Article 1: Name and Purpose
The name of this association shall be Randolph Youth Soccer Association, Inc. (RYSA). RYSA shall be a non-profit association in accordance with the laws of the Commonwealth of Massachusetts.
The purpose of RYSA shall be to establish and promote an association for the conducting of organized soccer contests in and around the town of Randolph, in order to provide the youth of the town an opportunity to participate in the game and improve their skills, and in order to provide a form of recreation for the youth of Randolph.
Article 2: Membership
Parents/Guardians are automatically members once they have registered one or more of their children to play on an in-town or traveling team. Coaches and parents/ Assistant Coaches, officers of the association, and former coaches and officers are likewise members by virtue of the service they provide or have provided to RYSA. Any other individual may become a member upon accepting any other responsibility within the association. Such responsibilities include but are not limited to serving on RYSA committees and assisting in RYSA fundraisers. Any further question as to membership will be decided by an absolute majority of the Executive Board.
Parent/guardian membership will extend for the current soccer year (Sept. 1 - August 31).
Article 3: Officers
The officers of the corporation shall be a President, a Vice-President, a Secretary, a Registrar, and a Treasurer. A person may not hold more than one office at one time.
The officers and at-large members of the Executive Board shall be elected by the membership at the annual general meeting. A slate of candidates will be prepared by a nominating committee which will consist of up to five members: a past President and four volunteers from among the members. If there are more than four volunteers, the President will select those to sit on the committee. The President’s choices are subject to the approval of the Executive Board. Candidates for nomination may not sit on the nominating committee. Other candidates for office may be nominated by members from the floor prior to the election.
3-3 Term of Office
Officers and members-at-large (of the Executive Board) are elected for a two-year term. Officers shall be elected at the annual meeting and shall take office on January 1 of the year following their election.
The President shall be the Chief Executive Officer and shall have general charge over the affairs of the association. Actions of the President are subject to the approval of the Executive Board. The President shall preside at all meetings of the members and at all meetings of the Executive Board. The President shall have the power to appoint committees, and to charge those committees with their responsibilities. The President, with input from the Executive Board, appoints the Coaching Coordinator, , the Player Agent, and the Equipment Manager; appoints the age-group coordinators to assist the Coaching Coordinator; appoints the Referee Coordinator and oversees the scheduling of games and referees; secures sponsors for RYSA teams and appoints each year an auditing committee to review the books of the association.
The Vice President shall have and may exercise all the powers and duties of the President in the event of his/her inability to act. He/she shall have such other duties and powers as Executive Board may determine, or as the President may delegate to him/her.
The Secretary shall record and maintain records of all proceedings of the Executive Board. Such records will be kept at hand and shall be open at all reasonable times to the inspection of any member. The Secretary will also have the charge of maintaining an updated version of the by-laws of the association, and of maintaining a list of the names of all members of the Executive Board, all coaches, and all active players, along with their addresses and phone numbers. The Secretary will handle such correspondence as is necessary for the maintenance of the association, and be responsible for preparation and distribution of the association newsletter.
The Treasurer shall be the Chief Financial Officer and the Chief Accounting Officer of the association, and shall be in charge of its financial affairs, funds, securities, and valuable papers. The Treasurer shall be in charge of the books of account and accounting records, and shall give an annual report to the members at the general meeting. The Treasurer shall have such other duties as may be determined by the Executive Board.
The Registrar shall be responsible for all duties necessary to organize registrations for each season as needed. The Registrar shall enter all registrations in the league’s database and turn over all funds to the Treasurer on a timely basis. The Registrar shall be responsible for creation of all advertising for registration and for implementing any improvements to the registration process, such as online registration, subject to the approval of the Executive Board. The Registrar shall maintain a list of all coaches and active players, along with their addresses and phone numbers. The Registrar shall assist the Coach Coordinator in the creation of teams for the fall in-town season.
3-9 Suspension or Removal
An officer may be suspended or removed with cause by vote of a majority of the Executive Board, but only after reasonable notice and opportunity to be heard. Absence from two consecutive regularly scheduled meetings and/or special meetings shall constitute cause: however, cause shall not be limited to this circumstance.
An officer or any other member of the Executive Board may resign by delivering his/her written resignation to the President. The President may resign by delivering his/her resignation to the Secretary. Acceptance of the resignation shall not be necessary to make it effective, unless the resignation so states.
If any office becomes vacant, the Executive Board may elect a successor, who shall hold office for the remainder of the un-expired term. In the event of need, the President is authorized to appoint an interim successor to serve until the Executive Board meets.
Article 4: Executive Board
The Executive Board will consist of the President, Vice President, Registrar, Secretary, Treasurer, Coaching Coordinator, Equipment Manager, Referee Coordinator, Player Agent, and six members-at-large elected from the general membership, as indicated in Article 3-3.
Members of the Executive Board shall not be entitled to receive any compensation for services rendered in their capacity as members of the Executive Board or as officers with the exception of Referee Assignor who may be paid by BAYS at $0.50 per registration.
4-3 Duties and Responsibilities
The Executive Board shall transact all business of the association and shall have the power to enforce the by-laws of RYSA and its rules of play.
The Executive Board, in addition to the President, may elect or appoint committees and may charge them with their responsibilities. The members of any committee shall remain in office at the decision of the Executive Board. The Executive Board may disband a committee at any time.
4-6 Coaching Coordinator
The Coaching Coordinator is responsible for recruitment of coaches for both in-town and traveling teams, subject to the approval of the Executive Board. Additionally, the Coaching Coordinator will arrange for such training or support for the coaches as may be necessary. The Coaching Coordinator will also prepare a schedule for the fall and spring in-town programs, secure playing fields, and work in cooperation with the Referee Coordinator, the Equipment Manager, and the age-group coordinators to ensure the smooth operation of the program. The Coaching Coordinator with the assistance of the Registrar, shall, to the best of their ability, place players on fall in-town teams that are fairly balanced by age, travel players and skill level. The Coaching Coordinator reports monthly to the Executive Board.
4-7 Equipment Manager
The Equipment Manager will be responsible for the ordering, distribution, storage, and maintenance of all equipment needed to run the RYSA programs, including but not limited to balls, nets, goals, water bottles, first aid kits, and uniforms. The Equipment Manager will maintain accurate records of the whereabouts of all equipment, and report monthly to the Executive Board.
4-8 Referee Coordinator
The Referee Coordinator will be responsible for recruitment and training of referees for the in-town programs, for the actual scheduling of the referees so that all games are covered, for overseeing and evaluating the performances of the referees, and for arranging with the Treasurer for the referees to be paid. The Referee Coordinator will report monthly to the Executive Board.
4-9 Player Agent
The Player Agent shall represent the players in all aspects of activities associated with RYSA.
Article 5: Meetings
5-1 Annual Meeting
The annual meeting of the members shall be held at 7 o'clock during November of each year, date to be announced. The purpose of this meeting shall be to elect officers and at-large members of the Executive Board as provided in Article 3-2. Each member attending will be entitled to cast one vote for each office. This meeting will be announced at least two weeks in advance on the Everything Randolph Facebook page and in the association newsletter. No change in said date can be made within sixty days of the meeting.
5-2 Regular Meetings
Regular meetings of the association shall be held on the third Wednesday of the month at 7:00 P.M. either in person or by videoconference. At these meetings, the Executive Board will conduct the business of the association. Members are welcome to attend, and to speak if they wish to do so.
5-3 Special Meetings
Special meetings of the Executive Board may be called by the President or any other officer. The President shall call a special meeting upon written request of three or more members of the Executive Board, stating the objective of the meeting. Special meetings may also be called by the President upon written application by three or more members explaining the objective of the meeting. Notice of the time and place of special meetings shall be given to every member of the Executive Board by mail at least 48 hours before such meeting, or by telephone at least 24 hours before.
At any meeting a quorum shall consist of a majority of the members of the Executive Board.
5-5 Action by Vote
Each member of the Executive Board shall have one vote. When a quorum is present at any meeting, a majority of the votes cast by Executive Board members present in person or duly represented shall decide any question.
5-6 Action by Writing
Any action required or permitted to be taken at any meeting of the Executive Board may be taken without a meeting if all members entitled to vote consent to the action in writing and the written consents are filed with the Secretary's records of the meetings of the board.
All financial expenditures of over $50.00 must be approved by the Executive Board.
5-8 Execution of Papers
Except as the Executive Board may generally or in particular cases authorize otherwise, all deeds, leases, contracts, checks, and other obligations incurred by the association shall be signed by the President (or Vice-President) or the Treasurer.
5-9 Rules of Order
Except as otherwise specified in these by-laws, all questions shall be decided by a majority of votes cast. In case of doubt as to correct procedure, the applicable provisions of Robert's Rules of Order shall prevail.
Article 6: Amendments
These by-laws may be altered or amended by a two-thirds vote of the members present at any annual or duly called meeting of the members of the association, provided that notice of such meeting shall be given at least 30 days in advance and shall contain the proposed amendment or amendments to be acted upon at the meeting. However, an amendment which results in dissolution must be passed by a majority of three quarters of the members of the association.
Article 7: Indemnification
The association will indemnify each of its officers or coaches against expenses actually or necessarily incurred in connection with the defense of any action, suit, or proceeding in which he is made a party by reason of being or having been an officer or coach of the association- provided, however, that no indemnification shall be provided in relation to matters as to which any such officer or coach shall have been adjudged to be liable by reason of gross negligence or willful misconduct in the performance of their duties as such officer or coach. As to whether or not an officer or coach was liable for gross negligence or willful misconduct, the association may in the absence of a court adjudication on that point rely conclusively upon an opinion of legal counsel selected by the Executive Board, or in such other manner designated by the board. The association may, in its discretion, obtain and maintain a policy or policies of insurance to fund any liability or potential liability hereunder.
Article 8: Dissolution
In the event that RYSA should be dissolved for any reason, all assets will be disposed of as follows: All equipment will be donated to the Randolph Public Schools for use in their soccer programs. All moneys will be set aside into a scholarship fund to be called "The CAL. Jamison Soccer Scholarship," to be administered by the Randolph School Department.
These revised by-laws become effective immediately upon ratification. Notwithstanding any provision of these by-laws, the following transition provision shall apply:
Any person elected to any office of the association at its annual meeting in 1986 shall retain that office until the next annual meeting. The duties of such a member for that period shall be as described in the by-laws at the time of their election.
Revised November 2022