MSA Constitution and Bylaws
 Version 2010/28/6. Rel1

Table of Contents
Article I - Name, Affiliation, and Purpose
Section 1 - Name
Section 2 - Affiliation
Section 3 - Purpose
Article II - Membership
Section 1 - Members
Section 2 - Sustaining Members
Section 3 - Associate Members
Section 4 - Additional Membership
Section 5 - Area
Section 6 - Voting
Article III - Government
Section 1 - Robert's Rules of Order
Section 2 - Open Meetings
Section 3 - Elected Executive Board Directors
Section 4 - Appointed Executive Board Directors
Section 5 - Responsibilities
Section 6 - Attendance
Section 7 - Vacancies on the Elected Board
Section 8 - Vacancies on the Nominated Board
Section 9 - Quorum for Conducting Business
Section 10 - Quorum for Voting
Section 11 - Elections by Secret Ballot
Section 12 - President
Section 13 - Vice President of Operations
Section 14 - Secretary
Section 15 - Treasurer
Section 16 - Vice President of A&D
Section 17 - League Commissioner(s)
Section 18 - Director of Coaching Education and Player Development
Section 19 - Cup and Games Director
Section 20 - Referee Representative
Section 21 – Community Relations Director
Section 22 – Appeals and Disciplinary Committee
Section 23 - A&D Appeals
Section 24 - Schedule of Board Meetings
Article IV - Qualifications for Election and Terms of Service
Section 1 - Qualifications
Section 2 - Waiver of Qualifications
Section 3 - Terms of Office
Section 4 - Number of Terms of Service
Section 5 - Removal of Executive Committee Members
Article V – Non-voting Association Staff Positions
Section 1 - Registrar and Assistant Registrar
Section 2 - League Director(s)
Section 3 - Referee Assignor
Section 4 - Scheduler
Section 5 - Field Directors
Section 6 - Office Administrator
Article VI - General Membership Meetings
Section 1 - Annual General Meeting
Section 2 -– Annual General Meeting Notice
Section 3 - Additional General Meetings
Section 4 - Elections
Section 5 - Start Date for Officers and Directors
Section 6 - Quorum to Transact Business
Article VII - Ancillary Documents
Section 1 - Other Association Documents
Section 2 - Changes to Documents
Article VIII - Amendments
Section 1 - Amendments to the Constitution
 

ARTICLE I - NAME, AFFILIATION AND PURPOSE

Section 1 - Name
The name of this Association shall be the McKinney Soccer Association, hereafter referred to as the Association. The Association will be a non-profit organization.

Section 2 - Affiliation
This Association shall be affiliated with North Texas State Soccer Association and its affiliates.

Section 3 - Purpose
The purpose of the Association will be:
1. To advance and promote the game of soccer for youth and adults.
2. To provide the opportunity of fun and recreation through the development of leadership, courage, and fair play through team competition
3. To develop the highest levels of ideals, sportsmanship, and fellowship
4. To provide competent leadership for the attainment of a successful soccer program
5. To ensure that all players who wish to participate may do so without regard to sex, race, religion, or any other social label and in recreational leagues, without regard to playing ability.

ARTICLE II - MEMBERSHIP

Section 1 - Members
The members of the Association shall consist of sustaining and association members.

Section 2 - Sustaining Members
Sustaining members shall be the parents and/or legal guardians of those youth players participating in an association program, members of the Board of Directors, coaches, assistant coaches, team managers, adult players and certified referees.

Section 3 - Associate Members
Associate members shall be those institutions, organizations, or persons not having a child participating in the Association program, but evidencing a continuing interest in the advancement of soccer.

Section 4 - Additional Membership
The Association Board of Directors shall determine further qualifications and requirements for membership.

Section 5 - Area
The geographical area shall be that defined as the McKinney Independent School District.

Section 6 - Voting
All members may vote in the general election held in the spring of each year.

ARTICLE III - GOVERNMENT

Section 1 - Robert's Rules of Order
All meetings of this Association shall be governed by Robert's Rules of Order, except as stated elsewhere.

Section 2 - Open Meetings
All business meetings of the Board of Directors shall be open meetings.

Section 3 - Elected Executive Board Directors
Officials of the Association, which shall be elected by the membership, are:
-         President
 -      Vice-president of Operations
- Vice-president of A&D
-         Secretary
-         Treasurer
-         Adult Commissioner
-     Boy’s Commissioner
-     Girl’s Commissioner
-     Community Relations Director

Section 4 - Appointed Executive Board Directors
Additional directors of the Association shall be nominated by the President and approved by the previously approved Officers and Directors (with the exception of the Referee Representative) and shall include the following:
- Referee Representative (selected by the Referee Association and confirmed by the Board of Directors).
-         Director of Coaching Education and Player   Development
-         Cup and Games Director

Section 5 - Responsibilities
The Executive Board of Directors (or “Executive Committee”), as defined in sections 3 & 4 above, is responsible for the following activities:.
- Each member casts one vote, and the President casting the tie-breaking vote , if necessary.
-        Consist of the Association officers and Directors
-        Conduct the affairs of the Association
-        Set forth rules of play and all requirements for registration of players
-        Coordinate the activities of the Association with the proper Recreational Department of other official bodies of the City of McKinney
-        Establish playing fees
-        Coordinate play between the Association and other NTSSA affiliates
-        Abide by guidelines of the McKinney Soccer Association Constitution, Local Rules and Regulations, North Texas State Soccer Association, United States Youth Soccer Association, and FIFA
- Act as Field Director on game days, supervising game day activities and monitoring/enforcing the laws of the association.

Section 6 - Attendance
Any member of the Board of Directors can have their office declared vacant by a majority of the Board, if any one of the following situations occur within one soccer year (June 1st - May 31st) without such absence being excused by the remaining body of the board.
-         Three (3) unexcused absences
-         Four (4) consecutive absences of any type
-         Six (6) absences from regularly scheduled meetings

Section 7 - Vacancies on the Elected Board
In the event of a vacancy occurring among the members of the Board of Directors, the President will nominate a member of the Association to fill the vacancy for the unexpired term.
a)       If the vacancy should occur in the Presidency, the Vice-president of Operations will succeed the title, duties, and powers of the Presidency for the remainder of the unexpired term. He/she shall also nominate a vice-president to assume that role for the unexpired term.
b)       If both the President and Vice-president offices are vacant, the Vice President of A&D will succeed the title, duties, and powers of the Presidency.
c)       If neither the Vice-President of Operations nor VP of A&D wishes to succeed to the Presidency or if both officers resign, the remaining Board members shall elect new officers for the remainder of the term.

Section 8 - Vacancies on the Nominated Board
Any vacancy not covered elsewhere shall be filled through nomination by the President and approved by the Board.

Section 9 - Quorum for Conducting Business
A two-thirds majority of the existing Executive Committee shall constitute a quorum for transacting business.

Section 10 - Quorum for Voting
A majority of the Board Executive Committee quorum unless specified elsewhere may decide the vote on an issue.

Section 11 - Elections by Secret Ballot
The offices will be elected by a secret ballot of the Association membership.

Section 12 - President
The President shall be charged with the overall administrative and executive functions of the Association.  As Chief Executive Officer, the President:
a.        shall be chairman of the Board of Directors;
b.       shall preside at all general membership meetings;
c.        shall appoint such additional committees as deemed necessary to carry out the functions of this Association;
d.       shall take prudent and reasonable actions of cases not covered herein;
e.        shall act as a liaison between the Association and the Parks Department;
f.         shall delegate authority and/or responsibilities to other Board members, Directors or members as may be necessary;
g.       shall deliver to the new President, when leaving office all notes, records and information pertaining to the Association in his possession.

Section 13 - Vice-president of Operations
The Vice-president of Operations shall:
a. assist the President in the performance of his duties
b. assume and exercise all duties of the President in his absence
c. Supervise office staff and any contracted workers
d. Handle all insurance matters
e. Handle all real estate matters
f. ensure adequate field marshals and security are present for all events

Section 14 - Secretary
The Secretary will:
a.        record the minutes of all meetings and attend to all correspondence and keep the records of  the Associations
b.        be responsible for arranging league pictures
c.        submit to NTSSA all changes in the Constitution or Bylaws within one week after change
d.       send NTSSA after elections and by June 1st the new Officers and Board members with addresses
e.        deliver to the new secretary, when leaving office all notes, records and information

Section 15 - Treasurer
The Treasurer will:
a.       collect all moneys of the Association and keep a detailed account of all expenditures
b.       make all disbursements approved by the Board of Directors
c.       sign all checks on the Association account
d.       submit a written financial statement of the year to the annual meeting in May and written report at all Board meetings
e.       prepare and communicate the budget at all board meetings 
f.        work with the registrar to collect money and turn it into the bank at       registration
g.       deliver to the new treasurer, when leaving office all notes, records and information in his possession

Section 16 – Vice-president of A&D
The VP of A&D will:
a.        attend all NTSSA meetings as the official McKinney representative with the power to vote
b.       keep all rules and regulations of the Association and make them available to coaches and parents
c.       be available for all association general meetings to inform coaches and parents of rules and regulations
d.       ensure association is in compliance with NTSSA and FIFA guidelines  
e.        be chairman of the Appeals and Disciplinary Committee
f.       receive all appeals in writing and shall forward them in a timely manner to the Appeals and Disciplinary Committee
g. liaise with NTSSA and report disciplinary actions as necessary to remain in compliance with NTSSA A&D policies
 
Section 17 – League Commissioner (Boys, Girls & Adult)
The League Commissioners will:
a.            Be responsible for recruiting and training league directors as needed for their divisions.
b.            Ensure all draft and team formation guidelines are followed.
c.            Ensure all draft and team formation deadlines are met for their divisions.
d.            Ensure proper field director coverage is provided during game times for their divisions.
e.            Provide leadership and guidance to league directors to ensure necessary communication with coaches is taking place.
f.              Consult their league directors for input on board voting issues and act as the leagues voting representative at board meetings.
g.            Attend coaches meetings and roster pickup sessions.

Section 18 - Director of Coaching Education and Player Development
The Coaching Director will:
a.       set coaches' clinics each season
b.       serve as resource person for coaches
c.       aid League Director in recruiting coaches
d.       present youth clinic/camp recommendations to the board

Section 19 - Cup and Games Director
The Cups and Games Director will:
a.       be responsible for the planning, organizing and implementation of all MSA hosted tournaments
b.       be responsible for the entries to the Tournament of Champions
c.       be responsible for ordering trophies, awards, balls, patches, nets, flags and other equipment as necessary

Section 20 – Referee Representative
The Referee Representative will:
a.                  Be elected by the current referee association to be the voting representative with MSA.
b.                  Be approved by the board of directors for a one year term.
c.                  Report to the board any updates from the referee association meetings.
d.                  Update the referee association with any communications from the board of directors.

Section 21 – Community Relations Director
The Community relations Director will:
a.      Manage all public/community relations activities.
b.      Generate awareness campaigns with MISD and other appropriate organizations.
c.      Lead sponsorship acquisitions.
d.      Lead newsletter activities.
e.      Organize media relations and advertising.
f.        Respond to parent and member inquiries.

Section 22 - Appeals and Disciplinary Committee
The Appeals and Disciplinary Committee:
a.        Chairman shall be the vice-president of A&D
b.       VP of Operations shall be ex-officio member
c.        Additional members shall be appointed by the Chairman and approved by the Board of Directors
d.       Quorum shall be three (3)
e.        Members shall not exceed nine (9)
f.         Will hear all game protests
g.       Will handle all breaches of the association rules
h.       Will have its decision further appealed per the NTSSA Rules and Regulations guidelines
i.         Assistant Chairman shall be elected by quorum present and shall serve as Chairman upon the Chairman's absence

Section 23 - A&D Appeals
Decision made by the Board of Directors may be appealed as provided in the NTSSA Rules and Regulations.
Section 24 - Schedule of Board Meetings
Meeting of the Board of Directors shall be regularly held once each month.  Additional meetings may be called by the President whenever deemed necessary or on the request of any Board Member.

ARTICLE IV - QUALIFICATIONS FOR ELECTION AND TERMS OF SERVICE

Section 1 - Qualifications
Qualifications for Election:
a.        The President must have two (2) years experience as a board member of the Association within the last three (3) years, one of which must be the current year of the election
b.       The VP of Operations and VP of A&D must have one (1) year experience as an Officer or Directorboard member of the Association within the last three (3) years
c.        The Secretary, Treasurer and Community Relations Director must have one (1) seasons experience as a sustaining association member.
d. The Boy’s, and Girl’s and Adult Commissioners must have one year experience as a league director or board of director’s position.
e. The Director of Coaching Education and Player Development must have a minimum of a D coaching license.

Section 2 - Waiver of Qualifications
Qualifications for all offices except President can be waived by two-thirds (2/3) vote at the General Meeting, but only if no candidate is presented who meets the qualification requirements.

Section 3 - Terms of Office
Term of office:
a.    The term of service shall be two (2) years with the exception of the Referee Representative which will be reappointed each year.
b.    Elections for President, Treasurer, Boy’s Commissioner and VP of A&D will be in odd-numbered years.
c.  Elections for VP of Operations, Secretary, Girl’s Commissioner, Adult Commissioner and Community Relations Director will be in even number years.

Section 4 - Number of Terms of Service
All officers and Directors of the Association may succeed themselves without limitations

Section 5 - Removal of Executive Committee Members
Any member of the executive committee shall be required to resign following a vote of no confidence in their ability to remain in office.  A petition for such a vote must be submitted in writing to the executive committee by a minimum of two (2) board members.  The vote of no confidence must be passed by a two-thirds (2/3) majority of board members at a regularly scheduled meeting at least fourteen (14) days after written notice of such pending petition
Any member of the executive committee may be suspended by the President or a two-thirds (2/3)-majority vote of the remaining executive committee members following a receipt of a petition of no confidence.  The suspension will remain in effective until the member is removed or reinstated at the aforementioned regularly scheduled meeting.

Article V – Non-Voting Association Staff Positions

Section 1 - Registrar and Assistant Registrar
The Registrar and Assistant Registrar will:
a.       be responsible for sending the Association rosters to NTSSA
b.       obtain check from Treasurer for the NTSSA registration
c.       establish registration dates, forms, etc.
d.       form a committee to aid in registration
e.       keep all birth records of the players
f.        approve travel permits
g.       be responsible for sending in select team rosters to NTSSA
h.       coordinate the collection and payment of fees with the association   treasurer
i.        act as a liaison between the association and the select teams
j.        administer the risk assessment process, send NTSSA all necessary information on coaches and coordinate the distribution of coaches cards

Section 2 - League Director(s)
The League Director will:
a.      act as liaison between the coaches and the Board and respond to all inquiries within 48 hours and/or escalate if needed
b.      responsible for the team formation (draft) in their respective league(s)
c.      set up teams within the regulations of the association and NTSSA
d. provide scheduler with the number of teams playing in their division(s) by deadline given
e. assist in establishing and enforcing playing rules
f. provide MSA with completed draft actions by set deadlines 
g.      determine number of awards needed and inform Cups and Games Director
h.     inform Cups and Games Director of the Tournament of Champions entry and complete the necessary paperwork
i.      recruit coaches for teams
j.      promote growth and unity in the Association
k.     coordinate re-scheduling of games with the Scheduler and Referee Assignor and inform the teams
l. assist in game day activities and mentor coaches/parents
m. attend coaches meetings and roster pickups each season

Section 3 - Referee Assignor 
The Referee Assignor will:
a.       be responsible for setting referee clinics and additional updates through the season as needed
b.       the Referee Assignor shall supervise the activities of the Assistant Referee Assignor
c.       provide formal and informal assessments of each referee as required
d.       be a certified referee and referee assignor.

Section 4 - Scheduler
The Scheduler will:
a.       create schedules for play and send copies to the secretary for publication
b.       coordinate rescheduling of games with the League Directors and Referee Assignor
c.       aid in the scheduling of Association supported tournaments

Section 5 – Field Directors (Marshalls)
The Field Director will:
a.       patrol fields on game days to assist with coach and parent inquiries
b.       monitor games for any issues that may need to be reported to referee assignor,  and/or league director for action
c.       remind parents and/or coaches of league policy regarding sideline activity as needed (refer to coach and parent code of conduct)
d. issue coaching cards, temporary cards, and game reports per MSA guidelines
e. assist in opening and closing facilities
f. assist in gathering game reports and misconduct reports

Section 6 – Office Administrator
The Office Administrator will:
a.      assist and support Treasurer with book keeping entries, reports, etc
b.      perform daily office functions and operation
c.      order office supplies as needed
D. PREPARE COPIES AND REPORTS FOR BOARD MEETINGS
E. PERFORM OFFICE RECEPTIONIST DUTIES AND ESCALATE ANY CALLS OR INQUIRIES TO APPROPRIATE BOARD MEMBER IF NEEDED 

ARTICLE VI - GENERAL MEMBERSHIP MEETINGS

Section 1 - Annual General Meeting
The Annual General Meeting shall be held on a date set by the Executive Committee at the March Board of Directors meeting.  . The meeting can be changed at the discretion of the MSA Board of Directors, who may change it when deemed necessary, for the purpose of canvassing the ballots cast for the election of new officers and to consider any amendments to the Constitution.

Section 2 - Annual General Meeting Notice
The Annual General Meeting shall be set and notice given to all coaches and parents no later than four weeks  prior to the meeting.  Notice shall be given by electronic e-mail and/or posted on the official web site of the Association and/or by placing a notice at the playing fields each Saturday for four weeks prior to the Annual General Meeting.

Section 3 - Additional General Meetings
Additional General Meetings may be held upon call from the President or a majority vote of the Board of Directors.

Section 4 - Elections
Voting for the officers shall take place prior to the Annual General Meeting from 9:30 a.m. to 4:00 p.m. on a day so designated, not necessarily on the day of the Annual General Meeting.
1.       It shall be by secret ballot.
2.       Candidates for office shall announce their intent to run at a Board of Directors meeting no less than one week prior to the vote by informing the President or Board of Directors in writing.
3.       The Election Judge shall see that ballots are printed to include all candidates.
4.       No electioneering shall take place on the soccer fields on Election Day.
5.       No one running for office may serve as election official.
6.       An Election Committee of at least three (3) and no more than seven (7) shall be appointed by the President or Vice President of Operations- which shall be the official who’s position is not up for re-election in the particular election.  Election Officials shall be composed of outgoing Board Members, Association Members, and/or current Board Members so long as they are not seeking election or re-election in the particular election.  The Election Officials shall elect an Election Judge from among themselves. The Election Judge is the final arbiter during the election.
7.       Election officials shall be responsible for the security of the secret ballot.
8.       Election results shall be counted by the Board of Directors and verified as true results.
9.       The list of candidates shall be posted on the official web site of the Association as soon as possible after the candidates have notified the President of the Board of Directors.  If the lack of opportunity to post these candidates as a result of a late candidacy notification, then the list of candidates  will be posted at the polls at the time of polling.

Section 5 - Start Date for Officers and Directors
The new Officers and Directors shall take office on June 1st.

Section 6 - Quorum to Transact Business
A quorum to transact business at a General Meeting shall be 75 members in good standing. Resolutions and decisions by a majority vote of the members present at any General Meeting will be binding upon all affiliated members provided there is a quorum.

Section 2 - Changes to Documents
Changes in these ancillary documents may be made by a majority of a quorum of the Executive Committee at a proper meeting.

Section 1 - Amendments to the Constitution
This Constitution may also be amended by two-thirds majority vote of the members present at any General Meeting provided there is a quorum present. Any proposed changes to the Constitution and Bylaws must be submitted in writing to the Executive Board at least 30 days prior to the General Meeting and the membership must be informed of the proposed changes by email and website announcement at least 21 days prior to the meeting.  The effective date of the changes cannot be earlier than thirty (30) days after the date of vote