BY-LAWS
Arizona Academy of Youth Soccer (A non-profit organization)
The following By-Laws were approved by a vote of the founders at their planning meeting on March 16th, 2010.
BY-Laws
GENERAL
BY-LAW 101. – NAME
This organization shall be incorporated as the “Arizona Academy of Youth Soccer”. It shall be referred to as “Arizona Academy of Youth Soccer” and/or “AAYS”.
BY-LAW 102. – OFFICE
The principle office of the Arizona Academy of Youth Soccer shall be located within the Mesa public school districts, in the State of Arizona.
The mailing address shall be:
Arizona Academy of Youth Soccer
P.O. Box 31153
Mesa, AZ 85275
BY-LAW 103. – PURPOSE
Section 1. It is the mission of the AAYS to help children/players learn and progress in the game of soccer and helping them to reach a higher standard of play while making the game enjoyable for them. Our main focus will be player development and giving “each” player good structured training and the opportunity to compete in a safe environment.
AAYS will encourage and teach good sportsmanship, responsibility, honesty, trust and good work habits. Although AAYS will be based out of West Mesa, AAYS will help the youth in all of the Phoenix Metropolitan cities (and throughout the state of Arizona) through the sport of soccer and competition.
Section 2. The objectives of the AAYS are to:
A.) Promote the game of soccer at both the recreational and competitive levels. The primary focus will be the development of the youth players/members.
B.) Organize teams and develop players and coaches to participate in a AAYS recreational league (in-house league) as well as/possibly the State of Arizona’s competitive soccer league(s) and tournament(s).
C.) Assign administrative responsibilities to elected AAYS members.
D.) Provide programs for the membership as required.
Section 3.The AAYS shall maintain its tax-exempt status under the Internal Revenue Code.
Section 4. The AAYS shall maintain its non-profit corporation status, organized and existing under the laws of the State of Arizona.
BY-LAW 104. – AFFILIATION
The AAYS shall be a member of and comply with the authority of Valley Youth Soccer League (VYSL), Arizona Youth Soccer Association (AYSA), the United States Youth Soccer Association (US Youth Soccer), United States Soccer Federation (US Soccer), and US Club Soccer.
BY-LAW 105. – LAWS OF THE GAME
The “Laws of the Game” as authorized by FIFA, and modified for youth play by the US Soccer, US Youth Soccer, AYSA and VYSL, apply to youth soccer games sanctioned by VYSL, AYSA and AAYS.
BY-LAW 106. – EQUAL OPPORTUNITY
Section 1. The AAYS shall provide an equal opportunity to athletes, coaches, trainers, managers, administrators, and officials to participate in recreational and competitive youth soccer without regard to that individual’s race, color, religion, national origin, age (according to the specified program within these By-Laws) or sex.
Section 2. Any individual serving on the Board of Directors or a committee of AAYS shall be selected without regard to that individual’s race, color, religion, national origin, age or sex.
BY-LAW 107. – SEASONAL AND FISCAL YEARS
Section 1. The seasonal year shall begin August 1 of one calendar year and end July 31 of the following calendar year.
Section 2. The fiscal year shall begin January 1 of one calendar year and end December 31 of the same calendar year.
A.) Receipts for BoD qualified/approved reimbursement (of monies spent on AAYS matters, materials, etc.) must be turned in before the end of the Fiscal Year or the monies spent will be considered a donation.
BY-LAW 108. – USE OF NAME AND LOGO AND COLORS
Section 1. No one may use the name or initials of Arizona Academy of Youth Soccer or AAYS, any of its trade names including AAYS, Renegades, Academy Renegades or any of its logos except as provided under these by-laws or except with the express written consent of AAYS.
Section 2. The main colors of AAYS are purple and white.
Section 3. Individual teams will follow the same naming convention. This naming convention will appear on all official documents including tournament applications. Teams will be designated as ‘ Academy Renegades’ (year) (gender) (White or Purple), effective March 1, 2010. Example: Academy Renegades 99’ Girls White
Section 4. Renegades is the only name permitted for the Academy’s teams. Individual teams may not use a nickname or specialized team name while being associated with Arizona Academy of Youth Soccer effective March 1, 2010.
BY-LAW 109. – ORDER OF BUSINESS
Section 1. The agenda for all meetings shall follow the format below (except as otherwise provided in these by-laws).
- Call to Order
- Roll Call
- Introduction of Guests
- Presentation by Guests
- Reading and Acceptance of Minutes
- Correspondence
- Reports from all Board and Committee Members in the following order:
A.) President
B.) Treasurer/Director of Finance (approve budget)
C.) Field Coordinator
D.) Uniform Coordinator
E.) Director of Coaching-Educational
F.) Director of Coaching-Personnel
G.) Communications/Public Relations/Webmaster
H.) Committee
I.) League Representatives (AYSA, VYSL, etc.)
J.) Referee Assignor/Coordinator
- Unfinished Business
- New Business
10. Date of next meeting
11. Adjournment
Section 2. Committee Minutes and position reports must be in written form and turned into the Secretary. If the written form is turned in and published for distribution a week prior to the next General Assembly Meeting, this report may be approved without reading at the General Assembly Meeting.
Section 3. A Quorum at a Board meeting: One-half (1/2) of the number of Directors then serving shall constitute a quorum for the transaction of business at a meeting of the Board of Directors. If, however, such Board members shall not be present at any meeting of the Board of Directors, the Board members entitled to vote thereat, present in person, shall have power to adjourn the meeting from time to time without notice other than announcement at the meeting, until the requisite amount of Board members shall be present. At any adjourned meeting at which the requisite number of Board members shall be present, any business may be transacted which might have been transacted at the meeting as originally notified.
BY-LAW 110. – BOUNDARIES
The AAYS is based primary in the City of Mesa and the boundaries of the AAYS shall be the state of Arizona.
BY-LAW 111. – AUTHORITIES
Section 1. The AAYS shall be governed by its by-laws as presently constituted, except in those matters reserved by VYSL, AYSA, US Soccer, US Youth Soccer, and US Club Soccer. These organizations governing documents take precedence over, and supersede the governing documents of the AAYS to the extent applicable under Arizona State Law.
Section 2. The legislative and judicial powers of AAYS, except those, which are herein otherwise delegated, shall be vested in a Board of Directors.
Section3. The AAYS will not join organizations that have conflicting requirements with the United States Youth Soccer Association (US Youth Soccer), United States Soccer Federation (US Soccer), and US Club Soccer.
Section 4. In any and all matters that are not addressed by these by-laws, the governing documents of VYSL, AYSA, US Youth Soccer, and US Club Soccer shall take precedence. In any and all matters that are not addressed by these by-laws or those of US Youth Soccer, the governing documents of the US Soccer shall take precedence.
BY-LAW 112. – DISSOLUTION
Section 1. If the AAYS dissolves for any reason, its properties and assets shall be put in a trust until:
A.) A new Soccer Club can be formed under the guidelines of the Federation.
B.) The Board of Directors that are in office at that present time (members must be in good standing with AAYS and any of the AAYS governing organizations) shall vote to give it to a non-profit organization of their choice, that will benefit youth in the State of Arizona.
Section 2. If any team that is a member of the Arizona Academy of Youth Soccer dissolves, all financial instruments, all equipment purchased either through donation, sponsorship, or parents will become the property of the Arizona Academy of Youth Soccer to be distributed to any new or returning team at the discretion of the Board of Directors.
BY-LAW 113. – DEFINITIONS
Except as otherwise provided, these definitions apply to these by-laws and all policies of Arizona Academy of Youth Soccer or AAYS.
1. “AYSA” means the Arizona Youth Soccer Association.
2. “AAYS” means Arizona Academy of Youth Soccer.
3. “Executive Board” means elected Officers: President, Vice President, Treasurer/Director of Finance and the Secretary/Director of Administration.
4.”Board of Directors” means the Board of Directors of AAYS established under By-law 411.
5. “Officer” means all positions elected to the Board of Directors as established under By-law 401 Section 2.
6.“Federation” means the United States Soccer Federation, Inc.
7.“FIFA” means the Federation Internationale de Football Association of which the US Soccer is the national association member for the United States.
8. “State Association” means the administrative body within a territory determined by the National Council to carry out US Youth Soccer’s programs for youth players.
9.“General Assembly” means the General Assembly of AAYS as provided under By-law 114 A.
10. “Team” means a group of soccer players playing on the same side in soccer games.
11. “USOC” means the United States Olympic Committee that is the corporation established under the Amateur Sports Act to oversee all amateur athletic activity in the United States.
12. ” US Youth Soccer” means the United States Youth Soccer.
13. “Youth player” means an individual who has not reached 19 years of age prior to August 1 immediately before the start of any seasonal year. A player who reaches 19 years of age during a seasonal year is allowed to complete that seasonal year. A player who reaches 19 years of age during August of one seasonal year shall be allowed to complete all of the next seasonal year.
14. USCS means US Club Soccer. 15. VYSL means Valley Youth Soccer League.
BY-LAW 114. – MEETINGS OF THE ORGANIZATION
A.) General Assembly Meetings/regular meetings of the Board of Directors shall be held on the first (1st) Wednesday of each month. The Board of Directors may change the time and date of such monthly meeting by a majority vote of such Directors at any regular monthly meeting of such Board. Notification of the time and location shall appear in the Minutes of the latest meeting.
A-1.) A regular meeting of the Board of Directors shall be held without notice immediately after the Annual General Meeting at the same place at which such meeting is held or at such other places within the City of Mesa, the City of Scottsdale, the City of Gilbert, the City of Tempe or as the Directors shall designate.
B.) The February Meeting shall be designated as an Election Meeting. All Officers, Standing Committees, and Standing Positions shall take office at the conclusion of the February Meeting.
C.) The Board of Directors shall meet every month. At least one half of the Board of Directors (in good standing with AAYS or with it’s governing bodies) must be present.
D.) The Standing Committees shall meet as deemed necessary by the Committee or Officers. At least two members must be present.
E.) Special meetings of the Board of Directors may be called by the President and shall be called by the President (or other Director performing his/her duties) at the request of 3 Directors of AAYS. The President must notify any and all Officers concerning a special meeting. All efforts shall be made to notify the General Assembly of a Special General Assembly Meeting.
E-1.) Such request shall state in writing the purpose or purposes of the proposed meeting. Notice of special meeting shall be given by the Director of Administration (or another Director performing his duties) personally, or by telephone, or in writing. Such notice shall be given no less than five (5) days [one hundred twenty (120) hours] before the meeting.
E-2.) The business transacted at a special meeting shall be confined to the purposes stated in the call.
F.) Any Officer may call a meeting of the Board of Directors. All members must be notified by telephone call; e-mail, or U.S. Mail.
G.) Minutes shall be kept of all regular and special meetings.
H.) There may be times when members or non-members of the AAYS who are attending a Board meeting, will be asked to leave so that internal and private matters may be discussed by the Executive Board (President, Vice President, Treasurer/Director of Finance, Secretary/Director of Administration) . This is deemed as an Executive Session. The option to exclude/include a member from a Board meeting is solely at the discretion of the Executive Board, as decided by a majority vote.
MEMBERSHIP
General
BY-LAW 201. – ELIGIBILITY
The membership of Arizona Academy of Youth Soccer shall include all soccer players, their parents/guardians, coaches, trainers, managers, administrators, and officials without discrimination on the bias of race, color, religion, age, sex, or national origin and upon payment of appropriate fees.
BY-LAW 202. – MEMBERSHIP CATEGORIES
AAYS has the following categories of membership:
A.) Player Membership
B.) Adult Membership
BY-LAW 203. – PROHIBITION ON TRANSFERRING AND ASSIGNING MEMBERSHIP
Membership in AAYS is not transferable or assignable. Membership terminates when AAYS dissolves, the individual dies or as provided under these by-laws.
BY-LAW 204. – GENERAL RESPONSIBILITIES
In addition to other requirements of these by-laws:
A.) Falsification of records shall be grounds for removal from future participation and/or membership in AAYS.
B.) A plea of ignorance to the By-Laws, policies and procedures of AAYS is not sufficient and violators may expect appropriate action by the Board of Directors;
C.) Any person found guilty of violating the By-Laws, policies and procedures of AAYS will have the opportunity to appear before the Board of Directors in order to explain his/her actions.
Individual Members
BY-LAW 211. – ADMISSION TO MEMBERSHIP
An individual who is a player, coach, referee, administrator or parent/guardian of a player is a member of AAYS.
A.) Through that individual’s membership or association with AAYS;
B.) As an elected officer or member of the Board of Directors;
C.) If the individual occupies an unpaid administrative position; or
D.) As a committee member of AAYS.
E.) Parents and or legal guardians through their child’s membership with AAYS.
BY-LAW 212. – TERMS OF MEMBERSHIP
The term of membership of an AAYS member is for two seasonal years or the duration of membership or association within AAYS, or the term of election/appointment to the position of office noted in by-law 403.
A.) The exception is the founding Executive Board as stated in By-Law 403 Section A.
“The exception to this By-Law would be for the founding Executive Board, they would have a 5 year term and the founding President will hold the position until he wishes to relinquish or step down.”
Fees
BY-LAW 241. – MEMBERSHIP FEES
Section 1. Each Player Member shall pay to AAYS annual fees in an amount recommended by the Board of Directors and ratified by at the Annual Budgetary Meeting.
Section 2. The Board of Directors shall establish deadlines for the payment of fees.
Section 3. Any changes in fees being recommended by the Board of Directors shall be forwarded, in writing, to all voting members after AYSA and VYSL (or any other league AAYS joins) have made any fee changes.
Section 4. Fees will be set for the entire year before the season is to start. If there is any change to the fees during the season because of changes made within the leagues AAYS participates in, each member will be notified.
Suspensions, Fines, Terminations, and Reinstatement
BY-LAW 251. – SUSPENSIONS, FINES and TERMINATIONS
Section 1.
A.) A Player Member failing to pay any fees due AAYS or the team with whom the member is associated, shall be provided written notice of the delinquency. If those fees are not paid within 30 days after the date of the notice of delinquency, the delinquent Member shall be suspended. Unless otherwise provided by the Board of Directors, the membership of the Member shall be terminated automatically if the Member has failed to pay those fees for a period of 90 days after the date specified in the notice of delinquency. The Member shall be notified in writing of the suspension and the date on which membership will be terminated if the fees remain unpaid.
B.) Any fine imposed upon or debt owed by any Member shall be binding on every team thereof.
Section 2. The Board of Directors may suspend, fine, or terminate (or any combination thereof with exception of the founding President) the membership of any Member of AAYS, if the Board determines that:
A.) The conduct of the Member is adverse to the best interests of soccer, AAYS, or the purpose that AAYS has been formed; or
B.) The Member has not complied with the requirements of its membership in AAYS. The Board of Directors may act only after a hearing, reasonable notice to the Member of the time and place of the hearing, and providing the Member with a reasonable opportunity to present evidence in support of the Member’s position.
Section 3. All Members of AAYS upon notification by AAYS must recognize a suspension or other disciplinary action imposed by AAYS in accordance with these by-laws.
Section 4. AAYS must recognize suspensions and rulings of all organizations under the jurisdiction of US Youth Soccer.
Section 5. The Board shall establish fines and penalties, as necessary, to enforce the rule, regulations, and by-laws of AAYS.
Section 6. If occasions arise that are not fully covered by the By-laws of AAYS, the Board shall have the power to decide action to be taken. This authority may include, but not be limited to fines, suspensions, or termination from this organization (with the exception of the president).
Section 7. A coach, team manager, or team representative must attend General and Special Assembly meetings. Teams failing to be represented at the regular monthly or special Assembly meetings shall be reprimanded by mail. For each offense, a fine of $50.00 will be automatically levied upon the team. The Secretary will read the names of the Teams which have been reprimanded and which owe fines at each meeting of the Assembly. Failure to pay the fine(s) by the meeting following the reading of the team’s name will automatically serve to suspend all Members of the team from voting at Assembly meetings until the fine(s) are paid. Absence may only be excused by the Executive Board. Approval is not guaranteed.
Section 8. Coaches will be required to attend quarterly coaches meetings. This includes coaches at all levels (Recreational and Academy).
BY-LAW 252. – SUSPENSION BECAUSE OF LITIGATION
Section 1.Any person participating in a AAYS program, or in a program of a Member of AAYS, who becomes a defendant in litigation detrimental to the welfare of youth players or litigation based on activity detriment to the welfare of youth players, shall be suspended from all soccer-related activities. The Board of Directors shall determine suspensions under this by-law. Matters detrimental to the welfare of youth players shall include crimes of moral turpitude and felonies. The person has right to appeal the suspension only over whether the matter, which is the substance of the accusation, if true, is detrimental to the welfare of youth players.
Section 2. On completion of the litigation, the suspended person may inform the body suspending the person under Section 1 of this by-law that the litigation has been completed and request that the suspension be terminated and the person reinstated. The suspending body may grant the request of the person or, if the decision of the litigation was adverse to the person, may continue the suspension for a period specified by the suspending body, fine the person, terminate all membership of that person with the suspending body and its members, or any combination of those authorized penalties.
BY-LAW 253. – RESIGNATIONS
Section 1. Any Member may resign from AAYS by submitting a written resignation to AAYS. The resignation need not be accepted by AAYS to be effective. A Member’s resignation does not relieve the member of any obligation to pay any fees that had been accrued and were unpaid before the effective date of the resignation.
Section 2. Any member resigning between the date of paying their yearly fee and August 1 are entitled to a full refund of their registration fee paid. Any member resigning between Aug 1 and their teams first regular season game is entitled to a refund of 50% of their registration fee paid. Any member resigning after their teams first regular season game is not entitled to any refund of their registration fee.
Section 3. Any monies donated through sponsorship or fundraising by the resigning member may not be refunded to the member and may only be transferred to a family member in the club upon written notice. If the resigning member does not choose to do transfer funds to another member, then the AAYS will put the monies in the AAYS general fund to help pay for Academy expenses.
BY-LAW 254. – REINSTATEMENT
A suspended member of AAYS may submit a written request for reinstatement. The Board of Directors may reinstate the membership of a suspended member on reasonable terms that the Board considers appropriate.
ORGANIZATION
Voting
BY-LAW 301. – ORGANIZATION MEMBERS
Each Academy team, in good standing, is entitled to vote at General Assembly meetings.
A.) Each Academy team shall have 1 vote. The voting member of the Academy team will be established in roll call.
BY-LAW 302. – OFFICERS AND BOARD OF DIRECTORS
Section 1. The individual who is chairing a meeting of the General Assembly may vote only when the vote is by ballot, or, in all other cases, to affect the result of the vote.
Section 2. Each member of the Board of Directors, except as outlined in Section 1 & 2 of this by-law, is entitled to one vote each at General Assembly meetings.
A.) If there are 2 (two) members of a family that are on the Board of Directors, then only 1 of those family members may be allowed to vote on any Executive Decisions.
BY-LAW 303. – LIMITATION
An individual may vote at any meeting of AAYS in only one capacity.
A.) If there is a family/member that holds more than one position on the Board of Directors, or if a member/family has the power to vote by more than one qualifier listed in By-law 211, no more than 1 vote will be counted per member/family per opportunity to vote.
General Assembly
BY-LAW 304. – COMPOSITION AND GENERAL AUTHORITY
Section 1. AAYS has a General Assembly that is composed of representatives of Organization Members and the Board of Directors.
Section 2. The General Assembly has the following responsibilities:
A.) To attend all meetings.
B.) To elect, appoint, and nominate candidates for offices.
C.) To uphold all decisions of the General Assembly, Executive Officers, Board of Directors, Committees, and Standing Positions. Also to support the actions of those with whom we are affiliated with.
D.) To exercise the right to vote on By-law changes and uniform changes.
E.) There shall be no absentee ballots unless approved by the Executive Board before vote given that there were extenuating circumstances (injury to prevent travel, death of family member, etc.).
Section 3. The General Assembly has the following authority:
A.) Exclusive authority to amend the by-laws of AAYS.
B.) Adoption of the budget of AAYS;
C.) The election of all officers and Board of Directors;
D.) Approval of fees;
E.) Ratify actions of the Board of Directors;
F.) Conduct additional business at the General Assembly Meeting as deemed appropriate by the Board of Directors.
BY-LAW 305. – GENERAL ASSEMBLY MEETING
Section 1.
A.) The AAYS Board of Directors shall hold an annual general meeting on or before February 28th, (of each year) which shall be the election meeting.
B.) The AAYS Board of Directors shall hold General Assembly Meetings on the 1st Wednesday of every month unless otherwise announced at the previous meeting and in the minutes. At least half of the Board of Directors must be present for this to take place.
Section 2. AAYS shall provide to all voting members no later than 30 days prior to the Annual General Meeting in writing or via email:
A.) Notice of the annual meeting, giving the agenda, date, time, and location of the meeting; and
B.) Any proposals or motions to amend the By-laws of the AAYS; and
C.) The proposed budget; and
D.) A list of any individuals who have declared candidacy for election to the Board of Directors as of the time of the notification.
Section 3. The order of business at the Annual General meeting shall be as follows:
A. Call to order.
B. Roll Call.
C. Acceptance of Minutes of previous General Assembly meeting.
D. Acceptance of Reports and Confirmation of actions taken and policies adopted by the Board of Directors.
E. Unfinished Business.
F. Acceptance of Proposed Budget.
G. Amendments to the AAYS By-laws and policies.
H. Election of Officers and Board Members.
I. New Business.
J. Good of the Game.
K. Adjournment.
Section 4. Any business item (other than proposed amendments to the by-laws of AAYS) to be presented at a General Assembly Meeting must be submitted in writing to AAYS 15 days prior to the any General Assembly Meeting.
BY-LAW 306. – SPECIAL MEETINGS
Section 1.
A.) A special meeting of the General Assembly may be called at any time on request of:
1. The President of AAYS.
2. A majority of the Board of Directors; or
3. At least 7 Organization Members of AAYS.
B.) The request shall state the business items to be considered at the special meeting. No other items may be considered at the meeting.
BY-LAW 307. – PLACE OF MEETING
The Board of Directors may designate a place within reasonable proximity for attendance by the constituency as the place for a meeting of the General Assembly.
OFFICERS AND BOARD OF DIRECTORS
Officers
BY-LAW 401. OFFICERS AND BOARD OF DIRECTORS
Section 1. The Executive Officers a.k.a. Executive Board of AAYS is the President, Vice President, Treasurer/Director of Finance, Secretary/Director of Administration and the founder of AAYS, David Cruz.
Section 2. The Board of Directors of AAYS are the President, Vice President, Treasurer/DoF, Secretary/DoA, Past President, Registrar, Field Coordinator, Uniform Coordinator, Referee Coordinator (if unpaid position), Public Relations Director, Fundraising Director, Tournament Director, and Webmaster and the founder of AAYS, David Cruz.
BY-LAW 402. NOMINATIONS
A.) A nomination committee of two (2) or three (3) members of AAYS shall be appointed by the Board of Directors at the October Meeting.
B.) During the month of November, the committee shall post at the field all Board of Director positions that are up for election.
C.) At the December meeting nominations shall be made for the positions of Officers and that are open for election.
D.) All nominated people must be members in good standing with AAYS and it’s affiliates at the time of their nominations.
E.) Any Member of the Board of Directors wishing to run for a new position when his/her term has not expired shall make his/her intent known to the nomination committee by November 30th and a letter of resignation to be handed to the Officers effective at the February Meeting.
F.) No person can hold two positions elected at the same time (with the exception of the founding Executive Board Members).
G.) In January, the Nominating Committee or Executive Board shall seek to fill any position that has no nomination.
H.) In January there will be a Special General Assembly meeting for the purpose of each nominated candidate to speak for no more that 5 minutes on their purpose for running and their qualifications.
I.) No individual team within Arizona Academy of Youth Soccer may have more than 2 adults from an individual team nominated/elected to the Board of Director positions at any time. If a parent/guardian nominated/elected has more than one child in the Arizona Academy of Youth Soccer, then that adult counts as 1 adult member from each team they have a child on (the exception to this By-Law would be if the President gives his/her approval).
BY-LAW 403. ELECTIONS
Section 1.
A.) The Vice-President, Secretary/Director of Finance, Treasurer/Director of Administration, Registrar, Field Coordinator, Uniform Coordinator, Referee Coordinator, Fundraising Director, Public Relations Director and Webmaster of AAYS are elected for a term of 2 years at the annual general meeting. (The exception to this By-Law would be for the founding Executive Board, they would have a 5 year term and the founding President will hold the position until he wishes to relinquish or step down. The reasoning is to make sure the Academy runs in the direction that it was envisioned by the founding Executive Board).
B.) All members holding a position listed in by-law 403 are entitled to a refund of the annual registration fee for one child.
Section 2. An Officer or member of the Board of Director referred to in this by-law commences the officer’s term of office after the adjournment of the meeting at which the officer or Board of Director was elected or appointed, or, if filling a vacancy before the expiration of a term of office, immediately after elected to fill the vacancy.
BY-LAW 404. – RESPONSIBILITIES OF OFFICERS
Section 1. The President of AAYS shall supervise all activities of the AAYS; the work of the Executive Board, the Board of Directors, and the General Assembly, and shall include but not be limited to, the following:
A.) Be the Chief Executive Officer of AAYS
B.) Shall administer the affairs of AAYS with the concurrence of the Board of Directors
C.) Shall be responsible for oversight of office procedures and personnel, which responsibility may be delegated
D.) Shall establish AAYS committees and make committee leader appointments as provided by By-laws 501 and 502
E.) May execute instruments for AAYS that the Board of Directors authorizes to be executed
F.) Shall preside at all Meetings of the Officers and Board of Directors as well as the General Assembly Meetings
G.) Shall oversee all matters of Director(s) of Coaching
H.) Shall be a member ex-officio of all committees
I.) Shall be responsible for the general management and superintendence of the affairs of AAYS
J.) Set goals and objectives for AAYS
K.) Addressing issues of customer service
L.) Organize or appoint organizers for fundraising events
M.) Shall perform other responsibilities assigned by the Board of Directors
N.) In all cases where (and to the extent that) the duties of the other directors of the corporation are not specially prescribed by the Bylaws, Rules or Regulations of the Board of Directors, the President may prescribe such duties subject to approval by the Board of Directors.
Section 2. The Vice-President shall assist the President in the performance of his/her duties and shall exercise the powers of the president in the President’s absence. The responsibilities of the Vice President shall include, but not be limited to, the following:
A.) Assume the responsibilities of President when the President is absent or cannot act;
B.) Oversee Protest, Appeals and Arbitration Committee;
C.) Oversee Rules and Revisions; and
D.) Shall oversee the duties of the Field Coordinator; and
E.) Perform other responsibilities assigned by the Board of Directors or the President.
F.) Shall be present at all Meetings of the Officers and Board of Directors as well as the General Assembly Meetings.
Section 3. The responsibilities of the Treasurer/Director of Finance shall include, but not be limited to, the following:
A.) Be the Chief Financial Officer of AAYS;
B.) Be bonded by a reputable bonding agency;
C.) Shall keep detailed accounts of all monies received according to Generally Accepted Accounting Principles.
D.) Shall pay all bills as they come due on behalf of the organization and all of its accounts as authorized by the Officers.
E.) Shall maintain a checking and savings account in a local bank.
F.) Shall maintain accurate records of all expenditures.
G.) Shall submit in writing the financial standing of the organization at every meeting.
H.) Shall oversee the duties of the Uniform Coordinator.
I.) Maintain tax-exempt status.
J.) Shall make and implement policies and procedures that protect the Arizona Academy of Youth Soccer’s tax exempt status with the approval of the President.
K.) Shall prepare and present to the General Assembly in the February meeting the proposed budget for the coming year.
L.) Insure the preparation, execution and submittal of forms required annually by the Arizona Corporation Commission to maintain the incorporated status of the AAYS.
M.) Coordinate the preparation of the Annual Tax Return with an approved Tax accountant.
N.) Implementing and monitoring risk management policies and insurance
O.) Long Range Planning and Vision Exploration
P.) Issues receipts for donations and other contributions
Q.) Act as Custodian of all AAYS assets and correspondence
R.) Perform other responsibilities assigned by the Board of Directors or the President.
S.) Shall be present at all Meetings of the Officers and Board of Directors as well as the General Assembly Meetings.
T.) Shall hold a paid position with the AAYS as a Consultant and shall have no vote unless it’s a volunteered position.
Section 4. The responsibilities of the Secretary/Director of Administration shall include but not be limited to:
A.) Give proper notice of all AAYS meetings.
B.) Minutes are to be postmarked or emailed to all Board of Director members within seven (7) calendar days after any meeting that minutes are taken. Once the Board of Directors approves the minutes, the minutes must be posted to the web-site within seven (7) calendar days.
C.) Ensure that a record is kept of the name and address and other information of each Member, Director, Officer and Employee of AAYS.
D.) Oversee the Web Designer, and Public Relations Director/Director of Communications & Marketing.
E.) Oversee the Registrar and act as custodian of all registration documents, once they have been approved and submitted by the Registrar.
F.) Help establish (with the registrar) an AAYS member email data base for the Academy (past and present).
G.) Perform other responsibilities assigned by the Board of Directors or the President.
H.) Shall be present at all Meetings of the Officers and Board of Directors as well as the General Assembly Meetings.
I.) Address any legal matters
Section 5. The responsibilities of the Past President of AAYS shall include, but not limited to, the following:
A.) Serve a one-year term;
B.) Provide continuity and consulting services for the newly elected President and for any other member of the Board of Directors.
C.) Perform other responsibilities assigned by the Board of Directors or President.
Section 6. The responsibilities of the Registrar shall include, but not limited to, the following:
A.) Shall be responsible for the organization and registration of all persons playing for AAYS.
B.) While any Board member may validate a player’s registration, a player may not be scheduled into regular season play without the Registrar’s approval that all documents, records, and information on the application form are correct and in order.
C.) Shall be responsible for communicating all information on registration forms to the proper individuals in a timely manner.
D.) Shall keep a record of all monies received as part of player registration and shall provide the record and monies to the Treasurer/Director of Finance to be deposited in the name of AAYS in a financial institution approved by the President.
E.) Shall hold a paid position with the AAYS as a Consultant and shall have no vote unless a volunteer position.
Section 7. The responsibilities of the Referee Assignor shall include, but not be limited to, the following:
A.) Shall be responsible to assign referee’s at all home games for all teams in the AAYS.
B.) Shall be responsible to assign referees to all games in any hosted AAYS Tournament.
C.) Shall be responsible to be certified as a referee assignor.
D.) Shall be reimbursed by the AAYS for all monies paid by the Referee Assignor for certification.
E.) Will set up a program for the older players to learn how to be referees.
F.) If no General Member of the AAYS will accept the position, the President shall hire a qualified individual to fill this position from outside the General Membership. If this position is filled from outside the General Membership then this individual will not be entitled to participate in meetings of the Officers, Board of Directors, or General Assembly.
Section 8. The responsibilities of the Web Designer/Public Relations Director(s) shall include, but not be limited to, the following:
A.) Shall be responsible for the promotion and publication through various media outlets for the activities of the Academy.
B.) Shall be the primary promoter of all special Academy activities, fund raising drives (with Fundraising Director), Merchandise marketing and sponsorships.
C.) Shall be responsible for the writing, printing and distribution of a parent newsletter prior to each season as well as when otherwise needed (Communication to all AAYS members).
D.) Shall be responsible for all web design for the Academy (logo and image management).
E.) Shall be responsible for all press releases (with the okay from the President).
F.) Video Production development for the development of Academy players.
G.) Shall be responsible for pictures of players and teams. This can be handled by using an outside source with the approval of the President.
H.) Shall provide a written report to the Board of Directors and General Assembly at the end of their term.
I.) Shall hold a paid position with the AAYS as a Consultant and shall have no vote unless it’s a volunteered position.
Section 9. The responsibilities of the Uniform Coordinator shall include, but not be limited to, the following:
A.) Shall be responsible for uniform orders.
B.) Shall purchase and pick-up needed uniforms and distribute to all teams.
C.) When it’s time to choose a new style of uniform (brand, color, etc.), will communicate with the Board of Directors. The founding President will have the final say as to what style, color, material and brand.
D.) Shall purchase/agree on price for necessary uniforms and equipment within budgetary allowance.
E.) Shall conduct an inventory after each month and provide a report to the Treasurer/DoF and President.
F.) Shall provide the General Membership with a catalog, at the time of registration. This catalog will be posted on the web site of all approved options/guidelines of apparel and equipment.
G.) Shall report directly to the Treasurer/Director of Finance.
H.) Shall provide a written report to the Board of Directors and General Assembly at the end of their term.
Section 10. The responsibilities of the Tournament Director shall include, but not be limited to, the following:
A.) Shall schedule a yearly Academy tournament with the AYSA by the annual AYSA deadline (once AAYS has met the requirements of AYSA or any other affiliates).
B.) Shall form a committee to help with the tournament
C.) Shall provide a report for presentation at the Board of Directors Meeting at the conclusion of the annual tournament.
D.) Shall hold a paid position with the AAYS as a Consultant and shall have no vote unless it’s a volunteered position.
Section 11. The responsibilities of the Field Coordinator shall include, but not be limited to, the following:
A.) Shall work with the City of Mesa, The Mesa Public School District and the Gateway Bible Church on practice and game fields for the use of the Academy and on keeping the fields in proper playing condition.
B.) Shall have the right to form a committee for additional assistance.
C.) Shall schedule fields for all practice sessions and practice and home games for Arizona Academy of Youth soccer as required.
D.) Field Coordinator reports directly to the Director of Coaching – Education and/or President.
Section 12. The responsibilities of the League Representative shall include the following:
A.) Shall act as advisor to the Board of Directors and perform all liaison duties between AAYS and the League AAYS is associated with.
B.) Shall submit in writing, a signed report of the league meeting to the AAYS Board of Directors.
C.) Shall bring to the board any matters of importance to which a vote is required by the league, AAYS is associated with, and will vote as directed by the Board of Directors.
Section 13. The Director of Coaching – Education shall be appointed by the President based on the recommendations given by the Board of Directors. The responsibilities shall include, but not be limited to, as follows:
A.) Shall provide a uniform and beneficial style of play and coaching curriculum for all teams. This includes practices and games for all teams.
B.) In order to prevent conflicts, the Director of Coaching and the President of AAYS shall work together on Educational guidelines/curriculum for all AAYS players.
C.) Shall oversee the activities of the Field Coordinator.
D.) Shall bring any problems to the Board of Directors who will have final say or approval of all matters.
E.) Shall hold a paid position with the AAYS as a Consultant and shall have no vote.
F.) Shall prepare an Academy Skills Assessment each year to be held between April 1 and July 31. The dates for the Skills Assessments will be fixed by the February board meeting each year.
G.) Shall Maintain a USSF National License
H.) Shall attend all sessions of the Board and all meetings of the members and be responsible for all AAYS Developmental and Academy Programs (including TOPSoccer for the children with special needs).
I.) Shall be responsible for the Player and Coach Development in all AAYS programs.
J.) Shall hold AAYS Coaching and staff meetings once a month, to discuss curriculum for the month.
K.) Shall oversee the GoalKeeper and the Speed & Conditioning Trainer.
L.) Shall organize, host and run FREE clinics for the community to help create awareness for the Academy.
M.) Runs practice sessions during the week for all the Recreational/developmental and Academy Team players (If cannot be there will coordinate to have another National Licensed Coach or Academy Coach present).
N.) Shall organize and host a “Playday” for Developmental-Recreational teams throughout the Phoenix Metro Area and the outlying areas at least once a year (will work on this with DoC of Developmental-Rec Program).
Section 14. The Director of Coaching – Personnel shall be appointed by the President based on the recommendations given by the Board of Directors. The responsibilities shall include, but not be limited to, as follows:
A.) Shall appoint and govern AAYS teams with qualified coaches and trainers that meet the age appropriate requirements for each team in a timely manner.
B.) Shall verify that all coaches’ credentials are valid.
C.) Development of AAYS Coaches by providing them with Coaching Manuals and Coaching Education Programs (DoC will nominate coaches for licensing advancement).
D.) Shall verify that a background check has been completed as part of the AYSA coach registration process for every AAYS coach.
E.) Shall provide a qualified GoalKeeper Trainer, to be paid by the AAYS, to train goalkeepers from all AAYS Academy teams.
F.) Shall provide a qualified Speed and Conditioning Trainer, to be paid by AAYS, to train the members of the Academy Teams.
G.) Shall bring any concerns to the Board of Directors who will have final say or approval of all matters.
H.) Schedules any/all tournaments for the Academy Teams and organizes/schedules coaches for these tournaments.
I.) Shall hold a paid position with the AAYS as a Consultant and shall have no vote.
J.) Shall hold an orientation meeting with all coaches outlining expectations and responsibilities no later than July 30 each year.
K.) Shall be the primary negotiator regarding coaching salaries, reimbursements, and/or compensation with all coaching salaries subject to approval by the executive board.
L.) Shall be responsible to line fields for the developmental-rec games (will work out a schedule with DoC of Developmental Program).
M.) Shall oversee the technical advancement and benchmarking of AAYS coaches (including the College Prep Tier of the AAYS).
N.) Coordinates/Organizes College Prep Workshops for the AAYS 3rd Tier of players and AAYS non-members. This includes scheduling of college coaching guest and promoting the workshop to outside players (club and high school) who can benefit from these events.
O.) Responsible for scheduling a speaker for the College Prep Players that have a strong desire to play in college. This speaker will answer questions from the players and parents about the recruiting process and the preparations to enter a collegiate program. These discussions should include: scholarships, housing, grades, tutors, cost, time management, National Letter of Intent, recruiting rules and violations, SAT and ACT test scores, and Registering with the NCAA Clearing House Committee etc.
Section 15. The responsibilities of the Fundraising Director shall include the following:
A.) Shall organize and solicit from local business’ donations to help the AAYS. Monies shall be used for registration, fields and equipments, uniforms and tournament fees.
B.) Shall maintain integrity and professionalism while doing business/representing the AAYS with all potential donors.
C.) Shall create and organize special events/promotions to help raise funds for AAYS. This includes forming committee with the approval of the President of AAYS.
D.) Shall give written reports on progress and all discussions with potential donors for the Board Meetings.
E.) Shall be responsible to notify President and Treasurer/Director of Finance of any new donors. Also to notify webmaster to post any new donors on our website.
F.) Shall keep in contact with donors to make sure they received non-profit tax-deduction letter from AAYS. Also to make sure each donor receives a special Thank You card or gift.
G.) Shall hold a paid position with the AAYS as a Consultant and shall have no vote unless it’s a volunteered position.
Section 16. Board of Directors
Besides the duties already ascribed to the Board of Directors, the below duties shall also be carried out:
A.) They shall present to the General Assembly 1st meeting after elections, in the March meeting, a set of goals and plans for the coming year. Also, long-range plans should be viewed, reviewed and presented.
B.) They shall settle jurisdiction disputes between the several committees and positions.
C.) They will strive to help all committees, positions, and teams to work together in light of the Academy’s purpose.
D.) They shall set the agenda for the up-coming General Assembly Meeting.
Section 17. Academy Team Coaches
A.) The coaches shall be appointed by and governed by the Director of Coaching – Personnel. The Board of Directors has the right to remove any coach from a team if determined to be in the best interest of the players. Each coach will be selected on his/her qualifications and experiences in youth organizations, soccer and other related activities.
B.) All coaches are required to obtain a USSF Certified Coaches License by the end of their first year with the club. They must also continue with the education process by upgrading their license in reasonable intervals.
C.) Shall assist with promoting AAYS to qualified and interested players. This includes being present at Skills Assessments/Placements.
D.) Shall assist the DoC with training both Development-Rec and Academy Teams.
E.) Shall turn in a monthly report of each team which is to include all the session plans, recommendations, side notes, etc.
F.) Shall hold a paid position with the AAYS as a Consultant and shall have no vote unless it’s a volunteered position.
G.) Shall wear the AAYS colors (purple/white) while representing the program at an event/tournament.
H.) Shall maintain a positive attitude and the mental attitude that the development of the players comes before a win in a game. Especially the younger players under 12 years.
I.) Will follow all the code of conducts of both AAYS and AYSA.
Section 18. Director of Coaching-Developmental-Recreational Program shall be appointed by the President based on the recommendations given by the Board of Directors. The responsibilities shall include, but not be limited to, as follows:
A.) Will organize and promote the development program for AAYS. This will include media releases and getting fliers out to the public.
B.) Will organize teams according to age (separate by sex if there is enough players).
C.) Shall appoint all development program coaches and assist them in any way possible. This will include holding a coaches clinics at least once for every season (Fall and Spring).
D.) Shall organize a game schedule which will include team name/number, location and times.
E.) Shall hold a paid position with the AAYS as a Consultant and shall have no vote unless it’s a volunteered position.
F.) Shall prepare the fields for the games which includes lining the fields, setting up goals and cones. The fields must also be checked for any hazards or something that may cause harm or injuries to the players.
G.) Shall clean-up and tear down fields after the games and practices.
H.) Shall order the end of season trophies.
I.) Shall order all the uniform needs for the developmental program, thru the AAYS Uniform Coordinator. The uniforms will match the practice gear of the AAYS Academy Players.
J.) Shall keep all AAYS members informed of any important information from the AAYS BoD.
K.) Shall hold training sessions for all Tier 1 players (AAYS developmental-recreation program) at least once a week.
L.) Will follow all the code of conducts of both the AAYS and AYSA.
M.) Shall work with the Academy Team Coaches and both DOC’s (personnel & education) to help with the progression of the Developmental-recreational players.
N.) Shall dismiss any volunteer (development-rec program) coaches that are not following the vision of AAYS or the AAYS code of conduct or AAYS By-Laws.
O.) Shall attend all board meetings of the AAYS.
BY-LAW 405. – REMOVAL
Section 1. Any officer referred to in by-law 401 other than the President, when serving as a member of the Board of Directors may be removed from office by a two-thirds vote of the members entitled to vote for that office.
Section 2. Any officer, referred to in by-law 401, other than the President, who is absent for three consecutive meetings or a total of five meetings of the Board of Directors during their term of office for any reason, other than in performing duties associated with their AAYS responsibilities, may be removed from office by a majority vote of the Board of Directors.
Section 3. Any officer referred to in bylaws 401, other than the President, after being removed, may not seek office, either elected or appointed, for no less than 2 years from day of removal.
BY-LAW 406. – VACANCIES
Section 1. If any office, including the President, becomes vacant for any reason, the remaining members of the Board of Directors shall elect an individual to the office to fill the balance of the term or until the next AGM, whichever comes first.
Section 2. The following positions may not remain vacant for more than 30 days: President, Vice President, Secretary, and Treasurer.
BY-LAW 407. – RESTRICTIONS
Section 1. No officer referred to in by-law 401-Section 2 may – hold office of President with any Organization Member of AYSA (except for the founding President).
Board of Directors
BY-LAW 411. – COMPOSITION AND GENERAL AUTHORITY
Section 1.
A.) AAYS has a Board of Directors. The Board is composed of the officers noted in by-law 401 and the Immediate past President.
B.) Each officer of the Board of Directors has one vote (unless there are 2 people from the same family, then only 1 person from the family gets to vote as per by-Law 302 Section 2-A, and except that the individual presiding at a Board meeting may vote only when the vote is by ballot or, in all other cases, to affect the result of the vote.)
Section 2. Except as otherwise provided in these by-laws, the Board of Directors shall-
A.) Manage the affairs of AAYS;
B.) Enforce and interpret the by-laws, rules, policies, and procedures of AAYS;
C.) Review and approve AAYS by-laws in order to insure consistency with the AYSA and VYSL documents; and,
D.) Make temporary rules or regulation for specific cases or occasions not provided for in existing documents, but which the Board of Directors, to carry out the objectives of AAYS, deems necessary.
Section 3. Subject to the limitation of these by-laws and the laws of the State of Arizona, all of the AAYS’s powers shall be exercised by or under the authority of the Board of Directors. The Board of Directors shall control all business and other affairs of AAYS.
Section 4. The Immediate past President of AAYS shall serve a 1-year term on the Board of Directors on the expiration of the individual’s term as President. An individual removed as President or Immediate Past President under by-law 404 is not a member of the Board of Directors, and the position of Immediate Past President remains vacant on the Board.
BY-LAW 412. – MEETINGS
Section 1.The Board of Directors shall hold meetings no less than monthly throughout the seasonal year. The Board shall establish the time, place, and location of the meetings.
Section 2.
A.) Proxies are not permitted at meetings of the Board of Directors.
B.) Visitors may attend all open Board of Director meetings. Visitors may be granted the privilege to speak at meetings under the approval of the President or any three members of the Board of Directors.
COMMITTEES
BY-LAW 501. – STANDING COMMITTEES
Section 1. AAYS Committees shall be established as required to satisfy the programs and needs of the AAYS. The president shall be an ex-officio member of all committees.
Section 2. Each standing committee shall be the responsibility of a specific member of the Executive Board. Standing Committees of the AAYS are:
A.) Protest, Appeals and Arbitration Committee.
B.) Budget and Finance Committee.
C.) Tournament Committee.
D.) Opening Ceremony Committee.
E.) Skills Assessment/Placement Committee.
F.) Uniform Committee.
G.) Coaching Committee.
H.) Newsletter and Publicity Committee.
I.) Club Special Events Committee
J.) Fundraising Committee
Section 3.The Executive Board shall confirm committee chairs annually; and shall publish a list of said committee directors not later than the beginning of the seasonal year. In the event that the responsible AAYS officer fails to submit a name for approval, the President shall appoint the committee director with the approval of the Executive Board. In the event a committee chair resigns, is removed, or is unable to fulfill the position as chair, the responsible officer shall bring to the Executive Board a recommendation for replacement. The Executive Board shall vote on the replacement in a timely manner. The Executive Board may also remove committee chair.
Section 4. The membership of any committee shall be determined by the specific member of the Executive Board responsible for that committee, subject to the approval of the Board of Directors.
Section 5. All committees, standing or ad hoc, shall submit a report in writing to the Board of Directors every month.
BY-LAW 502. SPECIAL COMMITTEES
Special Committees may be formed as deemed appropriate by the President, subject to the approval of the Board of Directors, for the purpose of accomplishing specific tasks. The authorization for these committees shall include provisions for a budget for the duration of the committee, and for appointing a member or members of the Executive Board to be responsible for the committee.
BY-LAW 503. RESTRICTION
No member of a committee may receive compensation (except reimbursement for expenses) for services performed as a committee member. However, if a group of parents from a team or teams forms a committee for an event such as Opening Ceremonies they may incorporate fundraising activities for their team into the event.
ADMINISTRATIVE
BY-LAW 601. FISCAL YEAR BUDGET
Section 1.The Budget Committee shall consist of the Executive Board. The Budget Committee shall prepare a proposed budget for AAYS for the next fiscal year. Proposed budget will be provided to the incoming Executive Board for review and approval by the General Assembly at the February Meeting.
Section 2. The Budget Committee shall be required to submit a budget for AAYS for the next fiscal year. The budget shall:
A.) Outline all programs administered by AAYS, including but not limited to;
B.) Administration, Fields and Lights, Tournament, Skills Assessments, Coaching Director(s), Trainers, Team and Player Support, etc.;
C.) Propose complete income and expenses for each program;
D.) Identify sources of income to support each program.
BY-LAW 602. ACCOUNTS, BOOKS AND RECORDS
Section 1. AAYS shall maintain adequate and correct accounts, books, and records of its business and properties. All of those accounts, books, and records shall be kept at the office of the Treasurer.
Section 2. All books and records, including copies of the governing documents, shall be open to inspection for the Directors and members of AAYS, and in the manner provided for the Board of Directors.
BY-LAW 603. INDEMNIFICATION
Section 1. AAYS shall indemnify each of its present or former directors, officers, employees, or official representatives, or any person who is or was serving another entity in any capacity at the request of AAYS, against all expenses actually and reasonably incurred by the person (including judgments, costs, and counsel fees) in connection with the defense of any pending or threatened litigation to which that person is, or is threatened to be made, a party because that person is or was serving in such a capacity. This right of indemnification may also apply to expenses of litigation that is compromised or settled, including amounts paid in settlement, if AAYS approves the settlement as provided in section 2 of this by-law. Such a person shall be indemnified if the person acted in good faith and in a manner the person reasonably believed to be in or not opposed to the best interests of AAYS. The termination of any litigation by judgment, order, settlement, conviction, or plea of nolo contendere or its equivalent shall not, of itself, create a presumption that the person did not act in good faith or in a manner the person reasonably believed to be in or not opposed to the best interests of AAYS.
Section 2. AAYS may pay any amount payable as indemnification under this by-law on a determination by the Board of Directors, not including those members who have incurred expenses in connection with the litigation for which indemnification is sought, that the person in question met the standard of conduct provided for under section 1 of this by-law. If no such disinterested Board members are available; the required determination shall be made by a majority vote of the General Assembly.
Section 3. Any expenses incurred by a qualified person in connection with the defense of any litigation may be paid by AAYS in advance of a final disposition of the litigation on receipt of a written commitment by that person to repay the amount advanced if it is determined under section 2 of this by-law that that person is not entitled to indemnification under this by-law.
Section 4. The Board of Directors may authorize the purchase of insurance on behalf of any person that may potentially be indemnified under this by-law. That insurance may include indemnification for those persons for expenses of a kind not subject to indemnification under this by-law.
BY-LAW 604. DISCLAIMER
The AAYS shall not assume, nor be liable for, the debts and/or financial responsibilities, implied or incurred, of any player, parent/guardian, coach, manager, treasurer, team assistant, trainer, academy official, team, affiliate or other organization.
BY-LAW 605. LIABILITY
All officers of AAYS and committee members shall be covered against personal liability claims by the Arizona Academy of Youth Soccer for performing acts and duties directly related to the work of this Academy.
GRIEVANCES, PROTESTS, AND APPEALS
General
BY-LAW 701. GENERAL REQUIREMENTS
The following hearing and appeal procedures guarantee the rights of individual’s participation and competing in activities sponsored by the Arizona Academy of Youth Soccer and its members to appeal any grievances to US Soccer Appeals committee that has the jurisdiction to approve, modify or reverse a decision.
Section 1. The Executive Board shall hear initial protests and infractions arising from games and other activities played under their jurisdiction.
Section 2. Any committee or other authority hearing and/or deciding on grievances, disputes, protest, or appeals-
A.) Shall be composed of people who have no conflict of interest in the matter being heard;
B.) Shall not include any person who has adjudicated the matter at any other level;
C.) Shall not be composed of less than three persons, and five persons are preferred.
BY-LAW 702. DEFINITIONS
Section 1. Protests are:
A.) Generally related to a specific game or administrative action, and are filed by one of the involved parties. Protests cannot be filed by third parties.
B.) Must be based upon violation of the published rules of the competition, governing documents, code of conduct, AAYS Coaches Code of Conduct or application of FIFA Laws of the Game.
C.) Are only to proceed to the next level after the rights of protest and appeal are exhausted at the initial levels whose jurisdiction the protest or appeal falls within.
Section 2. Appeals are:
A.) The result of an adverse decision from a protest hearing, administrative action, disciplinary hearing or lower level appeal. Only those parties to the original action, who are adversely impacted by such decisions, shall be allowed to appeal.
B.) Not to have the effect of “staying” a previous ruling. Previous decisions remain in force, pending the result of the appeal.
Section 3. Disciplinary hearings are:
A.) A result from allegations of misconduct. Such misconduct must be a violation of a published rule, regulation, or procedure.
B.) To be heard only by the disciplinary committee within the jurisdiction of the convening authority.
Section 4. General Grievances are: complaints of a general nature.
BY-LAW 703. GENERAL PROCEDURES
Section 1. A protest, appeal, allegation of misconduct, or grievance must be filed in writing and must include:
A.) The nature and specifics of the complaint.
B.) A listing of the rules or procedures which have been violated.
C.) A statement of the desired resolution
D.) Proper filing fee per By-law 704.
Section 2. Filing shall be as follows:
A.) The original document of the protest, appeal, allegation of misconduct, or grievance, along with all supporting documents, shall be forwarded to the appropriate chairperson by Registered US Mail, Certified, US Mail-Return Receipt Requested, or Federal Express-Signature Required.
B.) In the case of an appeal, seven copies of the appeal and all supporting documents must be submitted by Registered US Mail, Certified US Mail-Return Receipt Requested, or Federal Express-Signature Required within forty-eight (48) hours of the receipt by the appellant of the prior adverse ruling (Saturday, Sunday, and holidays excluded unless the rules of the competition state otherwise).
C.) Additionally, in an appeal of a lower-level decision, one (1) copy shall be sent to the chairman of the hearing board whose decision is being appealed and one (1) copy to the President of the AAYS. These copies shall serve as notice of the filing of an appeal.
Section 3. The conduct of the hearing shall be as determined by the rules of the AAYS Board of Directors.
Section 4. A written record (called the official record) shall be kept of the proceedings.
Section 5. All hearings shall be scheduled to be held within 30 days from the date of proper filing (see section 705)
BY-LAW 704. FILING FEES
Section 1. A $50 fee for filing a protest, appeal, allegation of misconduct, or grievance will be set by the board of directors and approved by the General Assembly.
Section 2. All filing fees are non-refundable, regardless of the outcome except that the Protest, Appeal & Arbitration Committee shall have the discretion of refunding the fee if a fine of a lower level jurisdiction has been overturned.
BY-LAW 705. DOCUMENTATION PROCESSING
Upon filing of a protest, appeal, allegation of misconduct, or grievance, the receiving authority shall institute the following procedures:
Section 1. The appropriate action or response shall be determined by conducting a “validation/review” of the following:
A.) Identifying the principal parties involved.
B.) Determining if they are in good standing.
C.) In the case of a protest, determining the protester’s right to lodge a protest.
D.) In the case of an appeal, determining if the appeal is directly related and germane to the decision of the next-lower authority. (If not, the appeal must be rejected and returned).
E.) Determining if all the information necessary to adjudicate the matter and reach a decision is included.
F.) Determining whether the matter has been filed with the proper authority.
G.) Determining that specific charges are made, the rules allegedly violated are cited, and the desired resolution has been stated.
NOTE: Five (5) working days are considered sufficient for the conduct of the “validation/review”. The 30-day time limit will begin upon completion.
Section 2. All parties are entitled to a hearing with proper notification. Upon completion of the “validation/review,” is complete, all involved parties shall be notified of the protest, appeal, allegation of misconduct, or grievance within five (5) working days.
Section 3. Notification of the receipt of a protest, appeal, allegation of misconduct, or grievance and of the date, time, and place of a hearing, shall be communicated to the principal parties at the same time and by the same method. Notification shall be accomplished by Registered US Mail, Certified US Mail-Return Receipt Requested, or Federal Express-Signature Required.
Section 4. Notification shall contain the following:
A.) A condensed restatement of the cause of action.
B.) The date, time and place of the hearing.
C.) The type of hearing to be held (see section 712)
D.) What limits or restrictions (if any) will be imposed on testimony.
E.) Whether or not testimony may/must be in written form, and the date by which such written testimony must be received.
F.) Any other special requirements.
BY-LAW 706. REGARDING RULES OF COMPETITION
No decision which arises out of the application of the rules of competition that is made in the course of the competition, and has no consequence beyond the competition as herein defined, shall be appealable. For the purposes of this by-law, the term “competition” may include games, tournaments, league play or a regular season. Nothing herein shall be construed to limit the rights of appeal available under the Amateur Sports Act or the Constitution and By-laws of the USOC relating to the opportunity of Athletes to participate in “protected competition” as defined in the USOC Constitution.
BY-LAW 707. EXHAUSTION OF REMEDIES
Section 1. No Member of AAYS, team, player, parent/guardian, coach, administrator or referee may invoke the aid of the courts of the United States or of a state without first exhausting all available remedies within the appropriate soccer organizations, and as provided within AAYS.
Section 2. For a violation of this by-law, the offending party shall be subject to suspension and fines, and shall be liable to AAYS for all expenses incurred by AAYS and its officers and members of the Board of Directors in defending each court action, including the following:
A.) Court costs;
B.) Attorney’s fees;
C.) Reasonable compensation for time spent by AAYS officials and employees in responding to and defending against allegations in the action, including responses to discovery and court appearances;
D.) Travel expenses; and
E.) Expenses for holding special meetings necessitated by court action.
Hearings
BY-LAW 711. HEARING PROCEDURES
In all hearings conducted under these by-laws, the parties shall be accorded:
A.) Notice of the specific charges or alleged violations in writing and possible consequences if the charges are found to be true;
B.) Reasonable time between receipt of the notice of charges and the hearing within which to prepare a defense;
C.) The right to have the hearing conducted at a time and place so as to make it practicable for the person charged to attend.
D.) A hearing before a disinterested and impartial body of fact-finders.
E.) The right to be assisted in the presentation of one’s case at the hearing;
F.) The right to call witnesses and/or present oral and written evidence and argument;
G.) The right to confront witnesses, including the right to be provided the identity of witnesses in advance of the hearing;
H.) The right to have a record made of the hearing if desired; and
I.) A written decision, with reasons for the decision, based solely on the evidence of record, issued in a timely fashion.
BY-LAW 712. TYPES OF HEARINGS
The method of holding a hearing may vary and will be decided by the Board of Directors. Basically, there are two types:
Section 1. Open Hearings
A.) Open hearing shall be held with the principal parties, witnesses for both sides, and all necessary evidence, actually appearing before the members of the Hearing Committee.
B.) Testimony from witnesses need not be taken in the presence of another witnesses, but the principal parties may be present for all proceedings except the deliberations of the Hearing Committee.
C.) Deliberation may occur and decisions may be reached in open sessions.
Section 2. Closed Hearings
A.) Closed hearings require that all testimony and evidence (including rules) be submitted in writing.
B.) The principal parties must submit all evidence in written form, as specified by the notification.
C.) Deliberation may occur and decisions may be reached in closed sessions.
BY-LAW 713. AGENDA
Section 1. The agenda a hearing shall be as follows:
A.) All parties, including witnesses, will be brought into the hearing chamber. The Chair will describe the following items:
- Statement of case to be Heard, including:
- Names of parties involved (including team, league, etc.)
- Specific event involved.
- Date of occurrence.
- Rule number and description of rules allegedly violated.
- Outcome requested by plaintiff.
- Procedures for hearing, including:
- Plaintiffs and Defendants allowed to remain in hearing chamber. All witnesses to wait in outer chamber.
- All written evidence should have been presented in advance for distribution and inclusion in the evidence packet.
10. All written evidence presented at the hearing will be passed to the Chair. The committee/Board of Directors will vote on its acceptance as proper evidence.
11. All questions/statements from involved parties will be addressed to the Chairman, who will ask the appropriate individual for an answer/rebuttal if he deems it pertinent.
12. Witnesses may be recalled after initial testimony for further testimony and/or clarification.
13. Decisions will be made and notification will be made in writing, within forth-eight (48) hours (excluding Saturdays, Sundays, and Holidays) to both parties, including instructions for appeal.
B.) All witnesses will then be excused to the outer chamber.
- Plaintiff will present case.
- Witnesses for the plaintiff will be called individually.
- Committee/Board members will question plaintiff/witnesses as deemed necessary after each testimony has been given.
- Defendant will present case.
- Witnesses for defendant will be called individually.
- Committee/Board members will question defense/witnesses as deemed necessary after each testimony has been given.
- Any witnesses will be recalled as necessary.
- Plaintiff will make closing statement.
- Defendant will make closing statement.
10. Open hearing adjourned; parties excused; Committee/Board to deliberate.
BY-LAW 714. EVIDENCE AND TESTIMONY
The following shall apply to all hearings where evidence and/or testimony are allowed.
Section 1. Evidence
A.) All evidence, such as player passes, team rosters, game report forms (line-up cards), and letters, proof of age documents and other sources of written or printed information shall be originals or official copies only. No photocopies, Xerox copies, or other reproduction shall be acceptable. Notarized documents shall attest to the validity of the signature thereon and shall not attest to the validity of the information contained in the document.
B.) Proof-of-age documents shall conform to the proof-of-age Rules of the competition.
Section 2. Testimony
A.) All testimony shall be limited to the principal parties, eyewitnesses, and recognized authorities on the subject.
B.) If a witness cannot appear at an open hearing, written testimony shall be accepted. Notarization may be required at the option of the hearing authority, but only if such requirement was communicated in the notification of the hearing.
C.) Character witnesses and other third-party witnesses shall not be allowed.
D.) Testimony may be restricted with respect to time.
Section 3. A lawyer shall not represent a team at a hearing unless he is a bona fide member of one of the teams involved.
Section 4. A lawyer shall not represent an organization member at a hearing unless he is a bona fide organization member involved.
Section 5. No matter in the nature of a dispute or claim shall be presented to or defended in this Association except by a bona fide member of the League, Association, Club or team which is concerned.
BY-LAW 715. MINIMUM RIGHTS
These minimum rights apply to hearings conducted under these by-laws:
Section 1. Each party at a hearing shall have the right to have an individual present at the hearing to assist the party in presenting the party’s case. Such individual may, but shall not be required to be, an attorney.
Section 2. If the Complainant is represented by another individual at any hearing and the hearing panel allows that individual to speak, question the parties and /or witnesses, or grants that individual any other rights, then it shall afford all other parties, or the individual representing the party, including an attorney, the same rights during the course of the hearing as is allowed the individual representing the Complainant.
Section 3. If an attorney is present at a hearing to assist a party in presenting the party’s case, it shall be made clear at the commencement of any such hearing that the hearing shall proceed in accordance with the AAYS hearing rules and procedures. All Federal, State or local Rules of Evidence or Civil Procedure shall not be applicable.
Section 4. The AAYS may provide, as part of the hearing rules and procedures, that an individual assisting a party may be allowed to speak on behalf of the party, make requests or ask questions at the hearing.
Section 5. Regardless of whether the AAYS allows the individual assisting the party the rights to speak, make requests or ask questions, as noted section 4, an individual assisting the party in presenting the party’s case shall have the right to be physically present in the hearing room, and so as not to interfere with the hearing procedure.
Section 6. During the course of the hearing, the party may confer briefly with the individual who is assisting before making a statement or request or prior to responding to a question. The panel conducting the hearing may limit the frequency and duration of the conferences so as not to unduly interfere with the proceeding.
Section 7. If there is confusion or concern, the party may request a recess to confer with the individual assisting the party. Such a request should be granted unless the number of requests by a party becomes unreasonable or the length of a requested recess is deemed by the hearing panel to be unreasonable.
Section 8. An individual assisting a party may prepare written materials for the party and collect documents for the party. However, the party must submit or present the materials and documents as materials and documents of the party and not of the individual assisting. The party has complete responsibility for those materials and documents and is subject to questioning about them.
Section 9. The AAYS may, but is not obligated to, allow greater rights to assistance than noted in this by-law.
Section 10. The rights, either mandatory or permissible under this policy, shall be consistently applied, and the AAYS shall not arbitrarily allow or disallow the rights set forth in this by-law to those individuals assisting a party in the presentation; or defense of the party’s case.
BY-LAW 716. SERIOUS INFRACTIONS
Formal and open hearings will be conducted in cases of initial infractions that are considered serious enough to potentially involve disciplinary action that could result in a suspension of more than three (3) matches (in cases where game or match suspensions are meted out) or a suspension of more than four weeks or one month (in cases where time suspensions are meted out).
BY-LAW 717. DECISIONS
Section 1. The decisions of the committee, and any disciplinary sanction imposed, shall respond only to the specific issues and allegations contained in the complaint (as filed)
Section 2. Any other issue and/or rule violation, which may become known or apparent during the hearing, shall be referred to either the convening authority or a lower-level authority. This referral may be accompanied by a recommendation for appropriate action. When such matters are referred, notice of the referral shall be included with the notification of decisions rendered.
Section 3. Decisions shall be reduced to written form, and shall be forwarded to the principal parties shall be communicated to the principal parties at the same time and by the same method within forty-eight hours of the conclusion of deliberations (Saturdays, Sundays and holidays excepted). Notification shall be accomplished by Registered US Mail, Certified US Mail-Return Receipt Requested, or Federal Express-Signature Required.
Section 4. If a suspension is imposed upon a member of AAYS by an affiliated member, the AAYS office shall also receive a copy of the decision within forty-eight hours of the conclusion of deliberations (Saturdays, Sundays and holidays excepted). Notification shall be accomplished by Registered US Mail, Certified US Mail-Return Receipt Requested, or Federal Express-Signature Required. Suspension of players for less than thirty (30) days are exempt from this requirement.
Section 5. Verbal communication of decisions shall not be permitted. Consideration should be given to ensure that the method chosen provides adequate notice to those impacted by the decisions(s).
Section 6. Notification of the decisions shall include a statement of the procedure for appeal. The statement shall clearly indicate the appropriate level of jurisdiction, including the identity and address of the person and/or office to which the appeal must be directed.
Section 7. Written minutes of all hearing s will be considered proprietary and made available only on request from higher level authorities in direct line of appeal.
Appeals
BY-LAW 721. APPEALS PROCEDURES
Section 1. There shall be one level of adjudication within AAYS. It is:
Level 1: AAYS Board of Directors, AAYS Protest, Appeals & Arbitration Committee.
Section 2. There shall be one (1) level of appeal within the AAYS. It is:
Level 1: The AAYS Board of Directors AAYS Protest, Appeals & Arbitration Committee
Section 3. The Appeals Committee shall hear and determine appeals from decisions rendered by Organizational Members relating to activities sponsored by AAYS or its members. The Appeals Committee has the power to call for the production of any documents and evidence the Appeals Committee may require.
Section 4. All AAYS Level 1 Board of Directors Appeal Committee hearings will be closed hearings.
Section 5. All parties will be notified in writing of the timeline and procedure for the preparation and exchange of documentation.
PLAYERS AND PLAYING
BY-LAW 801. REGISTRATION
Section 1. No player may roster to more than one team at one time in a seasonal year (unless being loaned or borrowed within the Academy Teams).
Section 2. The AAYS Registrar shall be responsible for insuring proper registration of the players, affiliation of the teams, proper accounting of all transactions and accurate reporting to the VYSL and AYSA.
Section 3. Each team shall be required to prepare and submit to the appropriate registering League officer or League Board of Directors, the proper AAYS Team or Player registration forms, proof of age per Rule 6, the required number of photographs, and to pay all membership fees or fines that may be levied by the League or the Association.
Section 4.
A.) Players who come to the United States after their fourteenth (14th) birthday will be asked to fill out and sign a form (along with their parents) stating whether or not they have signed a professional contract or received money from a professional team for playing.
- If the answer is no, that form will stay with the registering state association and no further action is necessary.
- If the answer is yes, that player has signed a professional contract or received money for playing, that player must follow the regular international clearance procedures.
B.) All players coming to this country (USA) who are seventeen (17) years of age by January 1 of the year they arrive, must secure an international clearance per FIFA rules before being registered to a team in this country.
Section 5. Players coming from another State Association during the seasonal year must complete the appropriate transfer forms prior to participating with a team registered within the AAYS.
Section 6. A minimum of one and maximum of four coaches of record shall be listed on the team roster.
Section 7. Players must use their legal first names, middle initial and last names, as listed on the proper birth certification document, on all registration material.
Section 8. AYSA will issue Player/Coach passes to all players and coaches of record.
Section 9. No player or coach of record will be allowed to participate in any scheduled league, club, and/or tournament match without a player/coach pass issued by AYSA.
Section 10. The AAYS Registrar shall regularly report to the Board of Directors of the AAYS each Team’s registration status.
Section 11. The AYSA shall register all players, coaches, teams, and administrators with the Federation at least once each year and shall timely pay all Federation dues and fees.
Section 12. The AYSA shall register all players, coaches, teams, and administrators with the US Youth Soccer at least once each year and shall timely pay all US Youth Soccer dues and fees.
BY-LAW 802. PROOF OF AGE
Section 1. The age group in which a team registers with its club/league shall be the age group in which it participates in all state sponsored tournaments, providing the age group is available, i.e., American Cup, County and Association Cups, and the AYSA Arizona State Cup Championships.
Section 2. Proof of age shall consist of a birth certificate or birth registration or driver’s license issued by an appropriate governmental agency, board of health records, passport, alien registration card issued by the United States government, a Certificate issued by the Immigration and Naturalization Service attesting to age, or a Certification of an American Citizen born abroad issued by the governing agency. Hospital, Baptismal or religious certificates will not be accepted.
Section 3. The Board of Directors of any affiliated League of AYSA may request proof of age to be established. Copies of the written request must also be directed to the Board of Directors of AYSA and to the appropriate League or other administrative authority. Proof of age shall be presented within forty-eight (48) hours of the presentation of such written request. Failure to respond to such request shall result in the immediate suspension of the player involved and forfeiture of all League games in which that player participated.
BY-LAW 803. FALSE REGISTRATION
Any coach who is found to have played a player who is over-age and/or illegally registered shall, at a minimum, be suspended for the remainder of the seasonal year in which the player is found to have played and the following seasonal year. In addition, the team shall forfeit the game(s) in which that player has taken part.
BY-LAW 804. TEAM ROSTER LIMITATION
Section 1. No team registering to play 11-a-side shall be allowed more than eighteen (18) nor less than seven (7) registered players at any given time.
Section 2. No team registering to play 8-a-side shall be allowed more than fourteen (14) nor less than five (5) registered players at any given time.
BY-LAW 805. PLAYER RELEASE AND TRANSFER / SPECIAL TRANSFER
Section 1. A multiple rostered player after he has played his first game sanctioned by this AYSA who requests a transfer will lose his multiple status by such request.
Section 2. Any player registered to a team is bound to that team for the entire seasonal year unless he / she requests and obtains a transfer. All requests for release or transfer shall be submitted to the AYSA Registrar on AYSA transfer form by the AAYS Registrar. The reason for the request to transfer must be stated in the appropriate place on the form.
Section 3. Teams participating in Arizona State Cup Championships shall be limited to a total of three (3) transferred players per seasonal year. A transfer shall be defined as adding a currently AYSA/US Youth Soccer registered player to a roster or a player who returns to the same roster in the same seasonal year. Teams participating in Arizona State Cup Championships are permitted to transfer more than three players to their team after Arizona State Cup Championships competition is completed.
Section 4. A player may be released from a team by the coach only if the player is unable to play for one of the following reasons:
A.) The player has violated rules of the US Soccer, US Youth Soccer or the AAYS;
B.) The player has moved beyond a reasonable travel distance; the determination of “reasonable travel distance is subject to definition by the AAYS; and/or,
C.) The player is injured in such a manner that the player will not be able to participate for the remainder of the season.
Section 5. A player can play for only one team in any competition sponsored by the US Youth Soccer, i.e., National Youth Challenge Cup.
BY-LAW 806. PLAYER PASSES
Section 1. Player passes furnished by this AYSA are to have a recent photograph affixed which can easily identify the player, to be signed by the player in the appropriate manner and to be laminated correctly.
Section 2. When AYSA furnishes player passes, each player or coach must present is/her pass(es) to the referee prior to the start of each game. The player passes must have the same team number, club number, league number and age group (unless appropriate and acceptable loan paperwork is provided), otherwise that player shall not be allowed to play in that game. The player passes shall be returned to each player or the coach at the end of the game. If a player was ejected, his/her player pass shall be turned over to the proper authorities for disciplinary action.
Section 3. A coach’s pass will be issued for the head coach of each team registered in AAYS. The coach must present his/her pass to the referee prior to the start of the game. This pass must have the same team number, club number, league number and age group as the team, otherwise the coach shall not be allowed to coach that game. The coach’s pass shall be returned to the coach at the end of the game. If the coach was ejected, his pass shall be turned over to the proper authorities for disciplinary action.
Section 4. In the case of U-6 and U-8 players participating in leagues using modified rules for those age groups, players must be registered prior to any scheduled game but need not use player passes unless participating in tournaments. Membership cards are to be given to the players by the club/league.
BY-LAW 807. SPECIAL MODIFICATIONS
Special modifications of the player passes may be made for tournaments and exhibition matches played within the jurisdiction of AYSA provided that the guidelines for the tournament or exhibition matches have been approved by the Board of Directors.
BY-LAW 808. RETURN OF PASS
When a player transfers or drops, the players pass must be surrendered to the AAYS registrar.
BY-LAW 809. PLAYER SAFETY
Section 1. No youth player / team will be allowed to participate in more than two games per day or the equivalent regulation time thereof for that specific age group.
Section 2. Names or nicknames of players shall not appear on any player’s uniform, sweats, jacket or equipment bag.
Section 3. It is the responsibility of all coaches and administrators within the Arizona Academy of Youth Soccer to ensure the safety, both physically and mentally, of all players. Guidelines that meet certain minimum criteria established by the Federation in accordance with state and local law concerning physical and sexual abuse will be established and distributed to all.
BY-LAW 810. TOURNAMENT
Section 1. Tournaments are to be governed by the AYSA Tournament Manuals;
Section 2. Each AAYS tournament will be assessed current applicable AYSA fees per team.
Section 3. Each AAYS sanctioned 3 x 3 or 4 x 4 tournament shall be applicable AYSA fees per team;
Section 4. Assessments are due with the tournament and financial reports, within thirty days of said tournament.
Section 5. AAYS must submit their Application to Host a Tournament by March 1st of the previous seasonal year. Late requests will be subject to applicable AYSA fee. Any tournament given a fine or probation for any reason shall post a bond equal to the applicable AYSA fee per team based on the previous year’s team count with their Application to Host.
Section 6. Any AAYS tournament must be assigned by a US Soccer licensed assignor or a staff supervised by a US Soccer licensed assignor.
BY-LAW 811. TRAVEL
Section 1. Completed “Application to Travel” and “Travel Roster” forms must be received at the State Association offices prior to the event in which a team wishes to participate outside of the State of Arizona. The “Application to Travel” form must have a copy of the official brochure, invitation or other applicable material of the Tournament or Games host and be accompanied by the fee set by the AYSA board of directors and ratified at the AGM. Any members of the Board of Directors or full time employee of the AYSA shall be the authorized to sign these papers granting permission to travel.
Section 2. Loan forms for out-of-state tournaments must be completed appropriately and submitted to the AYSA office for signature prior to the applicable tournament.
Section 3. Teams wanting to travel outside the United States must follow the timelines and procedures established by US Soccer.
BY-LAW 812. ACCOUNTABILITY, CONDUCT & EJECTION
Section 1. Each team shall be held primarily accountable for the conduct of persons associated with the team in any manner whatsoever. Refer to the grievance process in Part VII-Grievances, Protests, and Appeals of these by-laws.
Section 2. During any game sanctioned by or regularly scheduled by VYSL or AYSA or any of its affiliated member leagues, clubs or teams, a referee may stop the game and eject any spectator from the grounds (field of play and areas surrounding the field and fields near the field upon which the game is being played), if in the opinion of the referee, the offender is guilty of violent conduct, serious foul play, or the use of foul or abusive language, or if the conduct is deemed to be interference by the offender as designated in subdivision ( d ) of Law V – Referees-Laws of the Game).
Section 3. Coaches and other team officials shall be subject to all rules pertaining to misconduct contained herein, including cautions, ejection and standard suspensions. Any other individual who may be reasonably construed as being associated with a team, such as relatives and spectators, shall also be subject to the jurisdiction and authority of the Association. Any coach or team official shall be held responsible for the actions of any individual(s) at any match that, in the opinion of the referee, is a supporter of that team.
Section 4. All red cards or ejection shall result in a minimum one (1) game suspension. Referees’ decisions are final and may not be overturned unless said referee has made a technical error.
Section 5. At no time shall drinking of alcoholic beverages be permitted at any game or practice sanctioned by or regularly scheduled by AAYS or any affiliated member league, club or team.
Section 6. No contact whatsoever may be initiated with a player (directly or indirectly) properly registered to a team in this association by a coach, assistant coach, or designated team parent/manager of another team in this association for purposes of recruitment while the player’s team is still participating in league, current year in-state tournaments or National Youth Challenge Cup play. Violation of this rule may result in a minimum one (1) year suspension for the guilty party. Complaints must be made in writing by an affected party and will be heard by the State Discipline, & Appeals, & Arbitration Committee.
Section 7. The adjudicating committee shall determine minimum penalties for other abuses or infractions, i.e., those not involving referee assault or abuse. The severity of any such penalties meted out should be determined by the severity and nature of the infraction, by any precedence set in other similar situations and/or recommendations or suggestions that may be found in the AYSA Administrative manual or the, US Soccer Administrative Manual.
Section 8. Any violation of the Coaches, Parents, or Players Code of Conduct may result in a suspension issued by the Executive Board after following the hearing procedures covered in Part VII-Grievances, Protests, and Appeals of these by-laws. Coach ejections will be reviewed by the Director of Coaching and the Board of Directors. Coaches who receive 2 or more ejections from games will attend a disciplinary class with the Director of Coaching or his designee.
BY-LAW 815. PLAYING WITH PROFESSIONAL PLAYERS
Any player signing a professional contract, receiving funds for playing soccer, or playing with a professional team without the permission of the Board of Directors of AYSA shall be declared a professional player and shall lose all privileges of youth amateur status. The Board of Directors of this Association may grant a youth amateur player permission to play in benefit or exhibition games only where professional players are involved. Permission must be requested in writing.
BY-LAW 816. ASSAULT – CENSURE AND SUSPENSION
Section 1. When any person shall assault or abuse an official, jurisdiction shall vest immediately in the Board of Directors of AYSA. An official, for the sole purpose of this specific AYSA regulation, shall be defined as the referee, official linesman, referee assignor(s), referee administrator, player, coach, team administrator, tournament director(s), tournament staff, or any officer or member of the Board of Directors of AYSA. Misconduct towards officials may occur before, during and after the match, including travel to and from the match. “Assault” shall be defined as an intentional act of physical violence upon an official and shall include, but not be limited to, hitting, kicking, punching, choking, spitting at, or on, grabbing or bodily running into a official, kicking or throwing any object that could inflict injury, damaging an official’s uniform or personal property. “Verbal Abuse” shall be defined as a verbal statement, which implies or threatens physical harm to an official or the official’s property. “Physical Abuse” shall be defined as, but not limited to, using foul or abusive language toward the official, threatening the official with remarks that carry implied or direct threat of physical harm, and spewing a beverage on an official or his property.
Section 2. It shall be mandatory upon the Board of Directors of AYSA to execute the provisions of this regulation within THIRTY (30) days of notification of the offense except in cases involving players only.
Where only players are involved, the appropriate competition authority may adjudicate the matter.
Section 3. Referee Assault against an adult referee or adult assistant referees or any other adult reasonably construed or defined to be an official in by-law 816. Minimum penalties shall be as follows:\
(a) For minor or slight touching of the referee or the referee’s uniform or personal property, at least 3 months from the time of the assault.
(b)For other assaults, at least 6 months from the time of the assault.
(c) If there is serious injury, a five (5) year minimum suspension.
(d) Verbal Abuse – an automatic suspension of at least three (3) scheduled matches.
(e) Physical Abuse – an automatic suspension of at least three (3) scheduled matches.
(f) When the official involved is of age to play in this Association, the minimum penalties shall be three (3) times greater than a, b, c, d and e above.
BY-LAW 817. REFEREES
Section 1. In all competitions under the jurisdiction of AYSA, all official referees must be currently registered with and be in good standing with, US Soccer, if at all possible. All League matches and Tournament matches under the jurisdiction of the AYSA shall be officiated under the three (3) man system as described in FIFA and , US Soccer official “Laws of the Game.” If because of unforeseen circumstances a currently registered, US Soccer Referee is unable to officiate, some other person may be agreed upon to officiate. However, such unregistered person is prohibited from receiving any payment, directly or indirectly, for officiating under such emergency, or officiating under any other circumstances.
The prohibition against payment shall also apply to any payer under the jurisdiction of AYSA, whether or not the match officiated is under tournament, league, or club play.
The following combinations of match officiating are listed in order of preference:
(a) One (l) currently USSF registered Center Referee assisted by: Two (2) neutral currently USSF registered linesmen.
(b) One (l) currently USSF registered Center Referee assisted by: One (1) neutral currently USSF registered linesman and one (1) emergency linesman.
(c) One (l) currently USSF registered Center Referee assisted by: Two (2) emergency linesmen.
NO MATCHES SHALL BE OFFICIATED UNDER A SYSTEM NOT RECOGNIZED BY FIFA, US Soccer, AYSA or GSC.
By-law 817 does not apply to games played according to modified rules.
Section 2. All League/Clubs, Tournament match assignments must be made by a , US Soccer licensed assignor or a staff supervised by a , US Soccer licensed assignor.
BY-LAW 818. SCHOLARSHIPS
Section 1. Scholarships will be made available to a limited number of Arizona Academy of Youth Soccer players each seasonal year, which will be determined by the approved budget. Funding if needed beyond what the AAYS can provide will be the responsibility of the team and family.
(a)Scholarships can be issued for any amount up to the total of the approved Registration Fee.
(b)All players requesting a scholarship must submit a scholarship application by the due date established by the Board of Directors.
(c)Approval and issuance of scholarships will be made the decision of the Executive Board
(d)No family is entitled to more than the equivalent of one full scholarship.
(e)Applicant’s parents will be required to perform volunteer work for their child’s team or the AAYS in exchange for the scholarship.
AMENDMENTS TO BY-LAWS & POLICIES
BY-LAW 901. PROPOSING AMENDMENTS
Any proposed amendment to the By-laws of AAYS may be made by:
A.) An Organization Member;
B.) Board of Directors;
C.) Committee of AAYS.
BY-LAW 902. ADVANCE NOTICE
Section 1. Any proposed amendment to by-laws of AAYS must be submitted in writing to the AAYS Secretary no later than 45 days prior to the proposed date of any General Assembly Meeting.
Section 2. Each proposed amendment received in compliance with section 1 of this by-law shall be sent in writing by AAYS to each Organization Member and the Board of Directors at least 30 days prior to the General Assembly meeting at which the amendment is to be considered.
BY-LAW 903. VOTING REQUIREMENTS
Any amendment to the by-laws of AAYS requires a two-thirds vote of the General Assembly present at the meeting of which the amendment is being considered.
BY-LAW 904. PRIORITY
To the extent applicable by Arizona State Law, in the event of a conflict between the charter and by-laws of AAYS and the articles of incorporation, by-laws, policies, and requirements of the VYSL, AYSA, and the Federation, the articles, by-laws, policies, and requirements of the VYSL, AYSA, and the Federation govern in the order listed.
BY-LAW 905. EFFECTIVE DATE
Unless otherwise provided, any amendment to the by-laws of AAYS is effective immediately after the amendment is adopted.
BY-LAW 906. EXCEPTIONS
Amendments passed at the Annual General Meetings of the VYSL and/or AYSA, which may affect the by-laws of the AAYS shall be distributed to the membership by the Secretary of the Academy and shall become effective on that September 1 that occurs immediately after the amendment is adopted.
BY-LAW 907. RATIFICATION
The Ratification and Signature of Three (3) members of the Arizona Academy of Youth Soccer Executive Board shall be sufficient for the establishment of these By-laws.
BY-LAW 908. POLICIES
The declaration of a policy for this Academy shall be declared only in the following manner:
A.) A policy or policy change must be submitted at a General Assembly meeting, discussed, and then tabled to the next meeting.
B.) At the following meeting of the General Assembly it shall be voted upon. A simple majority will be required to pass a policy.
C.) All coaches shall be given a copy each season if needed.
Exception: The Treasurer with the approval of the President shall establish policy and/or procedures without General Assembly vote for the purpose of protecting the AAYS’s status as a legal entity, AAYS’s tax exempt status, and/or the members of the organization.
