Bylaws

ARTICLE I – NAME

Paxton Youth Soccer, Inc., is a non-profit corporation, organized and existing under the provisions of Massachusetts General Laws Chapter 180. This organizations shall be known as Paxton Your Soccer.

ARTICLE II – OBJECTIVE

Section 1 – Primary Objectives

The objective of Paxton Youth Soccer is to provide a recreational soccer program for children that develops each Player’s soccer knowledge and skills, social skills, and self-confidence. Paxton Youth Soccer centers the values of respect, integrity, empathy, and good sportsman ship in the development and execution of its offerings.

Section 2 – Achieving Objectives

To achieve this objective Paxton Youth Soccer provides a supervised soccer program that abides by the Rules and Regulations of the Massachusetts Youth Soccer Association. All Officers, Board Members, Voting Members and Players shall bear in mind that the attainment of exceptional athletic skill or the winning of games is secondary, and the equitable development of each Player’s soccer knowledge and skills, social skills, and self-confidence is the primary objective of Paxton Youth Soccer.

In accordance with Section 501-(c)-(3) of the Federal Internal Revenue Code, Paxton Youth Soccer shall operate exclusively as a non-profit educational organization providing a supervised program of competitive soccer games. No part of the net earnings of Paxton Youth Soccer shall inure to the benefit of any private shareholder or individual; no substantial part of the activities of Paxton Youth Soccer is carrying on propaganda and Paxton Youth Soccer does not participate in or intervene in any political campaign on behalf of any candidates for public office.

Section 3 – Statement of Inclusion

Paxton Youth Soccer, a nonprofit educational and service organization, is dedicated to the ongoing development of youth soccer players in an inclusive, safe, affordable, and fun environment. Paxton Youth Soccer is dedicated to providing all participants with a welcoming and safe environment in which we value and respect each other’s unique qualities and contributions. We are committed to embracing diversity, equity, and inclusion as organizational values to intentionally create a nurturing and learning environment focused on individuality, celebrating each other’s differences, and joining together as a community.

ARTICLE III – MEMBERSHIP

Section 1 – Eligibility

Any person sincerely interested in active participation to affect the objective of Paxton Youth Soccer may be a member.

Section 2 – Classes

There shall be the following classes of Members:

(a) Players

Any player candidate meeting any applicable requirements of Massachusetts Youth Soccer Association and who resides within Paxton, and other player candidates with the permission of the Board of Directors, shall be eligible to compete for participation but shall have no rights, duties, or obligations in the management or in the property of Paxton Youth Soccer.

(b) Voting Members

Any adult twenty-one (21) or older residing in Paxton actively interested in furthering the objectives of Paxton Youth Soccer and/or the parent/legal guardian of any child who is a player member shall be eligible to come to the annual meeting and all special meetings of Paxton Youth Soccer, Inc. and participate in votes as a Voting member. No additional participation outside of an annual meeting or special meeting is required to be a Voting Member.

(c) Board Members

Any adult twenty-one (21) or older residing in Paxton actively interested in furthering the objectives of Paxton Youth Soccer and/or the parent/legal guardian of any child who is a player member shall be eligible to come to the annual meeting and all special meetings of Paxton Youth Soccer, Inc. and wants to be involved in regular Paxton Youth Soccer business (meetings, planning, volunteering, fundraising, etc.). All volunteers and coaches are automatically considered Board Members by virtue of their involvement.

Board Members have voting rights in annual meetings, special meetings, and regular Board meetings. Board members are the lifeblood of Paxton Youth Soccer and help sustain the program and the benefits bestowed on Players and the town of Paxton. Attendance at Board Meetings is expected, but they can choose their own level of involvement and do not have any specific responsibilities beyond what they opt to do.

There is no cap on the number of Board Members. Board Members serve a one-year term; the term is renewable each year providing the Board Member is still eligible and in good standing.

(d) Board Officers

Board Officers are Board Members who have been elected to a term-limited role defined as a “Board Officer”. There are specific responsibilities for Board Officers (defined in Article V). Board Officers have the same voting privileges as Board Members but may have specific authority and responsibilities defined by their role.

“The Board” refers to the Member classes of “Board Members” and “Board Officers” as a collective.

Section 3 – Suspension or Termination

Membership may be terminated by resignation or action of the Board of Directors.

The Board by a two-thirds vote of those present at any duly constituted meeting, shall have the authority to discipline or suspend or terminate the membership of a member of any class when the conduct of such person is considered detrimental to the best interests of Paxton Youth Soccer and/or Massachusetts Youth Soccer Association.

The Member involved shall be notified of such meeting, informed of the general nature of the charges, and given an opportunity to appear at the meeting to answer such charges.

The Board shall, in case of the Player Member, give notice to the coach of the team of which the player is a member. Said coach shall appear, in the capacity of an adviser, with the player before a duly appointed committee of the Board, which shall have full power to suspend or revoke such player’s right to future participation.

ARTICLE IV – MEETINGS OF MEMBERS

Section 1 – Annual Meeting

The annual meeting of the Members of Paxton Youth Soccer shall be held on the third Monday in November each year for the purpose of electing individuals into any vacancies of the Board Officers, receiving reports and for the transaction of such business as may properly come before the meeting. Board Officers terms begin at the conclusion of the Annual Meeting unless otherwise specified by the Board in the Notice of the Annual Meeting.

Section 2 – Notice of Meeting

Notice of each meeting of the Members shall be published at least ten (10) days in advance thereof setting forth the place, time, and purpose of the meeting.

Section 3 – Special Meetings

Special meetings of the Members may be called by the Board of Directors or President at their discretion. Upon the written request of ten (25) Voting Members, the President shall call a special meeting to consider a specific subject. No business other than that specified in the notice of the meeting shall be transacted at any special meeting of the Members.

Section 4 – Quorum

Fifteen (10) members eligible to vote (Voting Members, Board Members, & Board Officers) shall be necessary to constitute a quorum.

Section 5 – Rules of Order

In the interest of including all voices in Paxton Youth Soccer meetings, the Rules of Order will be governed by the President with a focus on casual conversation, attempts to come to consensus, and simple majority votes for most issues (excluding those explicitly stated in the Bylaws such as suspension or termination). It is the stated preference that the President and the Board avoid more complex meeting rules – such as Robert’s Rules of Order – which may result in fewer voices and less-than-optimal deliberation. In rare cases, the Board may opt to enact Robert’s Rules in any meeting (regular, annual, or special meetings), by a majority vote of the Board.

ARTICLE V – BOARD OF DIRECTORS

Section 1 – Board and Number

The management of the property and affairs of Paxton Youth Soccer shall be vested in the Board of Directors (referred to in this document as “Board Officers”). There are eight (8) Board Officers. Board Officers are also included as “Board Members” but have the added rights and responsibilities outlined in these bylaws. To ensure the inclusion of all voices and the long-term viability of Paxton Youth Soccer, the number of Board Members shall not be limited. Board Members shall, upon joining or renewing their membership, immediately enter upon the performance of their duties. The only exception is that Board Members joining after a Notice of Meeting and before the completion of the announced meeting, shall not be granted the rights and responsibilities of a Board Member until completion of the announced meeting. Board Officers elected in an Annual Meeting or Special Meeting shall enter upon the performance of their duties at the conclusion of the meeting and shall continue in office until their successors shall have been duly elected and qualified.

Section 2 – Annual Election and Term of Office

At each annual meeting, eligible voters (Voting Members, Board Members, and Board Officers) shall elect any vacant Board Officer positions. All elections of Board Officers shall be by majority vote of all eligible voters present.

Upon approval of these Bylaws at the 2022 June Special Meeting, an election for all Board Positions will be immediately held. The names of individuals who have previously been nominated/self-nominated for specific roles will be shared and the opportunity will be made for anyone else present to nominate/self-nominate will be provided before voting for each role.

The Board Officers elected will serve staggered terms to ensure transitions of Board Officers are strategically spaced out over time to ensure continuity and maintain organizational knowledge. While the terms described below are understood to start in November 2022, the elected officials will immediately assume the rights and responsibilities of their roles at the end of the Special meeting, while the official term year won’t start for another 4 months.

The terms are as follows:

President – 2-Year Term

Upon the completion of their time as President, these individuals serve in a non-voting “Past President” advisory role to support the new President and transition for a 1-Year transitional period.

Executive Vice President – 1-Year Term
Vice President & Registrar – 3-Year Term
Vice President & Risk Manager – 3-Year Term
Vice President for Soccer Development – 3-Year Term
Vice President for Fundraising – 2-Year Term
Treasurer – 2-Year Term
Secretary – 1-Year Term

After this temporary reset of terms to ensure overlap and continuity, as each Board Officer’s term of office expires, the successor for each officer position will be elected for a term of three (3) years. Board Officers can run for reelection without term limits. It is the determination of Paxton Youth Soccer at this critical point in its history that the benefit of stability that comes with long-tenured volunteers and institutional knowledge far outweighs a philosophical concern about lack of access to participation in Board activities and leadership roles.

Section 3 – Vacancies

If any vacancy occurs in the Board of Directors, by death, resignation or otherwise, it may be filled by a majority vote of the remaining Board Members at any regular meeting, or any special meeting called for that purpose.

Section 4 – Meetings, Notice and Quorum

Regular meetings shall be determined by the Board. The President or the Secretary may, whenever they deem it advisable, or the Secretary shall at the request in writing of three (3) Board Officers or (5) Board Members issue a call for a meeting of the Board. Notice of each meeting shall be given by the Secretary to each Board Member with at least a 24-hour notice.

In the case of Special Meetings, such notice shall include the purpose of the meeting and no matters not so stated may be acted upon at the meeting.

Four (4) Board Officers shall constitute a quorum for the transaction of business. The Board shall have the power to appoint such standing committees as it shall determine appropriate and to delegate such powers to them as the Board shall deem advisable and which it may properly delegate.

The Board may also appoint Board Members to individual roles and delegate such powers to them as the Board shall deem advisable and which it may properly delegate.

The Board may adopt such rules and regulations for the conduct of its meetings and the management of Paxton Youth Soccer as it may deem proper.

The Board shall develop operational policies and procures through Regular Meetings and are not expected to bring such policies to Annual Meetings or Special Meetings.

The Board shall have the power by a two-thirds vote of those present at any Regular or Special Meetings to discipline, suspend or remove any Director or Officer or Player Member or Regular Member of Paxton Youth Soccer in accordance with the procedure set forth in Article III, Section 3 (a).

ARTICLE VI – OTHER COMMITTEES

Section 1 – Nominating & Governance Committee

The Board may appoint a Nominating Committee consisting of at least two (2) Board Officers and up to five (5) Board Members.

The Executive Vice President serves as the Chair and the Secretary serves as the Vice-Chair.

The Committee shall solicit nominations & self-nominations for Board Membership and be responsible for on-boarding new Board Members.

The committee shall solicit nominations & self-nominations for Board Officer positions – encouraging Board Officers, Board Members, and voting members to consider serving as Board Officers.

The committee shall keep and update clear descriptions for the role of Board Member and the various Board Officer roles to help potential candidates, nominees, self-nominees, and all eligible voters understand the rights and responsibilities of each role.

The committee is responsible for finding one or more willing candidates for each vacancy prior to an election at an Annual or Special Meeting.

Additional nominations or self-nominations for Board Officers may be made from the floor during any Annual or Special Meetings prior to voting.

Section 2 – Coaches Committee

The Board may appoint a Coaches Committee consisting of at least two (2) Board Officers, the U6 Coordinator, the U8 Coordinator,

The Vice President for Soccer Development serves as the Chair and the Registrar serves as the Vice-Chair. The U6 Coordinator & U8 Coordinator also serve on the Coaches Committee.

The Committee shall identify and vet prospective coaches. In a situation where there are more coaches than opportunities at a specific age range, the Committee shall seek to find a positive outcome where possible. It has the authority to select a Coach and/or Assistant(s) in any such situation by majority vote. In such a situation the committee should strongly consider service to Paxton Youth Soccer, coaching experience, and the organization’s objectives (Article II) when voting. Coaches deemed by the Chair to have a direct or indirect interest in the vote may not participate in the deliberation or vote.

Paxton Youth Soccer must not, and will not, cave to pressure from coaches or attempts to manipulate the Committee’s decision (for example, suggesting that one (1) or more players will only register if they coach); Such behavior may disqualify coaches from participation and be grounds for suspension or termination as outlined in Article III, Section 3.

It shall, during the playing season, observe the conduct of the coaches and report its findings to the Board.

It shall, at the request of the President or the Board, investigate complaints concerning coaches and make a report thereof to the President or the Board as the case may be.

Section 3 – Finance Committee

The Board may appoint a Finance Committee consisting of at least two (2) Board Officers and up to six (6) Board Members.

The Treasurer serves as the Chair and the Vice President & Risk Manager serves as the Vice Chair.

The Finance Committee is tasked with overseeing the short-term and long-term finances of Paxton Youth Soccer.

The Finance Committee works with the President to build an annual budget and identifies metrics and key performance indicators to project future expenses and revenues and measure actual performance.

The Finance Committee should make recommendations for the annual cost of registration and any early registration discounts or late registration penalties.

The Finance Committee should operate with a focus on the balance between providing affordable, high-quality programming for all children interested in becoming a Player and the financial viability and success of Paxton Youth Soccer.

The Finance Committee is also responsible for working with the Board to establish a scholarship program with the goal of making participation in Paxton Youth Soccer possible for those who would not be able to register due to a legitimate financial hardship. Consideration of policies should focus on minimal requirements on families to “prove” a financial hardship – while ensuring that individuals who have the ability to pay aren’t abusing the scholarship program. In line with Paxton Youth Soccer’s focus on respect and empathy, any discussions and deliberations regarding a scholarship program should be considered confidential and respect the privacy and humanity of those being considered for scholarships.

Section 4 – Fundraising & Engagement Committee

The Board may appoint a Fundraising & Engagement Committee consisting of at least two (3) Board Officers and as many Board Members as are interested and deemed manageable by the Chair.

The Vice President for Fundraising serves as the Chair and the Director of Parent Engagement serves as the Vice Chair. The Executive Vice President serves as a third Board Officer with the purpose of ensuring that the critical organizational goals of fundraising and the identification of future Board Members, Board Officers, and Coaches are represented and supported.

The Fundraising & Engagement Committee is responsible for generating & managing sponsor relationships, identifying fundraising opportunities (including for equipment, supporting the operating budget, and considering digital publicity via the website, social media, and Paxton Youth Soccer emails), operating and staffing the Snack Shack, planning and executing the annual Jamboree, and building parent engagement to grow Board Membership and identify volunteers and coaches.

ARTICLE VII – Officers, Duties and Powers

Section 1 – Election

Immediately following an election in an Annual or Special Meeting, the Board Officers elected shall begin their terms; the next Regular Meeting of the Board will focus on the renewal of Board Members and filling committee vacancies for the ensuing year.

Section 2 – Officers

The Board Officers of Paxton Youth Soccer shall consist of a President, an Executive Vice President, a Vice President & Registrar, a Vice President for Fundraising, a Vice President & Risk Manager, a Treasurer, and a Secretary, all of whom shall hold office through the end of their term and until their successors are duly elected. The President shall not hold any other Officer role during his time as President.

All such officers must be elected from the eligible voters at an Annual or Special Meeting by a majority vote.

The Board may appoint such other individuals to such non-officer roles or responsibilities as it may deem necessary or desirable, who need not be current Board Members – but who would then immediately become Board Members – and may prescribe the powers and duties of each and may fill any such vacancy which may occur.

Section 3 – Interim Officers

In the case of a vacancy, the President may appoint – or the Board vote by simple majority to appoint – Interim Officers who may be granted partial or full rights and responsibilities of the vacant office until the next Annual or Special Meeting where an election must be called to officially fill the vacancy. The interim officer may be a candidate for the vacancy, but any other individual(s) can be nominated by the Nominating & Governance Committee or can be nominated or self-nominate during the next Annual or Special meeting where a vote has been announced.

Section 4 – President

The President shall:

Conduct the affairs of Paxton Youth Soccer and execute the policies established by the Board of Directors.
Present a report of the condition of Paxton Youth Soccer at the annual meeting.
Serve as the chief communication officer for Paxton Youth Soccer to its Members, the Town of Paxton, and all external audiences. This includes the responsibility for the website, email communications, and social media and the ability to delegate this authority in part or in whole to one or more Board Members.
Communicate to the Board such matters as deemed appropriate and make such suggestions as may tend to promote the welfare of Paxton Youth Soccer.
Be responsible for the conduct of Paxton Youth Soccer in strict conformity to the policies, principles, Rules and Regulations of the Massachusetts Youth Soccer Association.
Designate in writing other officers, if necessary, to have power to make and execute for/and in the name of Paxton Youth Soccer such contracts and leases they may receive, and which have had prior approval of the Board.
Investigate complaints, irregularities, and conditions detrimental to Paxton Youth Soccer and report thereon to the Board as circumstances warrant.
Coordinate with the Finance committee to submit an annual budget to the Board and be responsible for the proper execution thereof.
With the assistance of other officers, examine the application and supporting proof-of-age documents of every player candidate and certify to residence and age eligibility before the player may be accepted for tryouts and selection.
Maintain contact with Massachusetts Youth Soccer Association, Paxton Recreation, Mountain Club Soccer, and the youth soccer leagues of adjacent towns.
Preside at Annual and Special Meetings, as well as Regular Board Meetings.
Upon completing a final term as President when a new President is elected and takes over, the previous President shall serve a non-voting 1-year term as Past President in an advisory role to support the President and the Board through the leadership transition.

Section 5 – Executive Vice President

In case of the absence or disability of the President, and provided the Executive Vice President is authorized by the President or Board so to act, the Vice President shall perform the duties of the President, and when so acting, shall have all the powers of that office, and shall have such other duties as from time to time may be assigned by the Board of Directors or by the President.

The Executive Vice President shall:

Spend their time learning the role of the President to be prepared to take on this role either as Interim President or through election to the role of President in a future Annual or Special Meeting. This is the most important duty of the Executive Vice President and shall be treated as such, and not neglected.
The second critical role of the Executive Vice President is recruiting new Board members, Board Officers, Coaches & Referees. The Executive Vice President should be engaged with all levels of Paxton Youth Soccer and building relationships – in conjunction with the Vice President for Fundraising, the Director of Parent Engagement, and other Board members – to ensure the future viability of Paxton Youth Soccer. While the President oversees the operations of today, the Executive Vice President is the key leader responsibility for the long term success of the organization.
The Executive Vice President will have access to all critical organization accounts for purposes of continuity and general knowledge. This includes bank accounts, US Soccer Stack Sports, the website, email, social media, and any other technical systems, accounts, and/or portals pertinent to the daily operations of Paxton Youth Soccer.
Serve as the Chair of the Nominating & Governance Committee and preside over all Committee meetings
Serve as a Board Officer – but not responsible for the Chair or Vice Chair role – on the Fundraising & Engagement Committee.
Oversee the successful ordering of critical equipment and uniforms in conjunction with the Board. This task can be directly coordinated or delegated to an Equipment Manager that the Executive Vice President may recommend to the Board for approval.

In the case of the resignation of the President, the Executive Vice President, by default, will act as the Interim President until the next Annual or Special Meeting, at which point an election should be held to replace the President for the remainder of the previous President’s term.

Section 6 – Vice President & Registrar

The role of the Registrar is second only to the Presidency of Paxton Youth Soccer.

The registrar shall:

Act as the primary administrator of the organization’s registration software/CRM.
Record all player transactions and maintain an accurate and up-to-date record thereof.
Conduct player registrations and review applications for player candidates and assist the President in checking residence and age eligibility.
Conduct the player selection meetings.
Prepare the Registrar’s list.
Prepare for the President’s signature and submission to MYSA Headquarters, team rosters, including players claimed, and the tournament team eligibility affidavit.
Notify MYSA Headquarters of any subsequent player registrations.
Serve as the Vice Chair of the Coach’s Committee.

Section 7 – Vice President & Risk Manager

The Vice President & Risk Manager fulfills the role of Risk Manager required by U.S. Soccer to comply with the federal Safe Sport Act. The Vice President & Risk Manager is also the official CORI Submitter required by the Massachusetts Youth Soccer Association in order to comply with the state Criminal Offender Record Information (“CORI”) laws.

The Vice President & Risk Manager shall:

Work with the Board, coaches, referees, the U6 Coordinator, the U8 Coordinator, and all other volunteers to ensure that every adult who may have the opportunity to have direct and unmonitored access to children completes and passes the CORI check process before participating in any activity – including but not limited to coaching and volunteer activities.
Work with the Board to create a culture of proactive risk management that keeps Paxton Youth Soccer in compliance with the letter – and the spirit – of state, federal, and U.S. Soccer guidelines.
Maintain internal Paxton Youth Soccer records – outside of any required reporting – of current volunteers, coaches, and other individuals who need to be CORI checked and/or complete mandatory training. Included in this database should be the expiration date for current CORI checks and mandatory trainings.
Proactively work with the Board and Committee chairs to provide timely CORI and training support to ensure these safety requirements do not act as an impediment to individuals choosing to volunteer for Paxton Youth Soccer.
Maintain required communication and reporting with the Massachusetts Youth Soccer Association and U.S. Soccer.
Serve as the Vice Chair of the Finance Committee.

Section 8 – Vice President for Soccer Development

The Vice President for Soccer Development fulfills the role of “Director of Soccer Development” required by the Massachusetts Youth Soccer Association.

The Vice President for Soccer Development shall:

Strive to ensure that any individual – regardless of their experience with/knowledge of soccer – can be set up to effectively coach and/or referee in Paxton Youth Soccer.
Participate in required and optional workshops and other forums offered by the Massachusetts Youth Soccer Association to take advantage of technical learning opportunities with the purpose of bringing them back to Paxton Youth Soccer to inform and education the Board, coaches, referees and players.
Build and maintain a network of local Directors of Soccer Development to share & learn best practices.
Attend 2 Director of Soccer Development meetings per year.
Serve as the direct Paxton Youth Soccer liaison to the organization’s dedicated Massachusetts Youth Soccer Technical Staff member.
Identify and/or develop a repository of age-appropriate coaching trainings, practice drills, and other helpful technical tools to support coaches and Paxton Youth Soccer.
Conduct at least one (1) general coaching training and one (1) referee training prior to the start of each season.
Serve as chair of the Coaches Committee and preside over all Committee meetings.

Section 9 – Vice President for Fundraising

The Vice President for Soccer Development shall:

Strive to help Paxton Youth Soccer become an affordable, high-quality experience that is available to all families in Paxton.
Work with the President and the Treasurer to build a Scholarship program to discretely support families who might not be able to participate in Paxton Youth Soccer without assistance.
Build and maintain relationships with potential and existing sponsors including – but not limited to – all Board members, parents, local businesses, and relevant funding organizations.
Identify sponsorship opportunities ranging from small individual contributions to larger capital expenses.
Work with the President and the Board to build engagement with Paxton Youth Soccer Board members, parents, players, and potential sponsors both in-season and out-of-season.
Oversee all sponsorship programs and provide support to the Director of Parent Engagement.
Help identify new Board Members and coaches.
Recommend an individual to the Board to serve as the Snack Shack manager.
Serve as chair of the Fundraising Committee and preside over all Committee meetings.

Section 10 – Treasurer

The Treasurer shall:

Perform such duties as are herein set forth and such other duties as are customarily incident to the Office of Treasurer or may be assigned by the Board.
Complete all required processes and/or reports to ensure timely compliance with state and federal nonprofit laws (including 990 Massachusetts Form PC). The Treasurer has the authority to require timely support from any and all Board Officers and Board Members necessary to complete such processes and/or reports.
Receive all monies and securities, and deposit same in a depository approved by the Board.
Ensure that all bank and financial accounts, and documentation of finances, are available to the President, Treasurer, and Vice President for Risk Management. Accounts should always include these three Board Officers – or be updated to include an interim if necessary – to ensure business continuity.
Keep records for the receipt and disbursement of all monies and securities of Paxton Youth Soccer, approve all payments from allotted funds and draw checks therefor in agreement with policies established in advance of such actions by the Board. All disbursements by check must have dual signatures of the President and Treasurer.
Coordinate with the Executive Vice President and/or their designee to ensure necessary support for the timely ordering of supplies.
Identify and recommend best practices and strategies to the Board for long-term financial viability and to balance the dual goals of affordable programs for Paxton families and high-quality programs.
Prepare an annual budget, in collaboration with the President, the Finance Committee and the Board for approval.
Prepare an annual financial report, under the direction of the President, for the submission to the Membership and the Board at the annual meeting.
Maintain monthly Financial Reports broken out by revenue and expense line items that include Current FY Budget, Current FY Actuals to Date, Prior FY Budget, Prior FY Actuals to Date.
Provide an updated financial report at each Regular Board meeting that includes the most recent monthly Financial Report, outstanding revenues and expenses that provide context to the report and speak to any issues the Treasurer believe is pertinent for the Board to know.
Work closely with the Fundraising Committee to identify sponsorship and development opportunities as well as opportunities for government funding and/or third-party grants.
Guide the Board in building a list of long-term Capital projects (including more expensive one-time purchases such as goals, netting, storage for goals & equipment) and a corresponding timeline and strategy for funding and paying for projects through sponsorship and/or operating expenses.
Work with the Board to establish benchmarks for health fiscal management including but not limited to – minimum healthy account balance, recommended health account balance range, and long-term planning to build an endowment.
Serve as the Chair of the Finance Committee and preside over all Committee meetings.

Section 11 – Secretary

The Secretary shall:

Be responsible for recording the activities or Paxton Youth Soccer and maintain appropriate files, mailing lists and necessary records.
Keep electronic minutes of the meetings of the Members and the Board.
Work with the President, the Treasurer, and other members of the Board to build and maintain a secure digital database of pertinent records including, but not limited to, Paxton Youth Soccer bylaws, budgets, financial reports, annual reports, meeting notes from Regular, Annual, and Special Meetings.
Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incident to the office of Secretary or as may be assigned by the Board.
Maintain a list of all Board Members and Board Officers and give notice and reminders of all meetings to the Board and all appropriate Member classes depending on the meeting.
Conduct all correspondence not otherwise specifically delegated in connection with said meetings and shall be responsible for carrying out all orders, notice of meetings, notes, and resolutions not otherwise committed.
Work with the Board to build an annual calendar that includes Regular Meetings, Annual Meetings, coach & referee trainings, retreats, and Membership meetings pertaining to each season (i.e. kickoff meetings).
Work with the Board to establish preliminary season start dates (pending weather and field access) and create up-to-date season schedules for each age-group that will be published on the website and communicated via email.
Notify Board Officers and committee members of their election or appointment.
Serve as the Vice Chair of the Nominating & Governance Committee.

ARTICLE VIII – COACHES AND REFEREES

Section 1

Team Coaches shall be appointed annual by the President and be approved by the Board of Directors. Coaches shall be responsible for the selection of their teams and for their actions on the field.

Section 2

Referees shall be appointed annually by the President, with the approval of the Board of Directors. The President shall be responsible for referee assignments and for their actions on the field.

ARTICLE IX – Affiliation

Section 1 – MYSA and MAYSL

Paxton Youth Soccer shall annually affiliate with Massachusetts Youth Soccer Association (MYSA) and with Midland Area Youth Soccer League (MAYSL) and shall do all things necessary to obtain and maintain such affiliations.

Paxton Youth Soccer shall devote its entire energies to the activities authorized by such affiliations, and it shall not be affiliated with any other program or organization or operate any other program without updating these Bylaws by a majority vote at an Annual or Special Meeting.

Section 2 – Rules and Regulations

The Official Playing Rules and Regulations of FIFA, as modified by MYSA and MAYSL, shall be binding on Paxton Youth Soccer.

Section 3 – Paxton Youth Soccer Rules

The local rules, including safety rules, of Paxton Youth Soccer shall be adopted by the Board of Directors at Regular Board meetings in October for the following calendar year. These policies will be shared via email, updated on the website, and any updates should be mentioned in the Annual Meeting. Any mid-season policy changes require a two-thirds Board vote at a Regular meeting and notification to all member classes (or their parents/legal guardians) or a majority vote at a Special Meeting. Local rules shall not conflict with the Rules and Regulations of FIFA, as modified by MYSA and MAYSL.

Section 4 – Inter-league Rules

Teams of Paxton Youth Soccer may participate in regularly schedule soccer games with teams from other youth soccer organizations, which are affiliated with MYSA or MAYSL, and may participate in tournaments approved by MYSA. All Rules duly adopted by MYSA, MAYSL or the tournament organizer shall be binding on all Members and Coaches of Paxton Youth Soccer.

ARTICLE X – Financial and Accounting

Section 1

The Board shall decide all matters pertaining to the finances of Paxton Youth Soccer and it shall place all income in a common treasury, directing the expenditure of same in such manner as will give no individual or team an advantage over those in competition with such individual or team.

Section 2

The Board shall have three members on any bank/financial/treasury account. These members must be the President, the Treasurer, and the Executive Vice President (or their interim replacements until the role is filled through election at an Annual or Special Meeting).

Section 3

The Board shall not permit the contribution of funders or property to individual teams but shall solicit same for the common treasury of Paxton Youth Soccer, thereby to discourage favoritism among teams and to endeavor to equalize the benefits of Paxton Youth Soccer.

Section 4

The Board shall not permit the solicitation of funds in the name of Paxton Youth Soccer unless all of the funds so raised by placed in the Paxton Youth Soccer treasury.

Section 5

The Board shall not permit the disbursement of Paxton Youth Soccer funds for anything other than the conduct of Paxton Youth Soccer activities.

Section 6

No Director, Officer or Member of Paxton Youth Soccer shall receive, directly or indirectly, any salary, compensation, or emolument from Paxton Youth Soccer for services rendered as Director, Officer, or Member.

Section 7

All monies received shall be deposited to the credit of Paxton Youth Soccer in its bank account and all disbursements shall be made by check or Board-approved electronic methods that allow for proper tracking and record-keeping. All checks shall be signed by both the Paxton Youth Soccer Treasurer and President. All receipts and disbursements must be tracked

Section 8

The fiscal year of Paxton Youth Soccer shall be the calendar year.

Section 9 – Distribution of Property upon Dissolution

Upon dissolution of Paxton Youth Soccer and after all outstanding debts and claims have been satisfied, the Members shall direct the remaining property of Paxton Youth Soccer to another Federally incorporated entity which maintains the same objectives as set forth herein, which are or may be entitled to exemption under Section 501 (c)(3) of the Internal Revenue Code or any future corresponding provision.

Article XI – Amendments

The By-Laws may be amended, repealed, or altered in whole or in part by a majority vote at any duly organized meeting of the Members provided notice of the proposed change is included in the notice of such meeting.

(Last updated and approved at the June 2, 2022 PYS Special Meeting)