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USYS-Europe KMC District Constitution & Bylaws Print

CONSTITUTION

OF THE

US Youth Soccer Europe – Kaiserslautern District

 

 ARTICLE I

NAME AND PURPOSE

 

1.  The name of this private organization (PO) will be the US Youth Soccer – Kaiserslautern District.  It is established as a PO pursuant to AFI 34-223, Private Organization Program, 30 November  2010, and all subsequent interim changes. 

 

2.  The purpose of this organization is to identify and develop U.S. citizen and U.S. citizenship-eligible youth soccer players under the age of 18 in the Kaiserslautern Military Community and surrounding areas.  US Youth Soccer – Kaiserslautern District operates at the grassroots district level of a larger national US Youth Soccer program.  This PO will conduct itself in a manner that is free of any form of discrimination and provide equal opportunity and treatment for all members regardless of age, race, religion, color, national origin, disability, ethnic group or gender. 

 

ARTICLE II

GENERAL PROVISIONS

 

1.  The US Youth Soccer – Kaiserslautern District operates on a military base with the consent of the Installation Commander.  Operation is contingent upon compliance with the requirements and conditions of all applicable Air Force guidance, to include instructions, manuals, and policy directives. 

 

2.  The members are jointly and severally liable for organizational debts in the event the organization’s assets are insufficient to discharge liabilities and their understanding of the liability must be documented.

 

3.  All members or employees of the private organization who will have contact with children under the age of 18 in DoD-operated, contracted, or community-based programs that are used to supplement or expand child care or youth services must submit to background checks.  Any members or employees of the private organization who do not undergo the background check will be ineligible and cannot participate in such events.  Any members who fail a background check will be ineligible and cannot participate in such events.

 

4.  POs must prominently display the following disclaimer on all print and electronic media mentioning the PO’s name confirming that the PO is not part of the DoD: ?THIS IS A PRIVATE ORGANIZATION. IT IS NOT A PART OF THE DEPARTMENT OF DEFENSE OR ANY OF ITS COMPONENTS AND IT HAS NO GOVERNMENTAL STATUS.

 

ARTICLE III

OFFICERS AND GOVERNING BODY

 

1.  The administration of the US Youth Soccer – Kaiserslautern District shall be conducted by the Executive Council consisting of a President, Vice-President, Secretary, and Treasurer.  These officers shall perform the duties specifically provided for herein, and in the attached By-laws, and also those duties usually incident to their offices.  The term for each position of the Executive Council will be for one year. In the event that an Executive Council member cannot fulfill a complete year of commitment, a special election will be held to fill the vacated office. 

 

2.  Elections will take place in May of each year and cover a span of two working days.  Elections will be announced to general membership at least one week prior to the start of the two-day election date.  A simple majority vote shall be sufficient for electing new officers.  The current President shall vote only in the event of a tie.

 

3.  Duties and Powers

 

     a.  The Executive Council will have the authority to authorize all expenditures up $2,000.  Approval to execute funds outside of the approved budget in excess of $2,000 must be approved by a simple majority vote of the membership present at a meeting.

 

     b.  The Executive Council will recommend policies, supervise programs, approve entertainment, rule on membership, enforce the charter, and take action to resolve all grievances, complaints, and suggestions submitted by members. 

 

     c.  The President shall preside over meetings of the US Youth Soccer – Kaiserslautern District.  The President shall call special meetings of the membership, supervise all elections, and appoint committees as necessary, and shall prescribe the respective functions of the said committee.

 

     d.  The Vice President shall assume the duties of the President in the President’s absence.  The Vice President is also charged with enforcing private organization rules.

 

     e.  The Secretary shall advertise all US Youth Soccer – Kaiserslautern District meetings at least three duty days prior to the meeting.  The Secretary will maintain written minutes of all meetings.  Minutes shall be available to all members upon request.  The Secretary will also maintain the files containing all written documentation associated with the private organization, to include current charter, membership roster, and meeting notes/minutes.   

 

     f.  The Treasurer shall receive deposits, maintain a record, account for all funds of the US Youth Soccer Europe - Kaiserslautern District, and prepare a monthly statement on the financial status of the organization.  The Treasurer has the authority to disperse funds. The US Youth Soccer Europe - Kaiserslautern District’s fiscal year will begin on 1 August and end on31 July of the following year.  The Treasurer will render a full and complete financial statement to the members at the monthly meetings. The books of the Treasurer will be audited as required.  The US Youth Soccer – Kaiserslautern District will conduct an annual audit by an accountant (a CPA is not required) if the organization’s gross annual revenues exceed $100,000.  If the organization’s gross annual revenues exceed $250,000 a CPA will conduct an annual audit.  Costs of all audits will be the responsibility of the organization.  Regardless of gross revenue, the Treasurer will also provide an annual financial statement to the Resource Management Flight Chief.  The Treasurer will be responsible for compliance with all applicable federal, state, and local tax laws.  The Treasurer is responsible for filing the appropriate form(s) with the appropriate authority if the organization qualifies for tax exemption.  

 

ARTICLE IV

MEMBERSHIP

 

1.  Membership in the US Youth Soccer – Kaiserslautern District is open to all personnel assigned to the Kaiserslautern Military Community, Baumholder, Bitburg and Spangdahlem areas; and to other areas surrounding Kaiserslautern who do not otherwise have a supporting US Youth Soccer program.  To be considered a member of US Youth Soccer Europe - Kaiserslautern District one must read the PO constitution and bylaws and sign a membership roster.  Each page of the membership roster will include the following statement: "By signing this membership roster, I acknowledge that I have read the constitution and bylaws and that as a member of US Youth Soccer Europe - Kaiserslautern District I am jointly and severally liable for this organization’s debts." 

 

2.  Members will have equal opportunity to seek office in the organization.  The President will be the presiding senior member at all regular meetings and shall conduct the meeting IAW Robert’s Rules of Order. 

 

3.  Members, as well as elected officers, are to conduct themselves in a highly professional manner at all times and are to represent this organization through deeds and words, which exemplify the goals and mission of this organization.

 

4.  Members who do not conduct themselves in a highly professional manner, who fail to exemplify the goals and mission of the organization, and/or who conduct themselves in a manner that could harm the organization or its members may be removed from the organization.  The determination of whether a member should be removed from the organization will be made by the Executive Council.  Before this determination is finalized, the member shall be notified of the charge(s) against him or her in writing and shall have five (5) business days to respond and submit matters to the Executive Council.  Members who need more time to respond may request additional time from the Executive Council.  The President of the Executive Council, or Vice President in the President’s absence, shall have complete discretion to determine if additional time is warranted and, if so, how much additional time should be given to the member to respond.  Once the member has had a chance to respond as outlined above, final determination will require a majority vote from the Executive Council and the outcome will not be subject to appeal.  All members are strongly encouraged to notify the Executive Council about any questionable member activity.           

 

 5.  Members may voluntarily leave the organization by submitting their resignation from the organization in writing.  This written notice must be given to a member of the Executive Council or delivered to the organization during a meeting.  Members will be automatically removed from the organization membership upon PCSing from Germany or permanently leaving Germany.  Members may override this automatic removal by providing a written statement to the Executive Council that they wish to remain a member of the PO and understand that they may continue to be jointly and severally liable for organizational debts in the event the organization’s assets are insufficient to discharge liabilities.

 

ARTICLE V

ACTIVITIES

 

Fund raising activities will be conducted in accordance with appropriate guidance at all levels (base through DoD).  These activities will be in direct support of the US Youth Soccer – Kaiserslautern District objectives listed in this Constitution and Bylaws.  The appropriate approval for PO fund raising activities is the 86 AW/CC.  During CFC or AFAF must be coordinated through 86 FSS, 86 AW/JA and then 86 AW/CC.  

 

ARTICLE VI

INSURANCE COVERAGE

 

The organization will maintain liability insurance unless waived by the installation commander IAW AFI 34-223.  A copy of the insurance coverage and policy or a letter requesting a waiver will be forwarded through the base legal office.

 

 

ARTICLE VII

AMENDMENTS

 

1.  Amendments to the Constitution need to be approved by a two-thirds (2/3) majority of the US Youth Soccer Europe - Kaiserslautern District membership present at a general membership meeting and with the concurrence of three-fourths (3/4) of the Executive Council.  Approved amendments shall be coordinated through the 86th Force Support Squadron and 86th Airlift Wing Office of the Staff Judge Advocate and are subject to approval by the Installation Commander or delegation authority.

 

2.  Amendments to the bylaws need to be approved by a two-thirds (2/3) majority of the US Youth Soccer Europe - Kaiserslautern District membership present at a general membership meeting.  Approved amendments need not be subjected to further coordination. 

 

ARTICLE VIII

DISSOLUTION

 

The US Youth Soccer Europe - Kaiserslautern District may be dissolved with the vote of seventy-five (75%) of the general membership and three of the four Executive Council Member’s concurrence.  It may also be dissolved by order of the Installation Commander.  Funds contained in the treasury will be used to satisfy any outstanding debts, liabilities or obligations before they are allocated for any other purpose.  The remaining funds will be donated to the US Youth Soccer Europe in Oberfalz District.  Notification of intent to dissolve will be submitted in writing to the 86 FSS/FSRO, Unit 3240, Box 535, APO, AE 09094.

 

BYLAWS

OF THE

US Youth Soccer Europe - Kaiserslautern District

 

 

ARTICLE I

DUTIES OF OFFICERS

 

1.  The Executive Council’s term will be for one year.  In the event that an Executive Council member cannot fulfill a complete year, a special election will be held to fill the vacancy.  An officer elected by a special election will finish the term of the person that was replaced.  If there were sixty days or less left in the vacating officer’s term, the officer elected by special election will continue to serve in that office until the following year’s election.

 

2.  The President shall call special meetings of the Executive Council and/or membership.  The President will inform the Secretary at least seven days prior to the meeting. 

 

3.  The Vice President shall assume the duties of the President in the President’s absence. 

 

4.  The Secretary shall maintain written minutes of all meetings.  Any member of the US Youth Soccer Europe - Kaiserslautern District may request a copy of minutes from any meeting.  The Secretary will maintain a record of members permitted to disperse funds.   

 

5.  The Treasury shall render a full and complete financial statement at every monthly and special meeting.  The Treasury can delegate dispersing funds to any member of the US Youth Soccer Europe - Kaiserslautern District provided that the Secretary has a written statement of delegation signed by the Treasurer and the member and after the Treasurer has coordinated the delegation with the Financial Institution involved.

 

6.  The Director of Coaching is appointed by the executive council.  The Director of Coaching is responsible for all matters relating to player development and evaluation.  The Director of Coaching is a non-voting member of the executive council.

 

7.  The District Registrar is appointed by the executive council.  The District Registrar is responsible to collect and submit registration for club members to the supported soccer organizations including, but not limited to the US Youth Soccer Deutscher Fußball-Bund (DFB), and F.C. Germania.  The District Registrar is a non-voting member of the executive council.

 

ARTICLE II

ELECTIONS AND VOTING

 

1.  The President will call a special meeting to order when electing an officer by special election.

 

2.  The President will inform the membership seven days prior to Election Day. 

 

3.  When elections are held annually or through special means, members can elect to vote by secret ballot or via electronic mail. 

 

4.  The President shall appoint one individual to be the Election Commissioner.  This appointment shall be approved by a simple majority of the US Youth Soccer Europe - Kaiserslautern District members present at a general membership meeting.  The removal of the Commissioner from his/her office shall require a two-thirds (2/3) vote of the US Youth Soccer Europe - Kaiserslautern District members present at a general membership. 

 

5.  The Election Commissioner shall be responsible for ensuring a fair election. 

 

6.  The Election Commissioner may appoint additional individuals to assist with his/her duties. 

 

7.  All votes submitted by electronic mail shall go to either: (a) an organizational electronic mail account (if available and if access can be sufficiently limited during the election to ensure the security of the ballots) or (b) to the Election Commissioner’s electronic mail account.  The Election Commissioner shall make the determination as to which account will be used. 

 

8.  The Election Commissioner, nor anyone appointed by him/her, will not disclose for whom any particular vote was cast. 

 

ARTICLE III

MEETINGS AND QUORUM

 

1.  The US Youth Soccer Europe - Kaiserslautern District general membership meetings will be held at least quarterly.  Activities will not be held in lieu of a meeting. 

 

2.  For the purpose of voting on issues presented at meetings, a simple majority of the members present at a given meeting will be required to pass an issue at that meeting.  The President or presiding official will determine the method of vote. 

 

3.  For the purpose of establishing a quorum for Executive Council meetings, at least two of the four executive committee members must be present to officially transact any business.  For the purpose of establishing a quorum for general membership meetings, a quorum can be established by the members present at a general membership meeting. Executive Council members may use proxy votes a maximum of five times per election year.  For regular quarterly meetings, the members will be allowed a maximum of five proxy votes. 

 

4.  The Secretary will record minutes of all membership meetings, or by another duly appointed person.  Such minutes will be reviewed and approved by the presiding officer and will be made available for public view 10 days later. 

 

ARTICLE IV

DUE AND FEES

 

Membership fees for each US Youth Soccer Europe - Kaiserslautern District player are set based on the parent US Youth Soccer organization.  Membership fees for the 2015-2016 season are $140.00 per player.  Dues and fees will be used for USYS membership, uniforms, equipment, tournaments, and the administration fees.

 

ARTICLE V

AWARDS AND GIFTS

 

No Awards or gifts will be given.

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