WEST HARTFORD GIRLS SOCCER LEAGUE By-Laws
Section 1. Name.
ARTICLE I NAME AND ORGANIZATION The name of this organization shall be the West Hartford Girls Soccer League, referred to in these by-laws as "WHGSL".
Section 2. Non-Profit.
WHGSL shall operate as a division of the West Hartford All Sports Council, Incorporated, a non-profit organization, and shall have no members.
ARTICLE II OBJECTIVE
Section 1. Objective.
• To make soccer attractive and available to West Hartford girls between the ages of 6 and 19 for training, recreational, and club levels of play.
• To support the program with an organization that is efficient in its operation.
• To provide entry level and recreational programs which are attractive and encourage the participation of novice soccer players in the inter-town program.
• To provide club (travel and premier) programs which challenge and develop advanced skill players for participation in intra-town and state competition programs.
• To provide a soccer experience which meets the desired level and frequency of training, play and seasons for West Hartford girls.
• To develop players who are capable of qualifying and participating in high school, college, state and national level clubs.
• To provide an organization that positively promotes the development of quality athletes, referees and coaches.
• To support and encourage the improvement and development of quality facilities and fields for soccer in West Hartford.
The objectives of WHGSL shall be as follows:
ARTICLE III DIRECTORS
Section 1. Number.
Ex-Officio Directors shall hold office for one (1) year or until their successors are duly elected. At large Directors shall hold office for two (2) years or until their successors are duly elected. No one individual shall hold the position of President for more than four consecutive years.
Ex-Officio and at large Directors may be removed at any time by a two-thirds (2/3) vote of the remaining Directors then in office at any meeting of the Board of Directors. In the event that the last remaining Director of WHGSL shall die, resign or be unable or unwilling to serve as a Director and shall fail to fill at least one (1) of the then vacant Directorships, so that all the Directorships shall be vacant for a period of six (6) months, then upon application of any interested party, two of the vacant Directorships shall be filled by appointment by the Town Manager of the Town of West Hartford. The two (2) Directors so selected shall elect a third Director and the Directors so selected shall constitute the Board of Directors of WHGSL to act in the manner and with the powers provided in these By-Laws, the Certificate of Incorporation of the West Hartford All Sports Council, Incorporated and the laws of the State of Connecticut.
Election and Term of Office.
The Board of Directors (the ‘Board’) shall consist of thirteen (12) ex-officio members and three (3) at large members. The ex-officio members shall be the persons holding the following positions with WHGSL: President, Past President, Treasurer, Secretary, Senior Division Supervisor, Junior Division Supervisor, Mites Division Supervisor, Training Division Supervisor, Travel Division Supervisor, Equipment Manager, Spring Junior/Senior/Alumni Supervisor and WHGSL’s representative to the Connecticut Junior Soccer Association.
Section 2. Vacancies.
Vacant Directorships shall be filled for the unexpired portion of the term by a two-thirds (2/3) vote of the remaining Directors.
Section 3. Annual Meetings.
The annual meeting of the WHGSL shall be held in November of each year. All league coaches and assistant coaches shall be invited to attend. If in any year, the annual meeting is not, or cannot be held in November, then the annual meeting may be called at any time before or after such date in the manner set forth below with respect to special meetings of the Board of Directors.
Section 4. Regular Meetings.
Regular meetings of the Board of Directors shall be held at such time and place as may be specified from time to time by resolution of the Board of Directors and notice thereof need not be given. If no such resolution shall be in effect, regular meetings of the Board of Directors shall be called in the manner provided below with respect to special meetings of the Board of Directors.
Section 5. Special Meetings.
Special meetings of the Board of Directors shall be held upon call of the President or at such times and places as the Board of Directors may by resolution appoint. Any four (4) Directors may request that the President call a special meeting of the Board of Directors and if the President fails to do so within ten (10) days after a written request from at least four (4) Directors, the Directors may call a special meeting of the Board of Directors at a location in West Hartford. At least ten (10) but not more than sixty (60) days’ notice of special meetings of the Board of Directors shall be given to each Director. No notice of a Directors’ meeting need be given to any Director who attends the meeting in person or who waives notice in a writing executed and filed with the Secretary of WHGSL either before or after the meeting. The Secretary shall cause any waivers to be filed with, or entered upon the records of the meeting.
Section 6. Quorum and Voting Requirements.
A majority of the Directorships shall constitute a quorum. The affirmative vote of a majority of the Directors at a meeting at which a quorum is present shall be required for action by the Board of Directors on any matter whatsoever except for those matters for which the vote of a greater proportion of the Directors is required by these By-Laws. The right of remaining Directors to fill vacant Directorships under Section 1 of this Article III shall not be subject to the quorum or voting requirements of this section. Electronic voting via email to all Directorships is allowed, this is so a vote may be taken during months that a regular meeting is not scheduled, or when an item comes before the board that requires and immediate vote. The Secretary will be responsible for mailing the content of the item to be voted on and ask that all Directors answer with a yes or no vote. Any director can ask for clarification and conduct online discussion on an item up for vote. Once discussion has completed the vote will be taken by the Secretary. The Secretary will then keep a tally of the votes and the item will pass or fail when a majority of the Directorship has responded with their vote. Once the vote is tallied the Secretary will then email all Directors the result of the electronic vote. The results of the electronic vote will also be published as an addendum to the next published Board of Director Meeting minutes.
Section 7. Powers. Duties and Responsibilities.
a) Establishing and maintaining the general policies of the West Hartford Girls Soccer League and providing overall supervision of the activities of each Division;
(b) Coordination of fund-raising activities, field assignments for practices and games, referee training and assignments, dates for the opening and closing of the seasons for the Recreational League (as defined in Article IV below), and tournaments;
(c) Representing WHGSL before the Connecticut Junior Soccer Association and other similar state, regional or national organizations, the West Hartford All Sports Council, Inc., and all other governmental organizations;
(d) Approving any additions, amendments or other changes to the rules and regulations of the Divisions;
(e) Approving the election of coaches within each Division by the Division Representatives;
The property, business and affairs of WHGSL shall be managed by the Directors who may exercise all the powers and do all things which may be exercised or done by WHGSL, subject to the provisions of the law, the statutes of the State of Connecticut, the Certificate of Incorporation of the West Hanford All Sports Council, Inc. and these By-Laws. The Board of Directors shall have responsibility for the following: (1) Resolving any disputes between the Divisions; and
(g) Reviewing and either endorsing or modifying any dispute or protest within a Division.
Section 8. Committees.
The Audit Committee shall be appointed promptly after each annual meeting, whose duty it shall be to audit the Treasurer’s accounts at the close of the fiscal year and to report its findings to the Board of Directors at a subsequent meeting.
The Nominating Committee shall be appointed in fall of each year to formulate a slate of nominees for the Board of Directors. Said slate shall be presented to the Board and ratified prior to the Annual Meeting.
Adhoc committees shall have and may exercise all such authority of the Board of Directors as shall be provided in the resolution establishing such Committee. Each such Committee shall serve at the pleasure of the Board of Directors and shall keep minutes of its proceedings which shall be reported to the Board of Directors.
The Board of Directors shall designate three (3) Directors to constitute an Audit Committee and three (3) Directors to constitute a Nominating Committee. Other adhoc committees may be formed by a quorum vote at any regular or special meeting of the Board of Directors.
Section 9. Indemnification and Reimbursement.
WHGSL shall indemnify and reimburse its Directors, officers, Representatives, volunteers and employees to the full extent permitted by applicable Connecticut law.
ARTICLE IV DIVISIONS
Section 1. Objective.
WHGSL shall conduct its soccer programs through the following five divisions (the "Divisions"): the Senior Division, the Junior Division, the Mites Division, the Training Division and the Travel Division. (The Senior Division, the Junior Division, the Mites Division and the Training Division are at times collectively referred to as the "Recreational League.") Except as otherwise provided in these By-Laws, each Division will have the responsibility and authority to make all decisions regarding its internal operation and, subject to the approval of the Board of Directors as set forth in Article III Section 7, shall establish its own rules and regulations.
Section 2. Representatives.
Each team in each Division shall have one "Representative". The Representative shall be the head coach of the team, or in the case of the Travel Division, the team manager.
Section 3. Quorum and Voting Requirements.
Each Representative shall be entitled to one vote on any matter put before the Representatives. In the absence of the Representative, the assistant coach or, in the case of the Travel Division, the assistant manager, may exercise the Representative’s right to vote and, for purposes of this Article IV, shall be deemed attendance at the meeting by the Representative. A majority of the Representatives then serving shall constitute a quorum. The affirmative vote of a majority of the Representatives at a meeting at which a quorum is present shall be required for action by the Division on any matter whatsoever.
Section 4. Division Officers.
Each year at the Annual Meeting of WHGSL, the Representatives in each Division shall elect a Division Supervisor. Any two or more offices may be held by the same person.
Section 5. Division Supervisors.
The Division Supervisor of each Division shall preside at all meetings of the applicable Division and shall have full responsibility for activities in their respective divisions. They shall act as the responsible league officials at fields where games are played and Division Supervisors of the Recreational League shall be responsible for calling off games in the event of foul weather or dangerous playing conditions. The Division Supervisors shall act as the representatives of their Divisions at each meeting of the Board of Directors. The Division Supervisors of the Recreational League shall establish game schedules for their respective Divisions, subject to the approval of the Board of Directors.
Section 8. Organization of Recreational League.
(a) Training Division: girls ages 6 and 7 as of December 31. (b) Mites Division - girls ages 8 and 9 as of December 31. (c) Junior Division - girls ages 10 and 11 as of December 31.
(d) Senior Division - girls ages 12 - 13 as of December 31, and 14 years old as of December 31 and in eighth grade.
Recognizing that extenuating circumstances may exist from time to time, the Representatives of each of Divisions are authorized to consider requests for exceptions to the age limits to allow a girl to play in a lower division as set forth above with respect to their Divisions provided that the requests must be (i) submitted in writing and (ii) must fully describe the extenuating circumstances. Requests will be evaluated by the Division Representatives on their individual merits.
The Recreational League will consist of teams for girls ages 6-13, and 14 years old in eighth grade. The four Divisions in the Recreational League will operate four recreational girls soccer programs, organized as follows:
Section 9. Travel Division.
The Travel Division shall be responsible for administering the girls travel in the Town of West Hartford under programs operated by the Connecticut Jr. Soccer Association. Each team within the Travel Division, separated, and the Travel Division as a whole, will be responsible for its own finances, maintain treasuries, conduct fund raisers from time to time, and will have no expectation of being subsidized by WHGSL’s treasury. The Travel Division may employ a Coaching Director at the discretion of the Division President and the teams within may employ coaches. Decisions as to the selection and compensation of these individuals will be in accordance with the rules and regulations of the Travel Division. The duties of the Coaching Director shall include attendance and participation (on a non-voting basis) at meetings of the Board of Directors of WHGSL.
Sub Section 2 Underage players
Sub Section 3 Out of town players:
Connecticut Junior Soccer Association does allow towns to have 2 out of town players on their teams and they also allow more then this number if the player doesn’t have a current town team. The West Hartford Travel Division will only allow out of town players on their teams if (1) they do not have a team in their town and (2) they attend school in West Hartford. Travel age groups are set according to USSF standards. Currently an age group does not go by calendar year, rather its starts on August 1st on a given year and runs through July 31st of the following year. Underage players are allowed to play up a year, however it must be determined by the Division President that this player is strong enough to play on an A team and she must be one of the stronger players. No player will be allowed to play up a year on a B team with the exception of U-9 and U-14. These exceptions are made only if those groups (B Teams) are short in numbers to field a team.
ARTICLE V COACHING PERSONNEL
Section 1. Selection
(a) Good character;
(b) Ability to work with girls;
(c) Reasonable knowledge of the game of soccer; and
(d) Conformance to these By-Laws, the rules and regulations of the Division and the goals of the West Hartford Girls Soccer League,
. Each team in the Recreational League shall be supervised by one head coach. The head coaches shall be appointed by the Division Supervisors, and shall be subject to the approval of the Board of Directors. As stated in Article IV Section 9 above, selection of coaches in the Travel Division will be in accordance with the rules and regulations of that Division, provided that the following criteria shall be applicable to the selection of coaches in all Divisions:
(e) Passes the CJSA Background Check.
Section 2. Assistant Coaches.
Each head coach in the Recreational League shall select his/her assistant(s) and shall have the authority to dismiss any assistant who is, in the opinion of the head coach, not acting in the interest of the program. The head coach shall be responsible for the actions of the assistants, as well as for the actions of players and spectators affiliated with his/her team. Any disciplinary actions against players shall follow the procedure set forth in Section 4 below applicable to coaches.
Section 3. One Team Per Coach.
No person shall be the head coach of more than one team in the Recreational League.
Section 4. Disciplinary Actions.
Formal complaints against coaches, division Supervisors, or WHGSL should be directed to the Division Supervisor in writing within 60 days of when the incident occurred. The Division Supervisor shall notify the President of the complaint and the Board of Directors will conduct an investigation. The investigation will be completed within 60 days of receipt of the complaint by the Division Supervisor. Any disciplinary action recommended by the Board of Directors will be voted on by the full Board at its next scheduled meeting and implemented if passed by the Board. Any decision of the Board of Directors with respect to a disciplinary action shall be final and binding.
Section 5. Training of Coaches.
Recognizing that coaches in the Recreational League are not soccer professionals, the intent of WHGSL is to help and encourage those coaches to gain knowledge of the game so as to improve the experience of the players participating in WHGSL soccer programs. To that end, the policy of WHGSL is to encourage coaches in the Recreational League to obtain at least an ’F’ level coaching license, to make available to the coaches clinics as part of soccer camps conducted by WHGSL, and to reimburse coaches for the cost of obtaining coaching licenses.
ARTICLE VI OFFICERS
Section 1. Title. Election and Duties.
The following members of the Board of Directors shall be elected by the existing Board of Directors at the meeting prior to the Annual Meeting: President, Past President, Treasurer, Equipment Manager, Secretary, CJSA Representative, and three at large members. The following members of the Board of Directors shall be elected at the Annual Meeting by all representatives of the respective division present: Training Division Supervisor, Mites Division Supervisor, Junior Division Supervisor, Senior Division Supervisor, Travel Division Supervisor, Junior/Senior/Alumni Spring Division Supervisor. The duties of the officers of WHGSL shall be such as are imposed by these By-Laws and from time to time prescribed by the Directors.
Section 2. President.
The President shall call and conduct all meetings of the Board of Directors according to the By-Laws. The President shall be the Executive Officer in charge of carrying out policies approved by the Board of Directors. The President shall be in charge of all public relations and publicity including such matters as awards, presentations and opening day ceremony if any. The President shall receive notice of and be entitled to participate in all Division meetings. The President shall have general charge and direction of the business of WHGSL subject to the control of the Board of Directors. The office of President may only be held by one individual, a maximum of four consecutive elected terms.
Section 3. Past President.
The Past President shall assist the President in the performance of his/her duties and shall carry out the duties of the President whenever the President is unable to perform such duties. 4. Treasurer. The Treasurer shall be responsible for the deposit, safekeeping, and disbursement of all funds of WHGSL as outlined in the WHGSL Financial Policies adopted by the Board of Directors. The Treasurer will not be responsible for the funds of the Travel Division and the teams within the Travel Division. The Treasurer shall be chosen for his/her integrity and knowledge of proper maintenance of financial accounts. The Treasurer submits a full report to the Directors annually. The President shall make available to the Division Representatives and other interested parties the Treasurer’s annual report as well as the report of the Audit Committee. At each regular meeting of the Board or Directors, the Treasurer shall give a brief written report or summary of the collections and expenditures that have occurred since the last regular meeting and call attention to any unusual items.
Section 5. Secretary.
Directors and shall give notice of all such meetings as required by these By-Laws. The
Secretary shall have custody of the seal of WHGSL and all books, records and papers of
WHGSL, except those in the custody of the Treasurer or some other person authorized to have custody and possession thereof by a resolution of the Board of Directors.
The Secretary shall keep the minutes of the meetings of
Section 6. Vacancies.
Vacancies among the officers by reason of death, resignation or other causes shall be filled by the Board of Directors.
Section 7. Non-Officer Positions.
The Board of Directors may from time to time appoint individuals (who may but need not be Directors, officers, Representatives or otherwise affiliated with WHGSL) to serve other functions on behalf of WHGSL including without limitation, Fields, Referee, Registration, Publicity and Fundraising Coordinators. The individuals appointed to such positions may be invited to attend, report to and participate in meetings of the Board of Directors.
ARTICLE VII DISTRIBUTION OF ASSETS
Section 1. Generally.
No part of the income, or of the assets, of WHGSL shall ever be distributed to its officers, Directors, Representatives or other individuals affiliated with WHGSL, provided that the foregoing shall restrict the right of WHGSL to reasonably compensate individuals who may be affiliated with WHGSL for services rendered to WHGSL.
Section 2. Dissolution.
In the event of the dissolution of WHGSL, any assets remaining after payment of all liabilities and obligations of WHGSL shall be distributed to a non-profit charitable, scientific or educational organizations then qualifying as exempt organizations under Section 501(c)(3) of the Internal Revenue Code (or other provisions of like intent and purpose) in such proportions and amounts as the Board of Directors, by a vote of Directors holding two-thirds (2/3) of the Directorships, shall determine, provided, however, that if any of such assets shall remain undistributed for a period of six (6) months commencing upon the date of the dissolution of WHGSL, then all of such assets remaining at the end of such six (6) month period shall be distributed to the Department of Leisure of the Town of West Hartford.
ARTICLE VIII AMENDMENTS
Section 1. By-Laws.
Directors duly called to consider such amendment.
The By-Laws of WHGSL may be amended at any time by vote of Directors holding two-thirds (2/3) of the Directorships at any meeting of the Board of
Section 2. Limitation of Power to Amend.
Anything herein to the contrary notwithstanding, no change shall be made in these By-Laws which will affect the exempt status of WHGSL or the West Hartford All Sports Council, Inc. under Section 5O1(c)(3) of the Internal Revenue Code of 1986, as amended from time to time.
Section 3. Record of Changes.
Whenever a By-Law is amended or repealed or a new By-Law is adopted, such action and the date on which it was taken shall be noted on the original By-Laws in the appropriate place or a new set of By-Laws shall be prepared incorporating such changes.
Section 4. Inconsistencies with Certificate of Incorporation.
Certified by the Secretary of the West Hartford Girls Soccer League, Incorporated as the Amended and Restated By-Laws adopted by the Board of Directors of WHGSL as of August 28, 2006.
Secretary, West Hartford Girls Soccer League
If any provisions of these By-Laws shall be found to be inconsistent with any provisions of the Certificate of Incorporation of the West Hartford All Sports Council, Inc., as presently existing or as from time to time amended, the latter shall constitute the controlling authority. 1 Double Rostering—The Travel Division will not allow double rostering after the age of U-13. This is different from the CJSA rules, however with the size of the club, there hasn’t been a problem maintaining numbers.