The Peterborough Youth Indoor Soccer Club

Bylaws - (April 6, 2004) March 30, 2006

ARTICLE I - PARTICULARS

1. The name of the organization shall be known as the Peterborough Youth Indoor Soccer Club and shall be referred to as the PYISC or the Club.
2. The principal office of the PYISC shall be in the City of Peterborough, address 171A Rink Street, Suite 255, Peterborough, Ontario, K9J 2J6
3. The PYISC is affiliated with the Ontario Soccer Association (OSA) and the East Central Ontario Soccer Association (ECOSA).

ARTICLE II - PURPOSES

Mission Statement: The PYISC leagues mission statement is:
TO BE ACKNOWLEDGED AS PROVIDERS OF TEAM AND FAIR PLAY, SKILL DEVELOPMENT AND TO ENCOURAGE FUN AND FITNESS FOR LIFE

1. The object of the PYISC is to promote indoor soccer as a sport, to organize soccer teams for boys and girls under the age of eighteen.
2. The PYISC is nonprofit organization.

ARTICLE III - MEMBERSHIP AND FEES

1. Membership in the PYISC is open to persons whose children play for the PYISC and are in good standing in the community.
2. Members shall be those people who do not pay fees but give their time for the purpose of promoting, coaching, refereeing and assisting in any possible way for the improvement of indoor soccer through the PYISC and shall be entitled to the same privileges as full members.
3. Members must remain in good standing with regard to payment of fees or dues.
4. Volunteers must undergo a screening process according to the PYISC Screening Policy.
5. Membership may be terminated by a majority vote of the eligible votes at a Director meeting. Termination of membership of any individual that willfully violates any provisions of the Bylaws of the Club, policies of the board or rules of the league, or commits any act which is inconsistent with principles and standards of good sportsmanship and fair play.
6. The Director may reinstate an individual that has been suspended or expelled from the Club by a simple majority vote.
7. Registration fees, late fees, and all other fees or payments shall be determined by the Director.

ARTICLE IV - DIRECTOR MEMBERSHIP

1. The Director Members of the PYISC are the governing body of the club and are responsible for the overall management of the business of the club, and for the formulation, review, and enforcement of all policies and practices of the PYISC. Only members of the Director are allowed to vote.

2. The members of the Director shall consist of the following positions:

2.1 President
2.2 Vice-President
2.3 Treasurer
2.4 Club Administrator
2.5 Secretary
2.6 Registrar
2.7 House League Manager - Boys
2.8 House League Manager - Girls
2.9 Sponsorship/Fund Raising
2.10 Equipment Manager
2.11 Head Referee
2.12 At-Large (4 positions maximum)

1. A Director member may resign at any time by either giving written notice to the Director or announcing his/her resignation at a Director meeting. The resignation shall take effect upon receipt of notice and acceptance of the resignation is not necessary to make it effective.

2. A Director Member may be removed for cause by a majority vote of the Director Members.

3. A Director Member who fails to attend three (3) successive meetings of the Director without reasonable cause may forfeit his/her office.

4. A vacant position on the Director may be filled by a majority vote of the Director members. A person so elected shall hold the position for the remainder of the term.

5. All Director members, except President, Registrar, Treasurer, Secretary and Head Referee, shall be elected by the membership at the Annual General Meeting by a majority vote of the members in attendance. A person may hold more than one office.

6. All elected positions are for a term of one (1) year except for Registrar, President and Treasurer which are two (2) year terms and all positions shall be eligible for re-election.

7. Head Referee and Secretary/Registrar shall be appointed by the President with approval of the Director members.

8. Nominations may be made by any Director member or by any member of the PYISC. The Nominee must be in good standing in the PYISC. Nominations must be made either at a Director meeting or, if from the general membership, submitted in writing to the secretary at least ten days before the AGM or in person at the AGM.

9. President is nominated from within the Director, voted by the Director.

ARTICLE V - MEETINGS

1. Regular Director meetings shall be held at least monthly from September to March. The President may hold additional meetings at any time giving adequate notice to each Director member either personally or by email, telephone, or mail.

2. A simple majority of voting members of the Director present at the Director meeting shall constitute a quorum for the transaction of any specified item of business. Only Director members may vote at a Director meeting.

3. Each voting member of the Director present shall be entitled to one vote. Voting by proxy is not permitted.

4. A majority of Director members present may adjourn a meeting to another time or place. All Director members shall be notified of the adjournment and the new time and place of the meeting.

5. The Annual General Meeting shall be held within four weeks of the last game of the indoor soccer season of each year. The AGM is open to all members of the PYISC. All members may vote at the AGM.

6. Special meetings, requested from the general members, may be called upon by written request by at least five (5) general members. No other business but that specified in the notice of the meeting may be transacted at such a special meeting without the unanimous consent of all present.

ARTICLE VI - RESPONSIBILITIES AND DUTIES OF DIRECTOR MEMBERS

1. PRESIDENT

a) Shall preside over all meetings.
b) Co-ordinate the scheduling of Director meetings and agenda with the secretary.
c) Oversee all organizational activities.
d) Be responsible for the overall operation of the club.
e) Countersign with the Treasurer on all cheques.
f) Select, with the approval of the Director, a committee, or independent outside agency if required, to audit the books and accounts of the Treasurer, and to provide a written report annually at the AGM.
g) Appoint all committees necessary to carry out the approved activities of the PYISC.
h) Attend to the arbitration of all conflicts that may affect the Club.
i) Shall liaise with ECOSA, OSA, etc.
j) Ensure that the constitution and bylaws are reviewed and amended as necessary annually.
k) Perform public relations duties including preparation of newsletters and arranging media coverage as required.
l) Prepare parent information letter, bringing forward to Director for approval and on to secretary for printing.

2. VICE PRESIDENT

a) Perform the duties of the President in his/her absence.
b) Succeed the President, pro-term, if the President resigns.
c) Assist the President in the oversight of all organizational activities.
d) Act as chairperson of Discipline Committee.

3. TREASURER

a) Maintain financial records of the PYISC.
b) Present a report of the club's finances at each Director meeting.
c) Present a written income and expense statement, and a balance statement at the AGM.
d) Accept and deposit all organizational funds in a financial institution approved by the PYISC Director.
e) Prepare, sign and submit all cheques to the president for counter signature.
f) Prepare and present to the Director an annual budget for each fiscal year.

4. SECRETARY

a) Shall be the repository of all official PYISC documentation.
b) Prepare a permanent set of minutes of the proceedings of each meeting.
c) Be responsible for all club legal and insurance documentation, and other club correspondence.
d) Maintain and update the club bylaws, by annotation additions, deletions and changes duly ratified.
e) Notify all members of schedules meetings.
f) Maintain a permanent record of all injuries suffered at all PYISC sponsored activities as reported by either team managers or coaches.
g) Gather and maintain parent contracts and any other parent commitment letters or forms from registration.
h) Maintain and update list of current general membership.
i) Shall attend postal box daily to weekly as required.
j) Shall book all rooms when needed for any meeting or function.

5. REGISTRAR (two year term)

a) Initiate registration dates and locations and book malls.
b) Prepare registration forms.
c) Setup newspaper ads in late August early September.
d) Forward registration forms to PYSC for distribution at their year-end banquet.
e) Is responsible for registering all players and coaches with ECOSA as required.
f) Provide each team manager with team roster and schedule.
g) Ensure team lists and team schedules are provided to teams.
h) Maintain on file player insurance records, and medical release.
i) Maintain on-going records for liability purposes.
j) Responsible for acquiring and maintaining registration records.
k) Maintain a player and coach database for historical purposes.

7. EQUIPMENT MANAGER

a) Liaise with facilities staff.
b) Issue and collect from each team all club supplied equipment required for the season. (i.e. game balls, first aid kits, etc.)
c) Secure from each team coach or manager, any requests for equipment replacement or first aid replenishment.
d) Monitor and maintain the quality and quantity of all club equipment.
e) Maintain an inventory of club equipment.
f) Obtain quotes for Director approval for purchase of soccer balls and other equipment.
g) Purchase house league team shirts, properly printed and issue to coaches/teams in coordination with sponsorship coordinator.
h) Provide practice equipment to teams as necessary and ensure collected at end of year.

8. HOUSE LEAGUE MANAGER - BOYS AND GIRLS

a) Maintain an active list of all PYISC coaches including names, addresses and phone numbers.
b) Recruit, supervise and liaise with Division Conveners with regards to fair play, rules of the game, balancing, etc.
c) Arrange for team selection and review results.
d) Obtain list of previous year's all-star or rep team players in order to balance teams.
e) Ensure each team has a coach and recruit if necessary.
f) Ensure schedules are provided to teams at the coaches meeting.
g) Ensure Conveners meet with coaches as required to balance teams.
h) Notify Conveners of player changes.
i) Coordinate with secretary the timing of the coaches meeting to distribute schedules, equipment, t-shirts, rules etc.
j) Chair the Coaches Meeting.
k) Ensure all Conveners and coaches are informed of the time and date of the startup meeting.
l) Coordinate house league tournament (including timely ordering of trophies and awards, as approved by the Director.
m) Sit on Discipline Committee.
n) Arbitrate coaching related conflicts (i.e. Coach/player, coach/parent, and coach/referee).
o) Notify team coaches of any club rule changes, or restrictions.

9. FUND RAISING/SPONSORSHIP

a) Review sponsorship fees for approval by the Director.
b) Review status of previous year sponsors and prepare revised sponsorship list for current year.
c) Canvas for new sponsors.
d) Deliver sponsorship/fundraising money to the treasurer when received.
e) Coordinate the ordering of the team house league shirts with the Director and the silk-screening company.
f) Organize fundraising activities.
g) Responsible for delivering plaques to sponsors at the end of the season.

10. CONVENERS

a) Communicating with coaches of club rule changes, or restrictions.
b) Notify coaches of player changes.
c) Act as a liaison between coaches and the House League Manager.
d) Monitor the division by watching the first three games of the season and provide information for balancing the teams if necessary.

11. STATISTICIAN

a) At coaches meeting, instruct coaches on the importance of accuracy of team roster sheets.
b) Gather the completed team roster sheets after week 1 from each team.
c) Maintain accuracy of team roster sheets after trades and late additions to the teams.
d) Receive game results from referees and complete the weekly results from every game. Report these results weekly to the Peterborough Examiner.
e) Accumulate and maintain weekly standings for each division with regards to games played, wins-losses-ties, points (or percentages), goals for and goals against.
f) Accumulate final standings after last regular week of play and report the final standings in each division to the house league managers as soon as possible after the last results are in. Report these results to the newspaper.
g) Receive the results of the final games in the playoffs and report these results to the newspaper.
h) Work closely with scheduler to setup schedule for tournament weekend.

12. HEAD REFEREE

a) Inform referees from the summer season of the opportunity to referee for the PYISC.
b) Update rules of the PYISC game as necessary based on changes from the Provincial Indoor Rules committee meeting held in May of each year.
c) Conduct referee training clinics for interested referees. Going through rules and expectations of conduct of players, coaches, and spectators.
d) Instruct referees on game result reporting format.
e) Work with scheduler to complete a schedule that is player and referee friendly.
f) Attend coaches meeting.
g) Distribute and go over rules of the PYISC.
h) Assign referees for regular season and playoff games.
i) Compile remuneration lists and submit to Club Treasurer so referees can be paid.

ARTICLE VII - HONORARIUMS

a) The Secretary/Administrator shall receive an honorarium.
b) The Treasurer shall receive an honorarium.
c) The Head Referee/Statistician shall receive an honorarium.
d) Honorariums shall be paid in two installments. The first installment shall be on December 15th and the second installment shall be on March 1st.

ARTICLE VIII - CLUB RULES

a) A child may not be registered with the club after December 31st in the current season.
b) FIFA playing rules shall apply except as outlined in the PYISC League Rules or as specified by the Director.
c) Only 9 players will be assigned to a team

ARTICLE IX - MISCELLANEOUS

1. If a situation arises which is not adequately covered by the bylaws of the PYISC, the Director shall have authority over such matters.

2. Director members will obtain concurrence from the Director prior to expensing any items on behalf of the club.

ARTICLE X - ADOPTION AND AMENDMENT OF BYLAWS

1. These bylaws may be amended, supplemented, or repealed in response to a written request, by any member in good standing, to the Director at least four (4) weeks prior to the AGM or by review of the Director two weeks prior to the AGM.

2. All requests to amend or repeal these Bylaws shall be voted upon by the general membership of the PYISC in attendance at the PYISC AGM. These bylaws may be amended by a majority vote.

Updated May 11, 2007