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BylawsBylaws
Rules
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COTTAGE GROVE ATHLETIC ASSOCIATION
SOCCER DIVISION
As Amended – October 7th, 2007
ARTICLE 1.0 NAME
1.1 This organization shall be known as the Cottage Grove Athletic Association,
Inc., Soccer Division.
1.2 This organization shall be composed of both a Recreational League Soccer
Division and a Traveling League Soccer Division.
ARTICLE 2.0 OBJECTIVES
2.1 This organization will respond to the objective of the Cottage Grove Athletic
Association (CGAA) as listed in Article 2 of the CGAA By-Laws, with
emphasis toward organizing and promoting the CGAA soccer program.
2.2 The objective of the Recreational League Division is to provide a soccer
program that is instructional in nature and is available to all registrants. The
objective of the Traveling League Division is to provide an opportunity for a
higher level of instruction and competitive soccer in accordance with MYSA
and USYS.
ARTICLE 3.0 MEMBERS
3.1 Any adult actively participating in the soccer program shall be considered a
member of their respective Soccer Division(s) and be entitled to vote at that
Soccer Division’s meetings.
ARTICLE 4.0 OFFICERS
4.1 The Board Members of each Soccer Division shall administer and manage both
property and organization, subject to the will of that Soccer Division’s general
membership and the overall policy of the CGAA.
4.2.1 Each Board Member shall be responsible for forming their respective committee
if a committee is desired. The names of the committee members shall be
submitted to their respective Soccer Board by the first day of January each year.
No approval is necessary.
4.2.2 No more than one member from a current household may serve on the same
Soccer Board of a Division.
4.2.3 No Board Member may hold more than one board position in the association
concurrently.
4.3 Those members qualified to vote under article 3.0 shall elect to their respective
divisions, board positions whose terms have expired. Recreational league
elections shall be held at the October general membership meeting and the
Traveling league elections shall be held at the October general membership
meeting. The President’s election shall be held at the October general
membership meeting. All new positions shall take effect the 1st day of the
month following the election. At the last general membership meeting prior to
each division’s election month, perspective board member candidates shall have
their intentions announced to be placed on the ballot for voting at the next
scheduled meeting. Candidates not announced at the general membership
meeting prior to elections shall not be eligible for election.
4.4 If a vacancy should occur in a board position, it shall be filled by a person
nominated to the position by the respective Division’s Board Members and
voted on by the general membership at the next general membership meeting.
This person shall then serve the remaining portion of the term of office.
4.5.1 The following Board Members of the Recreational League shall be elected in
odd numbered years: Vice President, Director of Coaches and Special Events; in
even numbered years they shall elect: Secretary, Treasurer and Fields and
Equipment.
4.5.2 The following Board Members of the Traveling League shall be elected in odd
numbered years: Secretary, Treasurer, Director of Fields, and Equipment
Coordinator, in even numbered years they shall elect: Vice President, Director of
Coaches, Publicity and Special Events and Registrar. Only an equal number of
Traveling Soccer’s current board members may vote on soccer related issues at
general membership meetings equal to the current number of Grove Soccer voting
board members.
4.5.3 The president shall be elected in odd numbered years. This candidate should be
experienced in both divisions by either coaching or having players playing.
4.6 In the event that the president cannot fulfill the term, both boards by a majority
vote shall nominate a new president to be voted on at the next general
membership meeting. The new president shall complete the term.
4.7 President
4.7.1 Preside over all meetings of both soccer division general memberships and their
board members.
4.7.2 Enforce all laws, rules and regulations of the Association.
4.7.3 Provide coordination required between CGAA and their Soccer Divisions,
attending all CGAA board meetings and conveying official correspondence.
4.7.4 Communicate as necessary with organizations outside of Cottage Grove and edit
the Soccer Division’s newsletter prior to printing.
4.7.5 A member ex-officio of all committees.
4.7.6 Shall be a resident of Cottage Grove, St. Paul Park, Newport or Grey Cloud
Island.
4.7.7 Provide coordination and unity between Traveling and Recreational divisions of
CGAA soccer.
4.7.8 The secretary of each division shall deliver to the president all the meeting
minutes in a timely manner.
4.7.9 Shall be responsible for managing the soccer portion of the C.G.A.A. gambling
fund.
4.8 Board Members
4.8.1 The Board member positions outlined under articles 4.9 through article 4.21 of
these by-laws will perform the described duties for their respective league
division.
4.8.2 Each respective board member in each respective division shall work in
coordination with their counterpart in the other division.
4.9 Vice President of Recreational Soccer
4.9.1 Shall perform the duties of the president within their respective division in the
absence of the president.
4.9.2 Chair the Rules and Grievance committee which is responsible for the
formulation and interpretation of all rules and regulations. This committee is
mandatory.
4.9.3 Shall monitor the effectiveness of the rules and regulations.
4.9.4 The committee shall hear and bring to the respective board their
recommendation on grievances for board action.
4.9.5 Shall recommend to the board penalties for rules violations.
4.9.6 Shall recommend modifications to existing rules and regulations.
4.9.7 Shall oversee the annual player draft for the recreational league.
4.10 Secretary of Recreational Soccer
4.10.1 Shall perform all duties of the vice president in their absence.
4.10.2 Chair the Publicity and Schedules committee which is responsible for
publicizing soccer news and scheduling all games and practice sessions. The
secretary shall be responsible for conveying to their soccer board any
recommendations of the committee.
4.10.3 Shall publicize program events and edit the Soccer Division newsletter.
4.10.4 Shall develop all game and practice field schedules.
4.10.5 Shall record game results and maintain league standings.
4.10.6 Shall prepare press releases and document program achievements.
4.10.7 Shall arrange for team pictures.
4.10.8 The Secretary shall record and keep minutes of all soccer board and general
membership meetings.
4.11 Treasurer of Recreational Soccer
4.11.1 The Treasurer shall perform all the duties of the Secretary in the absence of the
Secretary.
4.11.2 Chair the Budget and Finance committee which is responsible for the
preparation of the annual program operating budget and the determination of a
fee schedule for participants. The Treasurer shall be responsible for conveying
to their Soccer Board the recommendations of the committee.
4.11.3 Shall oversee and monitor program expenditures.
4.11.4 Shall conduct the annual sign-up and registration drive.
4.11.5 Shall prepare and submit to the Soccer Board at each meeting an updated budget
for approval.
4.11.6 The Treasurer shall maintain all financial records.
4.11.7 The Treasurer shall approve small expenditures as outlined in article 7.0
.
4.12 Coaches of Recreational Soccer
4.12.1 Chair the Coaches Committee which is responsible for the recruitment of
coaches, assistant coaches and be responsible for conveying to their Soccer
Board the recommendations of the committee.
4.12.2 Shall train coaches and assistant coaches.
4.12.3 Shall develop continuing education and training programs for the coaches.
4.13 Fields and Equipment of Recreational Soccer
4.13.1 Chair the Fields and Equipment committee which shall select and recommend
the acquisition of all equipment and supplies including uniforms, balls, nets,
trophies, patches, etc. The Fields and Equipment Board Member shall be
responsible for conveying to their Soccer Board the recommendations.
4.13.2 Communicate with the city to insure that all playing fields are properly
maintained.
4.13.3 Communicate with the city to insure that all playing fields are properly marked
and equipped.
4.13.4 Shall maintain all program equipment.
4.14 Tournaments and Special Events of Recreational Soccer
4.14.1 Chair the Tournaments and Special Events committee which shall be responsible
for planning and organizing all tournaments and special events (fund raisers,
playoff games, etc.). The Tournaments and Special Events Board member shall
be responsible for conveying to their Soccer Board any recommendations
.
4.14.2 Shall conduct all such events.
4.15 Referees
4.15.1 Scheduler shall be appointed by the respective board. Senior Scheduler will be
the coordinator.
4.15.2 Coordinator shall be responsible for having referees State certified, handle
referee complaints and communicate general policy and pay with the respective
boards.
4.15.3 Coordinator shall be responsible to provide a listing of referees with their
qualifications as to capability to both boards for use in scheduling.
4.15.4 Shall conduct survey to get feedback on referees and maintain records on each
referee. (Traveling Only)
4.16 Vice-President of Traveling Soccer
4.16.1 Shall perform the duties of the president within their respective division in the
absence of the president.
4.16.2 Chair the Rules and Grievances Committee, which is responsible for the
formulation and interpretation of all rules and regulations. This committee is
mandatory.
4.16.3 Shall monitor the effectiveness of the rules and regulations.
4.16.4 The committee shall hear and bring to the respective board their
recommendation on grievances for board action.
4.16.5 Shall recommend to the board penalties for rules violations.
4.16.6 Shall recommend modifications to existing rules and regulations.
4.16.7 Shall publish the annual calendar of events with input from each board member.
4.16.8 Shall oversee the tryouts and team formation for each season.
4.16.9 Shall oversee website to make sure it is working and update bylaws and rules,
calendar, board members and tryouts.
4.16.10 Shall attend all MYSA general membership meetings.
4.17 Secretary of Traveling Soccer
4.17.1 Shall perform all duties of the Vice President in their absence.
4.17.2 Shall perform all duties of the Registrar in their absence.
and location for registration for each season. The Secretary and Registrar Board Member shall be responsible for conveying to the Soccer Board the recommendations of the committee.
4.17.6 Shall record and keep meeting minutes of all soccer board and
general membership meetings.
4.18 Treasurer of Traveling Soccer
4.18.1 Chair the Budget and Finance Committee which is responsible for the
preparation of annual program operating budget and the determination of a fee
schedule for participants. The Treasurer shall be responsible for conveying to
the Soccer Board the recommendations of the committee.
4.18.2 Shall over see and monitor program expenditures.
4.18.3 Shall prepare and submit to the Soccer Board at each monthly meeting an
updated financial report for approval.
4.18.4 Shall maintain financial records.
4.18.5 Shall approve small expenditures as covered in article 7.0.
4.19 Director of Coaches for Traveling Soccer
4.19.1 Chair the Coaches Committee, which is responsible for the recruitment of
coaches, assistant coaches and be responsible for conveying to the Soccer Board
the recommendations of the committee.
4.19.2 Shall train coaches and assistant coaches.
4.19.3 Shall develop continuing education and training programs for the coaches.
4.19.4 Shall appoint a boys and girls league coordinator with respective board
approval.
4.19.5 Shall conduct survey to get feedback on the coaches and maintain record on
each coach.
4.19.6 Shall maintain coach's corner information on the website.
4.20 Director of Fields for Traveling Soccer
4.20.1 Shall perform all duties of the Equipment Coordinator in their absence.
4.20.2 Shall communicate with the City to insure that all fields are properly maintained.
4.20.3 Shall communicate with the City to insure that all playing fields are
properly marked and equipped.
4.20.4 Shall develop all game and practice field schedules.
4.20.5 Shall maintain field information on the website.
4.21 Publicity and Special Events of Traveling Soccer
4.21.1 Chair the Publicity and Special Events Committee, which shall be responsible
for planning and organizing publicity, tournaments and special events. The
Publicity and Special Events Board Member shall be responsible for conveying
to the Soccer Board any recommendations.
4.21.2 Shall publicize program events and edit the Soccer Division newsletter.
4.21.3 Shall prepare press releases and document program achievements.
4.21.4 Shall maintain news, accolades and tournament areas on the website.
4.21.5 Shall oversee the Tournament Director and committees under them to ensure
expenses are managed for profitable tournaments.
4.21.6 Shall market to the community to increase the numbers of players in the
traveling program.
4.22 Registrar of Traveling Soccer
4.22.1 Shall perform all the duties of the Secretary in their absence.
4.22.2 Shall oversee team, player, coach and board member registration and submittal
to league.
4.22.3 Shall create and maintain player passes.
4.22.4 Shall create and maintain team rosters.
4.23 Equipment Coordinator for Traveling Soccer
4.23.1 Shall perform all duties of the Director of Fields in their absence.
including uniforms, balls, nets, trophies, patches, etc. The Equipment Coordinator
Board Member shall be responsible for conveying to the Soccer Board their
recommendations.
4.23.4 Shall work with coaches to ensure that coaches equipment bags are distributed
and collected in a timely manner and inventoried after collection.
ARTICLE 5.0 GENERAL MEMBERSHIP MEETINGS
5.1 There shall be no fewer than four Soccer Division general membership meetings
per year. This membership meeting schedule shall be established for the
following year at the annual meeting in November. General membership
meetings shall be held in April, August, October and November.
5.1.1 Additional meetings may be called by the Board Members at any time with ten
days notice to be given to the general membership. Official notification of
general membership meetings shall be published in the South Washington
County Bulletin and/or the Goal Kick.
5.2 All matters concerning Soccer Division policy shall be decided by a vote of the
membership and no motion shall be carried without favorable vote from the
majority of those members present at a duly constituted meeting.
5.3 Six members shall constitute a quorum at any meeting and a majority vote of
those present shall govern the administration of the Soccer Division programs
5.4 Robert’s Rules of Order shall govern the proceedings of all meetings except
where same conflicts with the CGAA by-laws.
5.5 These articles pertain to each division respectively.
ARTICLE 6.0 BOARD MEMBERS
6.1 Board meetings may be called at any time by the President or upon requests of
at least two board members.
6.2 The Board Members shall handle matters designated to them by the Soccer
Division bylaws and matters that arise between membership meetings. Any
changes in rules must be reported and approved at the next general membership
meeting.
6.3 In the event of emergency situations, and only where time is of the utmost
importance, the President or the Vice President may conduct Soccer Board
business over the phone. Any votes or official action taken shall be recorded by
the Secretary.
6.4 A majority of the Board Members of the respective Soccer Divisions shall
constitute a quorum at any board meeting and a majority vote of those present
shall govern.
6.5 These articles pertain to each division respectively.
ARTICLE 7.0 BUDGET ADMINISTRATION / GAMBLING FUND
7.1 All requests for the expenditure of non-budgeted funds over $500.00 must be
accompanied by the approval of the Board Members, with a simple majority
vote required.
7.2 All requests for expenditures of non-budgeted funds less than $500.00 must
have the approval of the Treasurer.
7.3 Any significant changes or deviations from the most currently approved budget
must be done with the approval of the Board Members. Simple majority vote
required.
7.4 All income and expenditures, regardless of the amount, are to be a matter of
record.
7.5 Each Soccer Division Treasurer shall initiate and oversee the expenditure of
their Division’s funds.
7.6 The president, in conjunction with the vice presidents, will oversee the
administration of the gambling funds. 85% of the gambling funds shall be
designated by a written plan.
7.7 The president will report the current balance of the gambling fund and any
expenditure at each general membership meeting.
7.8 Any requests for expenditure of gambling funds will be given to the president to
present to the main C.G.A.A. board. All requests will include the vendor,
amount, purpose and a copy of the board meeting minutes approving the
expenditure.
7.9 The president will maintain records showing all expenditures made by both
leagues. These files will be maintained at the main C.G.A.A. offices in the
soccer division files.
7.10 At the annual disbursement of gambling funds, the president will divide the
funds utilizing the following formula between recreational and traveling leagues.
One third will be divided equally between the two leagues. One third will be
divided based on the number of participants as registered with C.G.A.A. One
third will be divided between the two leagues based on the annual costs as
reported in their annual financial report.
ARTICLE 8.0 PROGRAM PARTICIPANT SUSPENSION
8.1 The Soccer Board shall have the authority to suspend from active participation
any player or member whose conduct is detrimental to the best interest of the
sport. Such a suspension shall be made upon the recommendation of the Rules
and Grievances committee and by a two-thirds vote of the Soccer Board.
8.2 No member shall be suspended without an opportunity to appear before the
Rules and Grievances committee where that member may present his/her
position.
8.3 The Rules and Grievance committee, with a two-thirds vote, shall have the
authority to recommend suspension of any player or coach for rules violations
for Board action.
8.4 Rules and Grievance Committee and Procedures.
8.4.1 The purpose of the Rules and Grievance Committee is to gather and evaluate
information based on the grievance received, make a finding as to validity of
grievance, and make a recommendation whether or not discipline is warranted
and what that discipline should be if it is warranted.
8.4.2 Committee members will be persons wishing to serve on the Rules and
Grievance Committee by submitting their name to CGAASD Board on or
before September 1 of each year, for a term of one year. Those individuals who
submit their names will be confirmed by the Vice-Presidents of the Soccer
Divisions and placed in a pool for selection on the Committee as defined below.
Requests for names will be published in the Goal Kick and Wolfpack Express.
There shall be a minimum of 8 individuals in the pool. If less than 8 volunteer,
the Vice-Presidents will be responsible to recruit individuals to fill the pool.
8.4.3 The Rules and Grievance Committee will consist of four persons from the pool
as defined in 8.4.2 and the Vice-President of the division to which the grievance
is based. The Vice-President will serve as chair for the committee. The Vice-
President will make the determination of any conflict of interest for each
committee member. The Vice-President will excuse them self from the
committee if they are a relative of the accused or accuser with the Vice-
President of the other division to take over the committee.
8.4.1 Procedures:
• Any grievance must be submitted to the Vice-President of the
respective board, in writing on the grievance form, within seven days
of the alleged offense.
• Upon receipt of the written grievance form, the Vice-President will
randomly select four names from the committee pool and notify those
individuals immediately of their selection. The first meeting of the
committee must be setup within four days.
• The Vice-President will contact by phone and also send, via certified
mail, a letter to the grievant, to the person to whom the grievance is
brought against and to the President outlining the date, act and name
of the person filing the grievance and the procedure to take place.
• The Committee must gather the facts from both sides, including any
witnesses to the matter, and determine if there is merit to the
grievance, within seven days of receipt of the grievance form.
• The Committee’s finding will be presented to the respective board to
which the grievance was based and recommendations of any
disciplinary action.
• The board will then determine what disciplinary action, if any, is
warranted within three days and so state in a letter to the accused and
accuser.
8.4.4 Appeals:
• Must be submitted to the Vice-President within two days from the
date the decision was communicated.
• An appeal will only be valid if there is new information or proof that
the defined process was not followed. If the respective Soccer Board
determines the appeal has merit, the entire process will start again
with the committee being filled from different individuals from the
pool.
• All rulings and disciplinary action by the Board will be final after the
grievance and appeal process has been completed.
8.5 These articles pertain to each division respectively.
ARTICLE 9.0 AMENDMENTS
9.1 For these by-laws to be amended or repealed the following stipulations must be
met.
9.1.1 Changes must be recommended to the Soccer Association memberships by a
committee appointed or formed by the President, a Board Member, or by a
motion submitted in type written form by any member at a general membership
meeting.
9.1.2 Bylaw changes must have one reading at a scheduled Soccer Division
membership meeting prior to the scheduled Soccer Division membership
meeting at which time the vote will be held. No amendments will be allowed on
proposed bylaw changes at the meeting when the vote is taken.
9.1.3 A two-thirds majority vote will be necessary by both memberships to carry any
motion requesting any changes or additions to the bylaws.
ARTICLE 10.0 EFFECTIVE DATE
10.1 These bylaws shall become effective upon approval of the Soccer Division
membership.
CERTIFICATION
We hereby certify that the Cottage Grove Athletic Association, Inc., Soccer
Division general membership approved these bylaws by a two-thirds majority
vote at the General Membership meeting held in June 2004. These bylaws
supersede any previously approved bylaws or amendments.
Brad Bacon
Attested to by CGAA Soccer President
Cottage Grove Traveling Soccer
7064 W Pt Douglas Rd.
Suite 202
Cottage Grove, MN 55016
Email CGAASTD
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