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Charlestown Youth Soccer Association

CHARLESTOWN YOUTH SOCCER ASSOCIATION BY-LAWS

Updated and Adopted by Charlestown Youth Soccer Association, September 5th, 2024

ARTICLE I PURPOSE & AFFILIATIONS
ARTICLE II MEMBERSHIP
ARTICLE III MEETINGS
3.1 Annual Meeting
3.2 Board Meetings
ARTICLE IV BOARD OF DIRECTORS
4.1 Powers and Qualifications
4.2 Board Structure
4.3 Election of Board Members
4.4 Board Procedures
ARTICLE V DIRECTORS INSURANCE
ARTICLE VI DUTIES OF THE EXECUTIVE OFFICERS
ARTICLE VII DIRECTORS AT LARGE & AGE GROUP COORDINATORS
ARTICLE VIII REGISTRATION & FEES
8.1 General Registration
8.2 Reimbursement of Registration Fees
ARTICLE IX PLAYER ASSIGNMENT & TEAM FORMATION
9.1 Placement Evaluation Criteria
9.2 Commitment and Other Factors
9.3 Team Formation Committees
ARTICLE X DISSOLUTION
APPENDIX A DISCIPLINARY APPROACH

ARTICLE I: PURPOSE & AFFILIATIONS

The Charlestown Youth Soccer Association (CYSA) is a non-profit organization committed to introducing soccer to the youth of Charlestown and nearby Boston neighborhoods. Our focus is on the development of individual skill, fitness, teamwork, and sportsmanship.

CYSA serves Charlestown, the North End, Back Bay, Chinatown, Beacon Hill, East Boston, and other areas in Boston lacking youth soccer programs. Our address is P.O. Box 290052, Charlestown, MA 02129.

Teams are formed based on age and skill. An In-House program for K-2nd grade teaches basics and prepares players for the travel program. CYSA follows the rules of the Middlesex Youth Soccer Association (MYSL) and Massachusetts Youth Soccer (Mass Youth Soccer).

ARTICLE II: MEMBERSHIP

Membership is open to:

  1. Parents/Legal Guardians of any registered player under 18 living in the CYSA area.

  2. Any volunteers over 18 willing to teach soccer.

"Players" are defined as those who have played on a CYSA team for at least one season in the current soccer year (Fall to Spring).

ARTICLE III: MEETINGS

3.1 Annual Meeting

The Annual General Meeting (AGM) shall be held in the Spring after the regular season, no later than three weeks after the season ends. The agenda shall include the financial status review, Board nominations, and Board elections.

3.2 Board Meetings

The Board shall meet at least four times a year and as needed. The Secretary shall give at least one week's notice before a meeting.

  • Meetings are primarily for Board members, though Team Managers and Head Coaches may be invited during team selection. Other attendees must be approved by a Board member.

  • All Board deliberations and discussions are confidential unless explicitly approved for public release by the Board. Any breach of confidentiality may be grounds for disciplinary action, up to and including removal from the Board.

ARTICLE IV: BOARD OF DIRECTORS

4.1 Powers and Qualifications

The Board is responsible for the overall management and operation of CYSA, including:

  • Developing and enforcing CYSA’s bylaws and rules.

  • Managing all fiscal transactions and approving budgets.

  • Setting policies for player, coach, and team registration.

  • Approving exceptions to player placement and coach selections.

  • Providing competitive levels for all players.

4.2 Board Structure

The Board shall consist of up to 15 members, including 5 Executive Officers and up to 10 Directors at Large.

4.2.1 Executive Officers

The President, Vice-President, Treasurer, Registrar, and Recording Secretary form the Executive Committee, handling emergencies and specific duties between Board meetings. Three (3) officers constitute a quorum, and decisions require a majority vote and subsequent Board ratification.

4.2.2 Directors at Large

These roles include specialized positions (e.g., Director of Coaches, Fields, Uniforms, IT, etc.) as detailed in Article VI. The Past President serves as an advisor for two years without voting rights.

4.2.3 Terms

  • Executive Officers serve staggered three-year terms, limited to two consecutive terms unless otherwise voted by the Board.

  • Directors at Large serve staggered two-year terms, limited to three consecutive terms unless otherwise voted by the Board.

4.3 Election of Board Members

New members are elected by secret ballot at the AGM. A Nominating Committee shall present a slate of officers. Candidates must submit their interest and background in writing and be members in good standing. New Board members take office immediately after the AGM.

4.4 Board Procedures

4.4.1 Quorum

A quorum is two-thirds (2/3) of the seated Directors, rounded up to the nearest whole number.

4.4.2 Voting

Each Director has one vote. By-law changes require a 2/3 majority of those present.

4.4.3 Proxy Voting

Directors may vote by proxy with a written letter specifying the issue and delegate.

4.4.5 Removal of Directors

A Director can be removed with a 2/3 vote of the entire Board.

4.4.6 Vacancy

If a Director resigns, dies, or is removed, the President shall appoint a member to fill the position until the next AGM.

4.4.7 Budget

The Board approves budgets for the fall and spring seasons. The Treasurer prepares a budget twice a year following the end of the Spring and Fall Seasons.

4.4.9 Expenditures

Bank account signatories are the President, Vice-President, and Treasurer.

  • Any Board member may incur expenditures up to $500 without prior Board approval but must report it at the next Board meeting.

  • Expenditures over $2,500 require a majority vote of the Board.

  • Digital receipts are mandatory for all expenditures.

ARTICLE V: DIRECTORS INSURANCE

The Club provides insurance for the Board of Directors, Coaches, and Team Managers, either through Club-purchased insurance or the Massachusetts State Youth Soccer Association (Mass Youth Soccer). To be covered by Mass Youth Soccer insurance, all players, teams, coaches, and the organization must be affiliated and properly registered with Mass Youth Soccer.

ARTICLE VI: DUTIES OF THE EXECUTIVE OFFICERS

6.1 President: Leads, chairs meetings, coordinates board activities, sets policies, and represents the club. Nominees must have prior board experience. 6.2 Vice-President: Assists duties of the President and presides in the President's absence. 6.3 Recording Secretary: Develops agendas, secures meeting space, records and distributes minutes. 6.4 Treasurer: Manages finances, bank accounts, financial records, audits, tax filings, and budgets. Has signatory authority with the President. 6.5 Registrar: Compiles and submits rosters, manages league and insurance fees, and coordinates team placements for all programs.

ARTICLE VII: DIRECTORS AT LARGE & AGE GROUP COORDINATORS

Directors at Large and the Past President (advisor) fill key operational roles on the Board, including:

  • In-House Registrar

  • Risk Manager/Safety Officer

  • Director of Coaches

  • Director of Referees

  • Director of Fields and Permitting

  • Director of Equipment

  • Director of Uniforms and Merchandising

  • Director of Fundraising and Events

  • Director of IT, Website, and Statistician

  • Director of In-House Development Program

  • Director of Winter Programming

  • Middlesex League Coordinator

Age Group Coordinators (AGCs)

AGCs are assigned by age group and gender and act as liaisons between coaches and the board. Their roles include overseeing team performance, addressing questions, resolving issues, and participating in placement committees. AGCs serve renewable one-year terms and are nominated and voted on at the AGM.

ARTICLE VIII: REGISTRATION & FEES

8.1 General Registration

Registration opens in May for Fall Soccer and in October for Spring Soccer. Fees are set by the Board; sibling discounts may apply.

Volunteer Credit Policy:

  • Board members receive a credit equal to a single travel registration.

  • Travel team coaches/assistant coaches receive a credit equal to a single travel registration.

  • In-house program coaches/assistant coaches receive a credit equal to a single in-house registration.

  • Credits apply to the next season and are not redeemable for cash. Multiple credits can be received for multiple roles.

8.2 Reimbursement of Registration Fees

Refunds are available if notified in writing, minus any costs incurred by CYSA for the player (e.g., league and insurance fees). Donations made during registration are non-refundable unless explicitly requested.

ARTICLE IX: PLAYER ASSIGNMENT & TEAM FORMATION

Charlestown Soccer conducts placement evaluations each Spring to select players for the Fall travel season. Teams are formed with comparably skilled players to ensure competitive balance and development. There are no "try outs" or "cuts" for CYSA; every registered player will be assigned to a team.

9.1 Placement Evaluation Criteria

Evaluations are conducted by at least two independent, experienced individuals, contracted out to a third party. The process consists of two main elements:

  1. Field Evaluations: Assessment of technical aspects, defensive ability, and attitude.

  2. Coach Evaluations: Conducted by current season coaches via TeamGenius, assessing skills, decision-making, commitment, and attitude.

9.2 Commitment and Other Factors

  • Commitment: Players must attend at least one practice per week and the majority of games to maintain eligibility for placement on a top-tier team. Previous commitment by players to their team will be used as a factor.

  • Grouping: Players are expected to play within their age group. Playing up will be considered only in situations where the higher group team would not have enough players.

9.3 Team Formation Committees

Team Placement Committees (TPC), composed of Board members, utilize numerical evaluation data (ranked via TeamGenius) to assign players to teams based on league size requirements. The full Board reviews and finalizes rosters.

Player Registration Priority Prior to Being Waitlisted:

  1. Registration by the deadline.

  2. Returning players from the prior Fall season (for Spring registrations).

  3. Charlestown residents.

  4. Non-Charlestown residents who played the previous year.

  5. New non-Charlestown residents.

9.4 Players Not Attending the Evaluations

Players unable to attend must notify Charlestown Soccer at info@charlestownsoccer.com. Placement for absent players will be based on available information (e.g., prior coach evaluations).

ARTICLE X: DISSOLUTION

In the event of the dissolution of the organization, any and all funds remaining after all expenditures are paid shall be donated to the Massachusetts Special Olympics Soccer Program.

APPENDIX A: DISCIPLINARY APPROACH

Automatic Sanctions

Suspensions for CYSA team officials, players, and spectators are automatic for the following reasons:

  • Assault (immediate suspension and referral to MYSL).

  • Fighting (physical altercations).

  • Ejection (immediate suspension for the next game).

Suspended individuals may not appear at the game site during their suspension. All suspension actions carry over until the suspension is fully served, even between seasons.

Discretionary Sanctions

The CYSA Discipline Panel or Board may impose discretionary sanctions, including Verbal Warning, Written Warning, Suspension From Play (up to three games), or Bans From Participation.

Procedures

  1. Notice of Automatic Sanctions: Coaches must report cautions, ejections, and removals to the Age Group Coordinator within 24 hours.

  2. Discretionary Action: The individual must be notified of the proposed action and reasons, and given the opportunity to respond to the Panel before action is taken.

  3. Appeal: If action is taken, the individual has the right to appeal to the CYSA Board by emailing the CYSA President within 48 hours of receiving the written notice.