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Forms and Policies
QSC By-Laws

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ARTICLE I.   NAME
 
The name of the club shall be the QUAKERTOWN SOCCER CLUB
 

ARTICLE II.   OBJECT AND PURPOSE

 The object and purpose of this club shall be the conduct of the game of soccer: 

1.     So that it is fun for the players; 

2.     For the physical and moral benefit of its players/members; 

3.     For the fostering of the philosophy that, while always playing to win, winning is secondary to good conduct, respect for others and player development.


 
 
ARTICLE III.   CONDUCT OF AFFAIRS 

Section 1. The conduct of all activities shall be supervised by the Executive Committee. The Executive Committee shall be comprised of the officers of the club as listed under ARTICLE IV, Section 3 of these by-laws. 

Section 2.   Regular club meetings shall be on the third Tuesday of each month, unless otherwise designated by the President. In the event the President designates a change, a reasonable attempt to contact the attendeesof the previous two club meetings and all qualified members must be made. A simple majority of the Executive Committee must be present in order to conduct business at club meetings. In addition, the President may, if necessary, call emergency club meetings at his discretion, subject to the requirements as stated in this section. Emergency club meetings are not considered as regular club meetings with regards to qualified membership requirements. 

Section 3.   All references in the male gender shall be interpreted to mean either sex. 

Section 4. The club will abide by the constitution and By-laws of the league(s) to which it is affiliated, and thereby to the U.S.S.F.. 

Section 5.   The Executive Committee will meet prior to the club meetings. A simple majority of the Executive Committee must be present in order to conduct business. The Executive Committee shall have the authority to make any emergency decisions not involving expenditures over Three Hundred Dollars ($300.00) that would directly affect the immediate and continuing operations of the club. The intent of this section is to assure that the Object and Purpose of the club is upheld. 

Section 6.   A general member shall be at least eighteen (18) years of age, and be: 

A.    a parent or legal guardian of a child who is enrolled in any of the club’s programs, or 

B.     a volunteer who gives of his time to aid in the operation of the club and/or its programs, or 

                C.   a person interested in promoting the Object and Purpose of the club 

General members shall have the same privileges as qualified members, including those of voting on regular club issues, except as expressly noted within these By-Laws. 

Section 7.    A qualified member shall be a general member who has attended at least one third of the regularly scheduled club meetings during the previous twelve (12) months and has registered his mailing address and /or telephone number with the club. There shall be a 90 day grace period during the inception of this article for the registering of such qualified members. 

Section 8:   The rules contained in Robert’s Rules of Order shall govern the club in all cases to which they are applicable, and in which they are not inconsistent with the By-laws of the club. 

Section 9: An annual structure, policy and procedure review shall occur on the first Thursday of December of each year.


 
ARTICLE IV.   ELECTIONS 

Section 1.   Elections of officers will be held at the November club meeting after new business, and prior to adjournment of the club meeting. The officers of the Executive Committee shall be elected by the qualified members present at the meeting. All nominees must be qualified members at the meeting during which the election of officers shall be held. The elected term is for one year, beginning after adjournment of the election meeting. 

Section 2. The nominating committee shall consist of the Vice President, who is to chair the committee, and any interested club members. The nominating committee shall: 

  1. take nominations from the floor during the two regularly scheduled meetings immediately preceding the meeting during which the elections shall be held, 
  1. seek acceptance from the nominees and determine the eligibility of the same prior to placing their names on the ballot, 
  1. make up and distribute ballots at the meeting during which the officers are to be elected, 
  1. count the votes and announce the results. 

The nominee for each office that wins a plurality of the votes for that office shall be deemed the winner. In the event of a tie, another ballot shall be cast after the nominees not involved in the tie have been removed from the list of nominees. This procedure shall continue until either there is 1) a declared winner or ii) the results of two consecutive ballots are the same, in which case there will be no declared winner and the office shall remain vacant.

In the event there are no nominations for a particular office, that office shall be closed to any write in votes during the election and shall remain vacant. 

Any office left vacant will be filled according to Article V contained herein, after the installation of the newly elected members of the Executive Committee. 

Section 3.   The Executive Committee shall be comprised of the following officers: 

  1. President
  2. Vice-President
  3. Secretary
  4. Treasurer
  5. Travel Team Coordinator
  6. Intramural Coordinator
  7. Registrar

 
ARTICLE V.   VACANCIES FROM OFFICE 

In the event an elected office is or becomes vacant, the Executive Committee shall in the following prescribed order: 

  1. Seek applicants from among the qualified membership, and 
  1. Should no applicants be found per part 1 of this Article, seek applicants from among the general membership, and 
  1. Recommend to the membership at the next regularly scheduled meeting, a candidate from among those applicants 

Upon approval by a simple majority of the qualified members present, the candidate will serve out the unexpired term 

In the event an office is vacant upon the installation of new officers, the incoming Executive Committee shall be relieved of part 1 of this Article since the nominating committee shall have already complied with said part prior to the election of the officers.


 

ARTICLE VI.  REMOVAL OF OFFICERS FROM OFFICE 

Section 1. Any officer may be removed from office as a result of failure to perform the duties of the office or for conduct detrimental to the best interests of the club. 

Section 2. The following procedures shall be followed in the removal of an officer from office. 

  1. The basis for removal of any officer from office shall be a petition detaining the specific charges against the officer and clearly stating (1) the manner in which he has failed to perform his duties and/or (ii) the conduct which is allegedly detrimental to the best interests of the club. The petition will be drawn up by a qualified voter and signed by two-thirds of the Executive Committee prior to any action being taken. 
  1. The officer so charged will be provided with a copy of the petition by the president at least ten days prior to any further action being taken. If the President is the officer in question, the Vice-President will provide him with the copy of the petition and will further perform all other duties delegated to the President by this Article. 
  1. The President shall call an emergency meeting of the club at which it shall be determined if the charged officer shall be removed from office. This meeting shall not be called any sooner than ten days subsequent to the petition by the charged officer. During the meeting, the petitioners shall present their cases to the assembled members, after which the charged officer shall be permitted to respond. The president shall assure that each side is given a fair amount of time and opportunity to present their side of the matter, which shall include the right to present witnesses and question the other side. After the cases have been presented, the president will call for a secret written ballot, during which each qualified voter present will be given the opportunity to indicate whether the charged officer should be retained in office. The President and at least one other member of the Executive Committee will tally the results. The President shall then announce the results to the charged officer, in private, and then to the assembled members. A two-thirds majority of those qualified voters present and voting shall be necessary to remove the officer from office. 

Section 3. In the event that the charged officer chooses to resign in writing, the above procedures will be terminated immediately. 


ARTICLE VII.   DUTIES OF OFFICERS AND REGULAR APPOINTED POSITIONS

 
Section 1. The following shall be the duties of the officers of the club.
 
A.    President: The president shall preside at all meetings and conduct them in accordance with the order of business. He shall attend the Annual General Meeting of the state association. He shall be responsible for upholding the philosophy and By-laws of the club, as stated herein. He shall appoint members to the following positions with the approval of the Executive Committee: Facility Manager, Public Relations Coordinator, Borough Liaison Coordinator and Financial Audit Committee.
    1. Vice-President: The Vice-President shall perform the duties of the President when the President is absent or cannot perform those duties under the provisions of Article VI, above. He shall head the Election Committee indicated in Article IV, above. He shall also assist the President in the operations of the Club when requested. The Vice President shall be responsible for coordination of the clubs tournaments including but not limited to the spring and the indoor tournament programs. 
    1. Secretary: The Secretary shall correspond and receive correspondence pertaining to the club, and shall prepare and post minutes of each club meeting. He shall also take and maintain attendance records of the regular club meetings. The secretary shall be responsible to maintain an event schedule for all club meeting areas. 
    1. Treasurer: The Treasurer shall receive all monies, giving his receipt thereof; take charge of the books and accounts in connection with the financial affairs of the club; deposit all monies in the name of the club with a depository which shall be designated by the Executive Committee; liquidate all bills against the club with the approval of the Executive Committee; report the state of the finances of the club at each meeting and/or whenever requested by the Executive Committee; assure the club’s books are audited annually; and make no expenditure in excess of $100.00 without the approval of the Executive Committee. 
    1. Travel Team Coordinator: The traveling team Coordinator shall serve as a liaison between the club and league(s) to which it is affiliated and shall communicate all relevant information to the Executive Committee and to the coaches of the club’s teams. He shall post sign-up lists for people who are interested in coaching traveling teams. The lists and/or recommendations for coaches will be submitted to the Executive Committee, subject to the majority approval. In the event of a shortage of coaches, the Travel Team Coordinator shall attempt to find suitable candidates. He shallreview, revise if necessary subject to majority approvalof the executive committee the overall travel program policy and oversee the adherence to such by the travel team participants. 
    1. Intramural Coordinator: The Intramural Coordinator shall perform the following functions, with the approval of the executive committee: 
      1. Appoint a Boy’s Coordinator, a Girl’s Coordinator, a Coed Coordinator, and a Referee coordinator subject to the majority approval of the Executive Committee, 
      1. Review, revise if necessary, subject to majority approval of the executive committee the overall intramural program policy and oversee the adherence to such by the Boy’s, Girl’s and/or Coed program and referee coordinators. 
      1. Develop the intramural playing schedules. 
    1. Registrar: The Registrar shall plan and supervise registration. He shall also be responsible for overseeing and/or having the required registration forms completed, signed and fully prepared for submission to the governing body, be it a travel league or the State Association. For each of the club’s programs, by the said body’s required registration date. He will also prepare and submit roster sheets of each team of both Intramural and Travel Team players and coaches with the aid of the program coordinators. The Registrar will be responsible for setting dates and dead lines for submissions to the Registrar of completed forms from the coaches. When help is needed to fulfill any of the above requirements, he shall organize a work force from Club members. 
Section 2. The following shall be the responsibilities of the regular appointed positions of the club. 
    1. Facilities Manager: The Facilities Manager shall be responsible for providing a fully prepared field for all scheduled games. He shall organize a work force to maintain all club facilities and equipment. With Executive Committee approval, he shall purchase equipment as needed to assure the proper operation of the club.
    1. Public Relations Coordinator: The Public Relations Coordinator shall be responsible for the advertisement of all club functions and activities.
      1. He shall appoint a Webmaster subject to the majority approval of the Executive Committee. 
      1. He shall provide information to the Webmaster and develop a club newsletter. 
    1. Borough Liaison Coordinator: The Borough Liaison Coordinator shall be responsible for correspondence and goodwill between the Borough of Quakertown and the Club. 
    1. Referee Coordinator: The Referee Coordinator shall recruit, train and coordinate the scheduling of referees for the club’s intramural programs. 
    1. Boy’s Program Coordinator: The Boy’s Program Coordinator shall perform the following functions, under the direction of the Intramural Coordinator, with respect to the boy’s program: choose and monitor field supervisors; choose and monitor age-division coordinators and coaches; and assure adherence to the club’s philosophy and policy. 
    1. Girl’s Program Coordinator: The Girl’s Program Coordinator shall perform the responsibilities listed in Article VII, Section 2 E, above, with respect to the Girl’s Program. 
    1. Coed Program Coordinator: The Coed Program Coordinator shall perform the responsibilities listed in Article VII, section 2 E, above, with respect to the Coed Program. 
    1. Fundraising and Sponsorship Coordinator: The Fund Raising and Sponsorship Coordinator shall be responsible for initiating, overseeing and delegating responsibility for all fund raising events for the club which are approved by the Executive Committee. 
    1. Financial Audit Committee: Two individuals independent of the current treasurer (s) who shall audit the financial records of the club on an annual basis to occur between January1st and March 1st
    1. Concessions Coordinator: The Concessions Coordinator shall ensure that all concessions are operational for all club programs. 
    1. Coaching Director: Under the guidance of the executive board, the coaching director shall be responsible to develop the soccer skills of coaches and players.  

ARTICLE VIII.   ORDER OF BUSINESS

The meeting of the club will be conducted with the following order. 

            Attendance

            Review / Approval of Minutes

            Reading of Correspondence

            President’s Report

            Vice-President’s Report

            Secretary’s Report

            Treasurer’s Report

            Travel Team Coordinator’s Report

            Intramural Coordinator’s Report

            Registrar’s Report

            Old Business

            New Business

            Adjournment 
 
 
ARTICLE IX.   AMENDMENTS TO THE BY-LAWS 

Section 1. An amendment to the By-laws must occur at regular club meetings. The proposed amendment must be submitted to the floor to be incorporated in the minutes of the meeting. The Secretary shall then make a reasonable effort to notify all qualified members as to the proposed amendment and the meeting at which it will be moved and subsequently voted upon. The proposed amendment may then be brought up for motion during old business at the next regular club meeting. After a period of discussion, the motion shall be tabled until the next regular club meeting. At that time, discussion on the proposed amendment shall be reopened followed by a call to vote. The proposed amendment must pass by a two-thirds majority of the qualified membership present at the meeting. The intent of this section is to a cause a two (2) month delay between the proposal of a new amendment and is adoption. 

Section 2. Any approved amendment to these By-laws shall be posted in the By-laws to indicate the date of the change and the nature of the change. 

Section 3. An overlay indicating the change in the By-laws will be made for all club By-laws booklets. 

Section 4. By-laws shall be updated and reprinted annually, as necessary. 


ARTICLE X.   DECLARATION OF ORIGINS OF THE BY-LAWS 

Section 1. These By-laws were complied based upon the original and amended club By-laws as were available to the Executive Committee in February, 2004 and were presented to the Executive Committee and general membership at the March, 2004 meeting. 

Section 2. These By-laws were debated, voted on and accepted by the membership at the May, 2004 meeting 

Section 3. These By-laws supercede any previous club By-laws, whether known or unknown at the time of their acceptance. 

Section 4. Any By-laws which come to the attention of the club after the acceptance of these By-laws shall be subject to section 3 of this article.

 

 

Grievance Policy

The Quakertown Soccer Club (“QSC”) programs include children, parents, coaches and other individuals who serve the club and participate on intramural or travel soccer teams. The QSC soccer community has historically achieved success in the resolution of disputes by the parents, players and coaches without intervention by the QSC.  QSC encourages the resolution of soccer team issues (conflicts, grievances and discipline) to occur within each team.  It is important to remember that QSC is an organization generally staffed with unpaid volunteers from the community who have made an extraordinary commitment to the organization for the benefit of the children in our community.  Without these volunteers QSC would not be possible.  The following outlines QSC’s policies and procedures relating to the reporting and handling of grievances: 

Description of Grievance:
 
Grievances most often concern an incident during a game or practice, the clubs program in general or inappropriate behavior by a coach, player, parent or other individual affiliated with or attending a QSC intramural or travel event.  Grievances do NOT include parental concerns that involve questioning the soccer judgment, decision making or coaching philosophy of the coach or assistant coach.  Questions relating to coaching style are often answered by speaking directly with the coach in a non-judgmental, respectful and appreciate manner.
 
Grievance Procedures: 
 
Step 1.  Report grievance to the head coach of the appropriate intramural or travel team. If this is not feasible or fails to resolve the issue then proceed to Step 2.
 
Step 2.  Report grievance to the QSC Intramural Coordinator or QSC Travel Coordinator. This can be accomplished by personal notification or email. If this fails to resolve the issue, or is not feasible, then proceed to Step 3.
Step 3.    Report the grievance to the President. This can be accomplished by personal notification, or through email. The President may either take action on the grievance, or request that a formal grievance report be submitted to the Executive Committee. If you are requested to file a formal report, all of the following information shall be submitted:
 
1.  Date of the grievance filing;
2.  Name, phone number and e-mail address of the person filing the grievance;
3.  Name of player;
4.  Team identification, including:
a.  Name of team;
b.  Male or female;
c.  Intramural or travel;
d.  Age group;
e.  Name of acting head coach.               
5.  Complete description of issue.  (Include as much detail as possible, including 
     date/time/location/names of witnesses, etc. if relevant);
6.  Summary of steps taken in an effort to resolve the problem.
 
Dispute Resolution:  The Intramural Coordinator and Travel Coordinator may, at their discretion, bring any grievance reported to President for consideration. In order to resolve disputes in the best interests of QSC, including its players, coaches, parents and officials, the officers listed above and/or the QSC Executive Committee may conduct investigations as deemed appropriate.  Investigations may include, without limitation, convening meetings involving the party asserting the grievance and any other interested parties and/or interviewing players, parents or other QSC members relating to the grievance. The QSC Executive Committee reserves the right to take any action it may deem appropriate in response to the grievance including, without limitation, expelling or suspending players, coaches, parents or others from participation in QSC intramural and/or travel programs.  All decisions made by the QSC Board of Directors are final and unappealable at the club level.
 
General Protocol:  QSC encourages parents not to accost coaches immediately
after a game or tournament. It is well recognized in youth sports that a “cooling off” period is in everyone’s best interest after a game has ended. Waiting at least “24 hours” after a game has ended before communicating with the coach or submitting a grievance enables the emotions to wane and is more likely to further productive dialog.  Patience, understanding and respect go a long way in cultivating a productive and positive relationship between players, coaches and parents. 
 
Confidentiality:  QSC recognizes the sensitive nature of certain grievances and will take all reasonable steps to insure that the information reported and gathered through investigation be kept confidential and only shared with those individuals necessary to resolve the grievance.