an alternate for the Treasurer.
E. Appoints temporary Board of Directors members.
F. Acts as the club's primary representative at mandatory affiliate meetings.
G. Represents the club at monthly League meetings and functions as League Contact.
H. Responsible for developing team fighting.
I. Responsible for developing game schedules and field assignments.
J. Responsible for coordinating referee assignments with the league.
K. Responsible for the coordination and development of the referee mentoring program.
L. Develops and manages programs that improve and enhance the knowledge and skill of the club's coaches.
M. Ensures coaches meet league and club licensing and training requirements.
N. Acts as the coaches representative to the Board of Directors. Communicates policy decisions, procedures and general information to the coaches from the Board of Directors.
O. Coordinates the distribution of information on tournaments, coaching clinics and licensing courses.
P. Evaluates coaches and recommends appointment, developmental actions or removal of individual coaches. Recommendations are made to the full Board of Directors for approval.
Q. Organizes and manages tryouts.
R. During the fall/spring soccer seasons, ensures that the game and practice fields are in a safe and playable condition.
S. Coordinates all activities associated with maintaining and preparing fields and equipment for games and practices.
T. Prepares an annual budget for field maintenance and submits same to the Treasurer, to be included in the annual club budget.
U. Schedules all practice locations with the Township, Board of education, and League Contact. V. Manages and accounts for all club equipment.

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W. Responsible for timely procurement of club equipment.
X. Prepares an annual budget for club equipment and submits same to the Treasurer, to be included in the annual club budget.
Y. President may only vote to break a deadlock.
Z. The President is a Trustee of the Corporation.
Vice President
A. Assumes all powers of the President in their absence.
B. Performs responsibilities as assigned by the President.
C. Overall responsibilities for club public relations.
D. Liaison with local government and school officials on various matters affecting the Club.
E. Maintains the Clubs By-Laws
F. maintains the Clubs Policies and Procedures.
G. Responsible for coordinating and managing all club fund raising activities.
H. Coordinates publicity for club activities and accomplishments within the community.
I. In coordination with the Registrar, Manages the Fall and Spring Picture days.
J. Coordinates the Annual Dinner Dance and Awards Night.
K. Prepares the annual budget for fundraising activities and submits to the Treasurer to be included in the annual club budget.
L. Timely utilization of the local print, TV and other media to disseminate information about Club events.
M. Assists various Board members in assembling communication needs for various Board sanctioned activities, including fundraisers, picnics, tryouts, training schedules, etc.
N. Become a strong advocate for Hillsboro Heat Soccer Club (HHSC) including its mission.
O. Build positive relationship with the Board of Education, Hillsborough Chamber of Commerce, local news and local businesses who support the Club.
P. Help to develop a sponsorship program.
Secretary
A. Takes and maintains the minutes of all meetings of the Board of Directors. Upon approval of the Board of Directors, these minutes become the official record of actions taken by the Board of Directors.
B. Handles correspondence not otherwise assigned.
C. Maintain files of all official club correspondence, generated by any member of the Board of Directors.
D. Sends out meeting notifications and other official correspondence as assigned.
E. Gathers, organizes and distributes quarterly newsletters at the beginning of each Soccer Session (Spring, Fall, Winter Session #1 and Winter Session #2).
F. Prepares and distributes periodic bulletins on newsworthy items, including significant Board decisions, players and coaches accomplishments, etc.
G. Coordinates with Web Manager to ensure that website information is current and up to date with pertinent necessary information.
H. The Secretary is a Trustee of the Corporation.
Treasurer
A. Develops the annual club budget and submits same to the Board of Directors for approval. The budget is developed to coincide with the club's fiscal year.
B. Maintains a record of all club expenditures and submits a Treasury Report monthly at the official Board of Directors meeting. In doing so, this keeps the Board of Directors advised of the status of expenditures against the current budget.

C. Manages the Clubs checking and other accounts as assigned.
D. Maintains the Club's financial records, tax records and documents.
E. Files and maintains the articles of incorporation with the state of New Hampshire.
F. The Treasurer is a Trustee of the Corporation.
Registrar
A. Manages and accounts for all club uniforms and accessories.
B. Responsible for the timely procurement of Team Uniforms.
C. Prepares competitive bidding presentations for purchases on an ongoing basis for the Board of Directors review.
D. Manages and coordinates player and team registration. This includes ensuring that all registration activities are completed in a timely and thorough manner.
E. Maintains official player and team registration documents and records. This includes the status of non-town residents, currently playing with the club.
F. Responsible for ensuring that the coaches have current and correct contact information for the players on the team they are coaching that season.
G. Maintains coaches licenses and all other required certifications.
H. Plans and organizes Picture Day.
I. Coordinates recruitment activities to keep the clubs roster numbers strong.

Article 6: Membership
Section 1: Extending Membership
Membership in the HHSC shall be by invitation of the Board of Directors. Membership shall be extended to youth players and their parents or guardians. The Board of Directors may extend membership to other individuals at its discretion.
Section 2: Voting
Voting privileges are extended to members who are at least 18 years of age, and who have attended at least two consecutive official Board of Directors meetings annually.
Section 3: Eligibility
Extension of membership will in no way be influenced by an individual's race, sex, creed or national origin. The ability of a youth player to safely play the game must be taken into consideration.
Section 4: Affiliate Leagues
Youth players must fulfill the registration requirements of the affiliate league(s), the USYSA, the USSF, the GSYSL, the NHSL, the NHSA, and the HHSC. This includes the timely payment of all registration fees and assessments associated with these organizations.
Section 5: Registration Fee
The registration fee is determined by calculation from the annual budget. The fee is intended to cover the cost of running the program and meet the clubs financial obligations to the affiliate organizations. This is a nonprofit organization.
Section 6: Conduct
Membership is contingent upon compliance with the by-laws/ constitutions, policies and procedures of the USYSA, the USSF, the GSYSL, the NHSL, the NHSA, and the HHSC. Members accept the responsibility to review and understand these said by-laws/constitution, policies and procedures. In addition, members are expected to conduct themselves in a sporting like manner at all times; exhibiting respect for the game, officials, players and spectators. Any abusive or violent behavior by a player or adult member may constitute grounds the cancellation

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of membership.

Article 7: Fiscal And Seasonal Year
Section 1: Fiscal Year
The fiscal year begins on August 1st and ends on July 31st.
Section 2: Seasonal Year
The seasonal year is defined by the United States Soccer Federation.
Article 8: Annual And Other Official Membership Meetings
There shall be an annual membership meeting, usually held during June each year. The Board of Directors must provide the membership with 90 days prior notice of this meeting. Other special official membership meetings may be called at any time during the year, by the Board of Directors, with at least two weeks prior notice to the membership.
Article 9: Amending The By-Laws
Amendments to the by-laws require the approval of a simple majority of all the voting members present at the annual membership meeting. Any member can submit a proposed amendment to the by-laws, requesting a vote by the general membership at the annual membership meeting. Any such proposal must be submitted to the club Secretary, in writing, at least 60 days before the annual membership meeting. All proposed amendments to the by-laws must be circulated to the general membership at least 30 days prior to the annual meeting.
Article 10: Conflict Of Interest
Any possible conflict of interest on the part of any member of the Board, officer or employee of the Corporation, shall be disclosed in wriing to the Board and made a matter of record through the annual procedure and also when the interest involves a specific issue before the Board. Where the transaction involving a Board member, trustee or officer exceeds five hundred dollars ($500.00), but is less than five thousand dollars ($5,000.00) in a fiscal year, a two-thirds (2/3rds) vote of the disinterested directors is required. Where the transaction involved exceeds five thousand dollars ($5,000.00) in a fiscal year, then a two-thirds (2/3rds) vote of disinterested directors and publication in the required newspaper is required. The minutes of the meeting shall reflect that a disclosure was made, the abstention from voting, and the actual vote itself. Every new member of the Board will be advised of this policy upon entering the duties of his/her office, and shall sign a statement acknowledging, understanding of and agreement to this policy. The Board will comply with all requirements of New Hampshire law in this area and the New Hampshire requirements are incorporated into and made a part of this policy statement.

Article 11: Indemnification
In accordance with NH RSA 293-A:5, the Board of Directors may authorize the Corporation to pay the expenses incurred by, or to satisfy a judgment or fine rendered or levied against, a present or former Director of the Corporation in an action brought against such person, whether or not the Corporation is joined as a party, when such expenses or charges impose a liability or a penalty on such person for actions alleged to have been committed by such person, or by the Corporation, or both, while such person was a Director; provided, the Board of Directors determines that such Director was acting in good faith within what was reasonably believed to be the proper scope of his/her authority and for a purpose which was reasonably believed to be in the best interests of the Corporation. Payments authorized hereunder may be made on an interim basis and may include amounts paid, and expenses incurred in settling any connection with any such claim or liability.

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The amount paid to any present or former Director by way of indemnification shall not exceed the actual, reasonable and necessary expenses incurred in connection with the matter involved. The provisions of this section shall apply to the estate, executor, administrator or legatees or devises of a Director, and the term "person" where used in the foregoing section shall include the estate, executor, administrator, heirs, legatees or devises of such person.

The indemnification provisions contained herein shall not apply if the person is finally adjudged in any action, suit or proceeding not to have acted in good faith in the reasonable belief that his/ her action or failure to act was in the best interests of the Corporation.