NCSA Bylaws


Approved NOVEMBER 30, 2015

Annual Membership Meeting, 6:30 pm, St. Paul’s Church, Fredonia, NY

ARTICLE I - Organization and Mission

    1.  Name: The name of this organization shall be the Northern Chautauqua Soccer Association, Inc.       (NCSA) a New York State Type B 501(c)(3) tax exempt not-for-profit corporation.
    2.  Mission: The mission of NCSA is to provide a comprehensive and fun youth soccer experience.
    3.  Values:  The mission of NCSA is supported by these values.
  1. An emphasis on player development which focuses on:
  1. Teaching technical soccer skills
  2. Tactical training and problem solving
  3. Physical fitness, speed and agility, strength and endurance
  4. Psycho-social relating to teamwork, sportsmanship, leadership…
  1. Coach development and training that emphasizes positive coaching and incorporates character building, creativity, flexibility, integrity, age appropriate challenges and player growth.
  2. A structure that allows for referee skill development, with zero tolerance for abusive behavior toward game officials.
  3. Safety and risk management
  4. Providing well managed program administration that is transparent and accountable
  5. Open registration
    1.  Definitions:
  1. NCSA – Northern Chautauqua Soccer Association
  2. CFC – Concord FC, the competitive branch of NCSA
  3. SHL – Summer House League, the recreational summer program
  4. NYSWYSA – New York State West Youth Soccer Association
  5. USYSA – United States Youth Soccer Association
  6. USSF – United States Soccer Federation
  7. FUTSAL – Official 5v5 indoor soccer including goalkeepers and touch lines
  8. MOHL – Multi Organization House League
    1.  Affiliations: NCSA shall affiliate with NYSWYSA in conjunction with USYSA and USSF.  In consequence of that affiliation, NCSA members, players, coaches and personnel shall adhere to rules, regulations and bylaws of those associations to the extent applicable to their activities connected with NCSA.  USSF articles of incorporation, bylaws, policies, and requirements take precedence over and supersede the governing documents and decisions of NCSA to the extent applicable under state law, and NCSA will abide by those articles, bylaws, policies and requirements.
    2.  Concord FC: CFC administers the competitive “travel soccer” program within NCSA and is directed by a 7 member CFC travel soccer committee.  The committee is led by a Director of Travel appointed by the NCSA President and approved by the Board of Directors.  The Director of Travel is responsible for filling the remaining six (6) committee spots in accordance with the CFC Operation Manual which is subject to approval by the Board of Directors. 
    3.  Summer House League: The Board, along with age division coordinators and other support positions administers the Summer House League which emphasizes equitable playing time for all youth. A SHL committee may be created to oversee this program.
    4.  Fall Travel Program:  When sufficient interest and volunteer help exists, NCSA will participate in the Southern Tier MOHL program and/or other program.
    5.  Winter Program:  When sufficient interest and volunteer help exists, NCSA will participate in, or collaborate with others to provide supplemental training and playing opportunities.

ARTICLE II – Membership

2.1  Nondiscrimination Policy: NCSA shall not discriminate against any individual or group of individuals on the basis of race, color, age, sex, religion, national origin, sexual orientation, or disability.

2.2  Membership: A member is defined as a parent or guardian of a player currently playing for an NCSA team; or a coach, manager, board and committee member or other support position if not already a member by nature of being a parent or guardian of a player.  Only members 18 years of age as of the date of registration are eligible to vote at the annual meeting

2.3  Good Standing: Only members in good standing, which includes but is not limited to financial and risk management criteria, can serve in any official capacity within NCSA.

ARTICLE III – Officers and Board of Directors

3.1  The Board of Directors as Governing Body: A nine (9) member Board of Directors shall govern the organization.  A person may be elected for an unlimited number of terms but shall hold only one office or board seat at any time.

The Board shall have the authority to adopt such policies and execute decisions it deems appropriate for the furtherance of the organization’s mission.  It shall be subject only to such limitations as may be contained in its bylaws, the laws of the United States or the laws of the State of New York.

3.2  Designation of Officers – The Officers of NCSA shall be the President, Vice-President,              Treasurer, and Secretary.

                        A. President:

  • Shall preside at all Board meetings.
  • Shall create committees, shall appoint chairpersons of said committee.
  • Shall oversee the daily operations of NCSA.
  • Shall present at each Annual Meeting of NCSA an annual report of the work of the organization.
  • Shall see all books, reports and certificates required by law are properly kept.
  • Shall be one of the Directors who may sign the checks or drafts of NCSA.
  • Shall have such powers as may be reasonably construed as belonging to the chief executive of any organization. 

B.         Vice-President

  • Shall become Acting President in the event of absence or inability of the President to exercise his/her office.
  • Shall perform such other duties as are usual to the office or as requested by the President.
  • Shall be one of the Directors who may sign the checks or drafts of NCSA.

C.         Secretary

  • Shall record the minutes of all meetings, keep records of those present, and supervise correspondence.
  • Shall be responsible for the past minutes and shall submit copies of minutes of all Board meetings before the next meeting.
  • Board meeting minutes shall be made available to the Board for approval.
  • Shall maintain a copy of the current Bylaws at all meetings. 
  • Shall keep the records of the organization.
  • Shall file any certificate required by any statute, federal or state.

D.         Treasurer

  • Shall oversee the collection of all revenue.
  • Shall be responsible for the deposits of all monies of NCSA in a bank account authorized by the Board.
  • Shall keep detailed accounts of the income and expenditures of NCSA.
  • Shall submit reports at each regular meeting as well as an annual financial report.
  • Shall pay all bills approved by NCSA.
  • Shall be one of the Directors who shall sign checks and drafts for NCSA.
  • Shall be subject to a vetting process prior to assuming duties.

3.3  Additional Board Seats

  1. Administrator of Programming
  2. Administrator of Logistics and Support
  3. Director of Volunteers and Recruitment
  4. Two (2) At-Large Directors

3.4  Elections and Terms of Service

  1. Elections:  All officers and Board members shall be elected by the membership at the annual meeting of the membership and hold two (2) year terms.  Term of service commences January 1.  Elections shall be supervised by the Director of Volunteers and Recruitment.  Official ballots shall be made available to all eligible voting members whenever 2 or more persons are running for the same seat.  A plurality of votes cast are required to elect.  Any member who is nominated for election and is not present at the Annual Meeting must accept the nomination verbally, in writing, or in electronic form to the election supervisor or their designee prior to election.

The President, Secretary and one At-Large Director shall be elected in even years and the Vice-President, Treasurer and other At-Large Director shall be elected in odd years. 

The Administrator of Programming, Administrator of Logistics and Support and the Director of Volunteers and Recruitment are not elected positions.  Rather, they are appointed for two (2) year terms by the President and subject to approval by the Board.

  1. Vacancies:  A Board vacancy shall be filled by appointment by the President subject to approval by the Board.  The appointee shall serve the remaining term of the vacancy.

  1. Resignations:  A Board member may resign at any time by giving written notice to the Board, President or Secretary.  Unless otherwise specified in the notice, the resignation shall take effect upon receipt thereof.  Acceptance of the resignation shall not be necessary to become effective.

  1. Removal for cause:  A Board member may be removed for cause by majority vote of the members present at a meeting or by affirmative vote of not less than two-thirds (6 of 9) of the Board.  In addition, a Board member who is absent from three (3) consecutive meetings without justifiable excuse may also be removed.

3.5  Nomination Process: The Director of Volunteers and Recruitment, along with 1 or more assistants, is responsible to prepare a notice of upcoming elections soon after the August Board meeting.  They are also responsible to identify candidates for any office or board position that is known to not have an active candidate one month prior to the annual meeting.  Nominations shall also be solicited from the floor during the annual meeting.

ARTICLE IV – Meetings

            Roberts Rules of Order shall procedurally govern all meetings of NCSA

4.1  Annual Meeting of the Membership:  The Annual Meeting of NCSA for the election of Officers and At-Large members of the Board, and for the transaction of general business of NCSA shall be held during the month of November at a time and place to be determined by the Board of Directors.  Notice of the Annual Meeting, including start time, location and agenda shall be communicated to the membership not less than ten (10) days in advance thereof.  A quorum for the Annual Meeting shall be those NCSA members present who are eligible to vote.  Each member is entitled to one vote and must be present to vote.

    1.  Regular Meetings of the Board:  The Board shall meet regularly on a day deemed most suitable by the Board.  A calendar of meetings shall be adopted.  The President shall set the agenda for all regular meetings.  Board members may participate via telephonic or video conferencing provided communication is available between all participants.  A quorum needed to conduct business for Regular Meetings shall be a minimum of five of nine (5 of 9) Board members.
    2.  Special Meetings:
  1. Of the Board: The President or a majority of the Board may call a special meeting at any time.  Only business specified in the Notice of Meeting may be transacted at a Special Meeting.  A quorum needed to conduct business for Special Meetings is the same as that for Regular Meetings. 
  2. Of the Membership: The President, majority of the Board, or a minimum of twenty (20) members may call a Special Meeting of the membership.  Only business specified in the Notice of Meeting may be transacted at a Special Meeting of the Membership.  A quorum needed to conduct business for such meetings is the same as that for the Annual Meeting.
    1.  Notice of Meetings:  The Secretary shall notify all Board members of the date, time, location and agenda for all meetings.  Notice of any Special Meeting of the Membership, including start time, location and agenda shall be communicated to the membership not less than ten (10) days in advance thereof. 
    2.  Conducting Urgent Business Electronically:  In the event of the need to conduct urgent business before the next scheduled Board meeting and without the ability to schedule a special meeting, business may be conducted via email, telephone or text message.  Discussion of the urgent matter will be allowed for with votes collected electronically and documented appropriately. 


5.1  Grounds for Suspension or Expulsion:  Any member may be suspended or expelled from NCSA for willful infractions of NCSA rules or of any bylaw, or for acts of conduct that the Board may deem disorderly, injurious, or hostile to the interests or objectives of NCSA.  The Board must give notice to such offending member of the proceedings against him or her and he or she is provided an opportunity to be heard in their own defense.  No person who has been expelled from any component of NCSA may have a new membership considered for a period determined by the Board.  Reinstatement must go before the Board.

5.2  Initiation of Suspension or Expulsion:  Proceedings under this section shall be initiated by resolution of the Board or on complaint against any member signed by five (5) other members and filed with the Secretary.  On adoption of the resolution or receipt of the complaint, as the case may be, the Board shall schedule the matter to be heard at the first regular, or special meeting of the Board.  The Secretary shall deliver notice of the time and place of mediation/hearing to the accused member at least five (5) days prior to said mediation/hearing.

5.3  Mediation:  One or more sessions of mediation shall be offered as a means of resolving the differences between NCSA and the accused member prior to the hearing process.  The session(s) may be led by the President or an appropriately designated mediator as determined by the Board. 

5.4  Hearing:  The President shall preside at such hearing and shall read the charges against the accused member.  Such member shall be allowed to make a statement in his or her own behalf; question opposing witnesses; and call witnesses on his or her own behalf. 

5.5  Determination of Mediation/Hearing:  The Board may, by affirmative vote of a majority of its members; request the offending member resign, or take action to suspend or expel the member.  Should he or she decline to resign following such request, the Board shall strike the member’s name from the rolls.

5.6  Proceedings:  All such proceedings shall comply with the requirements of USYSA, USSF and NYSWYSA.

ARTICLE VI – Amendments

6.1  These Bylaws may be amended by the Board at any two (2) consecutive Regular Board Meetings by a two-thirds vote of the entire Board.  Amendments made by the Board must be reported to the membership of NCSA at the Annual Meeting.  These Bylaws may also be amended by a two-thirds vote of the membership present at an Annual Meeting.  A notice of the proposed amendment must be included with the Notice of Meeting.

6.2  These Bylaws shall be reviewed at least every two (2) years by a committee chaired by a person appointed by the President.  The committee shall consist of at least three (3) but no more than five (5) members and a report shall be presented to the Board. 

ARTICLE VII – Policies and Guidelines:

The following policies and others approved by the Board as needed shall be upheld as written.  Policies become incorporated into these bylaws as appendices and shall be reviewed as per Article 6.2.  NCSA may also publish guidelines for the organization pertaining to position descriptions and duties; coach education; general philosophy; registration procedures, etc.

            7.1  Coach Restriction

            7.2  Inclement Weather

            7.3  Safe Child (Risk Management)

            7.4  Procurement Policy

            7.5  Fundraising

            7.6  Injury Policy

            7.7  Zero Tolerance


ARTICLE VIII – Dissolution

            NCSA, Inc. may be dissolved by simple majority vote of eligible members present at a meeting called to consider such action.  In the event of dissolution, the property of NCSA shall be distributed by transfer to an affiliated organization, or to other such non-profit organizations as the Board shall determine by resolution.