PCYS Bylaws

The bylaws provided on this website are for reference purposes only. Please verify with the PCYS Board of Directors to ensure you have the most current and officially approved version of these bylaws.

By-Laws

Portage County Youth Soccer, LTD (PCYS)

The purpose and mission of Portage County Youth Soccer shall be to promote and develop youth soccer in Portage County.


Article I  Name

The name of the organization is Portage County Youth Soccer, Ltd. and will be referred to as PCYS in this document. There shall be two divisions of PCYS: State League, identified as Central FC, Classic League and Recreational League, identified as PCYS (Portage County Youth Soccer). No other name shall be used in representation of the organization in matters legal or otherwise.


Article II Annual Meeting

The annual board meeting of PCYS will occur on the third Sunday in September unless otherwise established by the Board. Any change in the annual board meeting must be communicated to PCYS membership at least thirty days prior to the rescheduled annual meeting date.


Article III Membership

Membership in good standing in the PCYS organization is defined as any parent or legal guardian of a youth that has participated in any PCYS program during the program year defined as the period from August 1st through July 31st, coaches or other individuals dedicated to the promotion of youth soccer. Membership in good standing includes the full payment of all fees related to the participation of that parent or guardian’s child. No member with outstanding fees payable to PCYS will retain any rights of membership. Any member will be eligible to serve on the Board of Directors.


Article IV Purpose and territory

The purpose of PCYS is to provide a soccer program in Portage County that promotes the advancement of soccer, encourages player development, recognizes varying skill levels and promotes the ideals of sportsmanship, healthy competition, and fair play. PCYS will endeavor to represent soccer interests in all areas of Portage County as granted by the Wisconsin Youth Soccer Association. (WYSA).


Article V Affiliation

PCYS is an affiliate of the Wisconsin Youth Soccer Association and will abide by rules adopted by WYSA for its member affiliates.


Article VI Authority

PCYS shall be governed by its Articles of Incorporation, these By-Laws, and the laws of the State of Wisconsin. The authority of PCYS, except where otherwise delegated herein, is vested in the Board of Directors and its designated Executive Committee.  

  

Article VII Directors

Section 1 – Purpose

The PCYS Board of Directors shall manage the business affairs of the organization within the authority granted by the Articles of Incorporation, By-laws, and applicable laws of the State of Wisconsin.


Section 2 - Director Numbers

The PCYS Board will consist of a minimum of six and a maximum of 12 members. One director shall sit as a chair on one of the respective committees outlined below.


Director positions for committees listed below shall be the following:

  • Tournament Director
  • Competitive Director
  • Recreation Director
  • Fields/Equipment/Safety Director
  • Player Development Director
  • Fundraising Director
  • Volunteer Director
  • Concessions Director
  • Communications Director
  • Finance Director


Section 3 – Election

The Board of Directors shall be elected from among PCYS membership. Elections will be held at the annual September board meeting. Each year approximately one-third of the Board of Directors will be elected for a term of three years.


One-third of the Board of Directors shall be split into the following 3 groups:
                Group 1: Tournament Director, Competitive Director, Recreation Director
                Group 2: Fields/Equipment/Safety Director, Player Development Director, Fundraising Director
                Group 3: Volunteer Director, Concessions Director, Communications Director, Finance Director


There are no lifetime limits to the number of terms a Director may serve. It is recommended that Executive Board members have one year of previous PCYS board experience.

 

Section 4 – Resignation

Any Director wishing to resign his/her position prior to the completion of his/her term must do so in writing.


Section 5 –Removal

Any Director may be removed by a majority vote of the Board upon its determination that such action is in the best interest of PCYS. A Director who is absent from two Board meetings in a twelve-month period may be removed from the Board by a majority vote of the Board.


Section 6 – Vacancies

If a Director position becomes vacant a replacement will be appointed by the Board to serve the remainder of the term.


Section 7 – Meetings

Meetings of the Board are scheduled for the third Sunday of each month. Notice of meetings, changes to meeting dates, and the scheduling of other Board meetings are not subject to prior notice of PCYS membership. Meetings of the Board may be called by a majority of the Executive Committee. Meetings through email may also be necessary to conduct business that needs a decision prior to the next regularly scheduled monthly meeting. A minimum of 24 hours notice shall be provided to all participants via email and text message by a member of the Executive Committee for any meeting taking place outside the regularly scheduled monthly meeting.  A quorum will consist of 51% of the Board membership. Proxy voting is not permitted. All meetings shall be governed by Robert's Rules of Order.


Section 8 – Voting

In matters which come before the Board lawfully assembled, each Director shall have one vote. No Director shall have more than one vote. If a meeting is needed via email to e-vote on an item, the following rules must be followed.


  1. All participants must have access to the necessary equipment for participation in an e-vote.
  2. A minimum of 24 hours notice shall be provided to all participants via email and text message by the President or member of the Executive Committee. The notice will include the timeframe to complete the e-vote, the motion needing approval and all supporting documentation of the e-vote.
  3. A second is necessary for the motion to be considered.
  4. The President or a member of the Executive Committee will assign a number to the motion and include it in the subject line of the email.
  5. The subject line will include the word Motion and then the number of the motion.
  6. The first line of the email must begin with “It is moved to (or that)...” Or, if the motion comes from a specific member of the Board, the first line of the email must begin with “(Name of the Member) moves to (or that)...”
  7. Any new motions made must be made in a separate, new email message with no other message threads included.
  8. New motions in a new email thread may be introduced while there is another motion currently being debated. No more than 2 main motions can be considered at one time.
  9. During discussion and debate about the motion, members must “Reply All” in all messages.
  10. Members may respond at will, that is, without seeking recognition of the President or Executive Committee.
  11. The President or Executive Committee shall close discussion and debate by calling the question on Motion (and the motion number) in the subject line.
  12. The President or Executive Committee shall put the motion to a vote by putting the following in a subject line: “Motion (and the motion number) Vote”
  13. The Motion will be restated in the email along with a time frame/deadline to vote.
  14. Board members shall state, “I vote yes,” or “I vote no” in the first line of the response and use Reply All. In order for a motion to pass, the vote must be unanimous.
  15. The votes shall be tallied and the President or Executive Committee shall announce the results of the vote. 
  16. The email shall also declare the thread on the motion (and the motion number) to be closed.
  17. The Secretary shall compile and maintain the complete thread of the motion.
  18. The Secretary shall prepare minutes of the vote and send the minutes marked as “draft” to all Board members. These shall be approved at the next regular board meeting.
  19. Any board member shall have the right to request a copy of the message thread of a motion.


Section 9 – Authority

The Board of Directors shall in all matters transact all business of PCYS or by designation of its authority. The Directors (chairs) of the designated committees must present their most recent minutes to the Board of Directors at the monthly Board of Directors meeting. The Board shall have jurisdiction over all programs, leagues, clubs, officers, referees, coaches, players and parents affiliated with PCYS. The Board shall have the power to review, ratify, alter, or reject decisions and policies of the Executive Committee or any other Committee or any persons acting on behalf of PCYS. At least one Director must sit on each standing committee.


Section 10 - Executive Committee

The Board of Directors shall establish an Executive Committee composed of the Officers. The Executive Committee shall rule on all matters that pertain to personnel issues (including Directors and the Office Manager), membership grievances, and issues of a sensitive nature involving players, coaches and families. The Executive Committee shall be responsible for establishing the monthly Board Agenda.

The Executive Committee shall make recommendations for Board consideration regarding the Office Manager/Bookkeeper. These recommendations will be presented at least annually at the annual meeting and shall address all areas of employment such as performance evaluations, compensation, position responsibilities and any other area it considers relevant for Board action.


Article VIII Officers

Section 1 - Election/Term/Titles

The Board will vote in any new Directors at the annual September board meeting. The Executive officers of the board will also be selected and voted in at the annual September board meeting. Outgoing board directors are not allowed to vote for the Executive officers. All officers shall be chosen from Directors that have served on the board for at least one year. Officer positions will be for a one-year term. There are no term limits for officers. No officer may hold more than one office during a given period. Officer positions are defined as President, Vice President, Secretary, and Treasurer. In the event of a vacancy in an officer position the Board shall elect a replacement to serve the remainder of that term.


Section 2 – President

The principle duties of the President shall be to preside over meetings of the Board of Directors and generally supervise PCYS. The President will sign or grant approval of all legal documents including bonds, deeds, conveyances, contracts, agreements, and other instruments in writing made or entered into on behalf of PCYS. The President is responsible for all PCYS programming and establishing the schedule of activities during the fiscal year, October 1st through September 30th of their elected term. The President or his/her designee will stand as the WYSA, Midway District and CWSL Representatives. The President shall review all publications and statements for the general public before release. The President shall be the spokesperson for PCYS. The President shall be responsible for assuring compliance with all PCYS Bylaws and rules.


Section 3 - Vice President

The principle duties of the Vice President shall be the coordination of all activities necessary for securing access to playing facilities, the preparation of facilities for games, and for providing a safe playing environment. The Vice President duties include the supervision of the Fields/Equipment/Safety Committee, the Referee coordinator position and the Competitive Committee.


Section 4 - Secretary

The principle duties of the Secretary in conjunction with the Office manager/bookkeeper, shall be to keep records of all proceedings of the Board, and systematically keep all records and documents belonging to PCYS and pertaining to the business thereof, and to notify all Board members of Board proceedings.


The Secretary will be responsible for the maintenance and amendment of all documentation of PCYS organizational areas. These records include By-laws, policies, position descriptions, meeting proceedings of the Board and all committees and any other documentation deemed by the Board to require preservation. The Secretary shall make recommendations to the Board for the permanent removal of any dated documentation and shall do so only with the approval of the Board.


The Secretary may perform his/her responsibilities with the assistance of the Office Manager/Bookkeeper.


Section 5 - Treasurer

The principle duties of the Treasurer shall be the care and custody of all funds of PCYS. The Treasurer shall deposit the same in a timely manner, and in such bank or banks as designated by the Board, pay out obligations of the Board, keep true books and render statements as required by the Board and these Bylaws. The Treasurer shall prepare and submit all required and necessary registrations, fees, filings, licenses, and income tax returns in a timely manner. All disbursements of monies will be by check, signed in such a manner as the Board shall prescribe by resolution. (2/3 of Board in agreement)


Other functions and duties of the Treasurer are outlined in Article XI of these Bylaws.


The Treasurer shall perform his/her responsibilities with the assistance of the Office Manager/Bookkeeper.


Article IX Standing Committees

Standing committees shall be established, consolidated, or abolished by the Board of Directors as needed. Any member of PCYS, unless otherwise indicated in these Bylaws, may serve as a committee member with the approval of the Board. A Board Director must sit on-each Standing Committee as the chair of said committee.


Each committee must keep detailed records of all activities, resources, communication and meetings in order to ensure continuity of programming. Meeting minutes of the committee must be presented to the Board at the next Board-meeting following any committee meeting.

All records maintained by each committee shall be in the possession of the Committees Chair (Board Director) and these records shall be delivered to the Secretary upon retirement, termination, or other cause of vacancy in the position of that Director.


Each committee is responsible for bringing recommendations before the Board. These recommendations, made in writing and presented in the form of motions for Board consideration and with the intent to further the goals of PCYS, may cover a broad area of issues including programming, organizational structure, operations, recruitment, member concerns, and all other issues the committees determine to be appropriate for Board consideration.


Section 1 - Tournament Committee

The Tournament Committee shall be responsible for the coordination of all activities relevant to the planning and execution of all PCYS Tournaments. This committee shall keep records of all tournament activities including volunteer duties, contract services, facility needs, communications, team recruitment, fee collection, etc. Activities of the Tournament Committee will require the cooperation of the Vice President-Exterior and other Directors and Officers.


Section 2 - Competitive Committee

The Competitive Committee shall be responsible for coordination of all activities related to the traveling youth soccer programs. These duties include player registration, team roster development, scheduling, player clinics, communications and maintenance of player and coach records. Duties also include coordination and compliance with WYSA and CWSL (Central Wisconsin Soccer League), and other related organizations. Activities of the Competitive Committee will require the cooperation of the Vice President and other Directors and Officers. The Competitive Committee also has designated sub committees to handle specific areas of operation such as; Team Formation, Classic Administration, Select Administration and Team Managers.


Section 3 - Recreational Committee

The Recreational Committee shall be responsible for the coordination of Recreational League programming. These duties include player registration, roster assignments, scheduling, communications and maintenance of player and coach records. Activities of the Recreational Committee will require the cooperation of the Vice President and other Directors and Officers.


Section 4 - Fields/Equipment/Safety Committee

The Field/Equipment/Safety Committee shall be responsible for the acquisition, storage and distribution of all team, player, coach and field equipment. Activities of the committee shall be coordinated with the Vice President.


Section 5 – Player Development Committee

The Player & Development Committee shall be responsible for the PCYS Academy program. This includes facilitating registrations, ordering uniforms, necessary equipment, and scheduling games. The committee is also responsible for setting up and working with other organizations to bring other player development opportunities to PCYS i.e.; Soccer Camps.


Section 6 –Fundraising Committee

The Fundraising Committee shall be responsible for raising funds and donations in order to support the programs, maintain facilities and pay the debts of PCYS. This includes researching and recommending fundraising opportunities to the PCYS board. Look at opportunities locally and nationally to find companies to sponsor teams, soccer fields and tournaments.


Section 7 – Volunteer Committee

The Volunteer Committee shall be responsible for enlisting PCYS parents and family members to aid in the development and maintenance of the soccer complex and staff a variety of specific projects to help run PCYS. This includes developing and maintaining a required hour tracking system for each family, posting available volunteer hours, and sending out communications in regards to those hours.


Section 8 – Concession Committee

The Concession Committee shall be responsible for overseeing and running all activities related to the concession stand. This includes, ordering of all items used in, and sold by the concessions stand, determine pricing and menus, insuring the concession stand is staffed properly for tournaments and/or games, seek donations for tournaments and special events from local and corporate businesses, cleaning of the concession stand facilities, organization of materials / supplies, establish procedures / workflow and recommend improvement to the concession stand.


Section 9 – Communications Committee

The Communications Committee shall be responsible for overseeing all forms of PCYS communication. This includes the PCYS website, club wide email correspondences, Facebook and other social media platforms, as well as local school communication methods such as Peachjar. The Communications committee is also responsible for maintaining all PCYS member email addresses to insure communications are going to the correct individuals.


Section 10 – Finance Committee

The Finance Committee shall be responsible for reviewing current financial related processes, procedures and programs and recommend /implement improvements approved by the PCYS board. Financial related areas would include: collecting income, paying expenses, creating annual budgets, creating monthly operation reports, researching outside income possibilities and reviewing existing insurance contract(s). The Finance committee also has sub committees such as; Scholarship Committee.


Article X Dues and Fees  

All funds necessary to fund PCYS operations shall be generated from sponsor fees, player participation fees, and fund raising activities. All player and sponsor fees shall be uniform and no fees shall be solicited by any player, coach, PCYS member of Director without prior Board approval.

All fees shall be approved annually by the Board of Directors. Cases of player indigence shall be referred to the Executive committee.

Donations to PCYS may only be accepted with approval of the Board of Directors. Donations shall be accepted only if the intent is for the benefit of all players and PCYS.


Article XI Financial Statements

Annual financial statements shall be prepared by the Treasurer with the assistance of the Bookkeeper. The annual statement shall be presented for approval at the first meeting following the end of the PCYS fiscal year. (September 30th). Monthly financial statements shall also be prepared and presented at the first Board meeting following month end.

Financial statements shall include a balance sheet and earnings statement, produced according to generally accepted accounting principles.

An annual budget shall be prepared by the Treasurer with the assistance of the Bookkeeper. The annual budget shall be presented to the Board for approval at the first meeting of the fiscal year (October).


Article XII Amendments

These By-laws may be amended by a majority vote of the Board of Directors. Thirty (30) days advance notice to the membership of PCYS is required if the Board is considering a motion to amend the By-laws. This notice is waived if amendments to the By-laws are made at the annual meeting of PCYS.