GLEN ELLYN PARK DISTRICT
GLEN ELLYN PARK DISTRICT GLEN ELLYN TRAVEL SOCCER ORGANIZATION BY-LAWS
1.00
Purpose The following by-laws set forth the rules by which the Glen Ellyn Travel Soccer Organization (“Organization”) will govern itself and conduct its affairs. The purpose of the Organization is to provide direction for the Glen Ellyn Park District (“Park District”) and the Glen Ellyn Lakers travel soccer program (the “Program”). The goals of the Program are to provide a competitive, travel soccer alternative to the Park District recreation soccer league, sharpen player skills and abilities through professional coaching and training, and develop a quality organization by attracting players, volunteers and coaches who share a desire to compete at higher levels. The Organization By-Laws shall comply with the Glen Ellyn Park District’s Program Advisory Committee Policy.
2.00
Structure of the Organization The Organization is comprised of an Executive Committee of Directors and other individuals who volunteer to help with the various tasks, activities and events to successfully operate the Glen Ellyn Travel Soccer Organization.
2.01
The Executive Committee of Directors: Positions Aside from the Executive Chair (a full time park district employee) and Training Coordinator, the Executive Committee is comprised of volunteers. 1. Executive Co-Chair: Full Time Park District Employee responsible for overseeing the Glen Ellyn Travel Soccer Organization including, but not limited to, assignment of Team Managers, brochure copy, fees, training organization and oversight, and the Lakers Academy. 2. Executive Co-Chair: Volunteer Chair working closely with the Park District Co-Chair Chair in overseeing, guiding and setting direction for the activities of the Executive Committee and Organization including bylaws and rules, PCA training and concussion awareness protocols. 3. Vice Chair: Provide oversight, guidance and direction for operations of the Organization including tryouts, registration and special events. 4. Secretary: Provide oversight, guidance and direction for operation of the Organization including recording and distribution of meeting agendas, minutes, and attendance, recruitment of parent volunteers, and coordination of team manager training. 5. Treasurer: Provide oversight, guidance and direction for the overall accounting of the Organization's income and expenses 6. Boys Coordinator: Provide oversight, guidance and direction for the boys leagues including liaison to committee approved leagues, coordination of team seeding, team registration, player registration, and assistance with game scheduling. 7. Girls Coordinator: Provide oversight, guidance and direction for the girls leagues including liaison to committee approved leagues, coordination of team seeding, team registration, player registration, and assistance with game scheduling.
8. Operations/Communications Director: Provide oversight, guidance and direction for communications and promotions to the public; assisting with the administration and content of the Organization website (administration and content), newsletter, social media and marketing. 9. Equipment/Uniforms Director: Provide oversight, guidance and direction for equipment and uniforms including uniform partnerships and orders, player numbers, first aid supplies and purchase of other equipment. 10. Tournament Coordinator: Provide oversight, guidance and direction for the Lakers Fall Classic Soccer Tournament including Chair of the Tournament Committee, distribution and coordination of appropriate tournament information to individual Lakers teams, and organization of various 3v3 tournaments (Frosty, President's Day). 11. Fields Coordinator: Responsible for management and coordination of fields including determination of field location and sizes for fall and spring seasons, distribution of field reservation instructions, confirmation/distribution of all field reservations weekly, coordination of referees for all games, and coordination of field maintenance/improvements. 12. High School Coordinator: Provide oversight, guidance and direction for High School programs including tryouts, team registration, player registration, and assistance with game scheduling. 13. Training Coordinator (Non-Voting): Working closely with the Park District Co-Chair, the training coordinator is responsible for hiring, training and oversight of team trainers including confirmation that all trainers are properly licensed and certified annually, licenses and certifications are maintained, creation of training schedules for Fall/Winter/Spring seasons, scheduling of trainers for all teams and Academy programs. 2.02
Executive Committee Position Terms and Elections
With the exception of the Executive Co-Chair (full-time park district employee) and Training Director, all Executive Committee Positions are intended to be served as 2 year terms. The following Committee positions renew in even years: Co-Chair, Secretary, Boys Coordinator, Equipment/Uniforms Director, Fields Director. The following Committee positions renew in odd years: Vice Chair, Treasurer, Girls Coordinator, Operations/Communications, Tournament Coordinator, High School Coordinator. If changes in personnel creates a mid-term opening which is filled by a new or existing Committee member, that position will still come due for election upon its regularly scheduled term date. In order to be eligible for consideration to be elected to the Executive Committee, a volunteer must reside within the Glen Ellyn Park District’s boundaries (considered a resident) shall be a parent or legal guardian of a participant in the program, and must be current on all required program fees. No more than one member of a family (i.e one parent/legal guardian of a program participant(s)) may be a member of the Executive Committee at any given time. Every January (as part of the monthly Executive Committee meeting or via email distribution to the executive Committee in the event of no meeting occurring) the Executive Co-Chair will enlist recommendations for filling open Executive Committee positions.
Every February the Executive Co-Chair will present a slate of nominated candidates to the Committee (as part of the monthly Executive Committee Meeting) to be voted on by the existing Committee members (including those concluding a term even if not returning for another term in their existing or different position). A majority approval by the incumbent committee is required for the nominated individual to become an official member of the Executive Committee. 2.03
Non-Executive Committee Member Volunteers In addition to the Executive Committee, the Organization is comprised of other non-elected individuals who volunteer their time to help with the on-going soccer operations. Volunteers are always welcomed and may at times even be recruited to participate in and help with various committees, programs, and events. There is no limit to the number of volunteers and/or time of service.
2.04
Removal of Executive Committee/Organization Members A member of the Executive Committee/Organization may be removed from service if a 2/3 majority vote of the Executive Committee determines that the contribution of said member is not representative of the goals and objectives of the Organization.
3.00
Procedures A. Executive Committee of Directors and Organization Committee Meetings Regular meetings of the Executive Committee of Directors on behalf of this organization shall be held on a monthly basis unless otherwise provided for by the Executive Committee of Directors. All regularly scheduled monthly meetings are open to the public and the calendar of said meetings with be available to the public via reasonably accepted and common means such as via the Lakers website. Special meetings may be called by either Executive Co-Chairperson with at least 24 hours email notification of such meeting and the subject(s) of such meeting communicated in the email notification. Executive Committee members missing 3 consecutive meeting may be removed from service. B.
VOTING: 1. Quorum: In order to conduct business as part of any meeting, a majority of Executive Committee members must be present (either in-person, by telephone, or by other electronic means). In order for any decision to be made as part of a special, closed meeting all Committee members must be notified in advance of the meeting as to the need for certain decisions to be made and provided an opportunity to share feedback in advance of that meeting in the event said committee member is not able to attend. All elected members of the Executive Committee shall have one vote in all matters that come before the Executive Committee and each matter shall be determined by a majority vote of a quorum of the members of the Executive Committee in attendance. If there is a tie vote on any matter before the Executive Committee, the Park District CoChair shall cast the deciding vote. 2. Proxy Exception: For issues that need immediate attention and cannot wait for either the regularly scheduled monthly meeting or a specially convened meeting, either co-chair can initiate a
motion via email to the Executive Committee members to vote on a matter. The motion must be defined with a clear understanding of what is meant by either approving or rejecting the motion. The motion must be seconded via a reply email with the full Executive Committee in copy. Others can then respond with their vote and/or seek additional information/clarification before rendering a vote. A vote via email requires at least 2/3 of the Committee members to vote within 48 hours of the motion being initiated.
4.00
Amendment of By-Laws These By-Laws may be amended by a two-thirds (2/3) vote of the Executive Committee of Directors. The designated author of any such amendment will submit proposed amendment in writing to the rest of the Executive Committee members for review, discussion, and ultimate voting. Executive Committee members will have one week (or more if requested and deemed appropriate by the Executive Co-chairs) to review the amendment and provide relevant feedback (suggested changes, additions, deletions). Once a final draft is refurnished to the Executive Committee members by the designated author, voting will occur (following standard voting procedures as previously defined). Amendments to the By-Laws must be approved by the Glen Ellyn Park District Committee of Commissioners.
Park District
Volunteer Co-Chair
Park District Co-Chair
Vice Chair
Secretary
Treasurer
Boys Coordinator
Girls Coordinator
Operations/Communi cations
Equipment/ Uniforms
Tournament Coordinator
Fields
High School Coordinator
Training Organization Director
Bill Cleaver
Brianne Henrichs
OPEN
OPEN
Rob Quintos
Bryan Powell
Meghan Meyer
OPEN
Anne Weber
Bryan Powell
Patty Wagner
Leo Lanzillo
Ruben Stivan
PD Liaison
Oversight of training organization
Registration Coordinator
Meeting minutes and Attendance
Budget
NISL Liaison
IWSL Liaison
Website
Uniforms
Lakers Tournament
Appointment Plus
Tryouts
Licensing and Certifications
Club Future/Strategy
Assigning of Team Managers and coordination
Tryouts - CoRec and Girls
Volunteer/Parent Recruiter
Tournament Finance
Team Registration
Team Registration
Newsletter
Player Numbers
Oversee Lakers Tournament Committee
Referee Coordination
Team Registration
Confirm all trainer licenses are up to date by June 1st
ByLaws and Rules
Administration of Lakers (brochure, fees, etc)
Special Events
Player Registration
Player Registration
Liaison to Sportngin
Liaison to Soccer.com
Individual Team Tournaments
Work with PD regarding field maintenance and upkeep
PCA
Academy
Coordinate trainer schedules
Coordinate trainer schedules
Social media
Distribute ordering information
Coordinate with Ruben/Trainers
Assist Team Managers with Game Scheduling
Assist Team Managers with Game Scheduling
Marketing
Surveys
Coordinate Frosty 3v3 and /or Presidents Day 3v3
Fall/Winter/Spring Training Schedule
Oversee Lakers Academy
1.00
Purpose The following by-laws set forth the rules by which the Glen Ellyn Travel Soccer Organization (“Organization”) will govern itself and conduct its affairs. The purpose of the Organization is to provide direction for the Glen Ellyn Park District (“Park District”) and the Glen Ellyn Lakers travel soccer program (the “Program”). The goals of the Program are to provide a competitive, travel soccer alternative to the Park District recreation soccer league, sharpen player skills and abilities through professional coaching and training, and develop a quality organization by attracting players, volunteers and coaches who share a desire to compete at higher levels. The Organization By-Laws shall comply with the Glen Ellyn Park District’s Program Advisory Committee Policy.
2.00
Structure of the Organization The Organization is comprised of an Executive Committee of Directors and other individuals who volunteer to help with the various tasks, activities and events to successfully operate the Glen Ellyn Travel Soccer Organization.
2.01
The Executive Committee of Directors: Positions Aside from the Executive Chair (a full time park district employee) and Training Coordinator, the Executive Committee is comprised of volunteers. 1. Executive Co-Chair: Full Time Park District Employee responsible for overseeing the Glen Ellyn Travel Soccer Organization including, but not limited to, assignment of Team Managers, brochure copy, fees, training organization and oversight, and the Lakers Academy. 2. Executive Co-Chair: Volunteer Chair working closely with the Park District Co-Chair Chair in overseeing, guiding and setting direction for the activities of the Executive Committee and Organization including bylaws and rules, PCA training and concussion awareness protocols. 3. Vice Chair: Provide oversight, guidance and direction for operations of the Organization including tryouts, registration and special events. 4. Secretary: Provide oversight, guidance and direction for operation of the Organization including recording and distribution of meeting agendas, minutes, and attendance, recruitment of parent volunteers, and coordination of team manager training. 5. Treasurer: Provide oversight, guidance and direction for the overall accounting of the Organization's income and expenses 6. Boys Coordinator: Provide oversight, guidance and direction for the boys leagues including liaison to committee approved leagues, coordination of team seeding, team registration, player registration, and assistance with game scheduling. 7. Girls Coordinator: Provide oversight, guidance and direction for the girls leagues including liaison to committee approved leagues, coordination of team seeding, team registration, player registration, and assistance with game scheduling.
8. Operations/Communications Director: Provide oversight, guidance and direction for communications and promotions to the public; assisting with the administration and content of the Organization website (administration and content), newsletter, social media and marketing. 9. Equipment/Uniforms Director: Provide oversight, guidance and direction for equipment and uniforms including uniform partnerships and orders, player numbers, first aid supplies and purchase of other equipment. 10. Tournament Coordinator: Provide oversight, guidance and direction for the Lakers Fall Classic Soccer Tournament including Chair of the Tournament Committee, distribution and coordination of appropriate tournament information to individual Lakers teams, and organization of various 3v3 tournaments (Frosty, President's Day). 11. Fields Coordinator: Responsible for management and coordination of fields including determination of field location and sizes for fall and spring seasons, distribution of field reservation instructions, confirmation/distribution of all field reservations weekly, coordination of referees for all games, and coordination of field maintenance/improvements. 12. High School Coordinator: Provide oversight, guidance and direction for High School programs including tryouts, team registration, player registration, and assistance with game scheduling. 13. Training Coordinator (Non-Voting): Working closely with the Park District Co-Chair, the training coordinator is responsible for hiring, training and oversight of team trainers including confirmation that all trainers are properly licensed and certified annually, licenses and certifications are maintained, creation of training schedules for Fall/Winter/Spring seasons, scheduling of trainers for all teams and Academy programs. 2.02
Executive Committee Position Terms and Elections
With the exception of the Executive Co-Chair (full-time park district employee) and Training Director, all Executive Committee Positions are intended to be served as 2 year terms. The following Committee positions renew in even years: Co-Chair, Secretary, Boys Coordinator, Equipment/Uniforms Director, Fields Director. The following Committee positions renew in odd years: Vice Chair, Treasurer, Girls Coordinator, Operations/Communications, Tournament Coordinator, High School Coordinator. If changes in personnel creates a mid-term opening which is filled by a new or existing Committee member, that position will still come due for election upon its regularly scheduled term date. In order to be eligible for consideration to be elected to the Executive Committee, a volunteer must reside within the Glen Ellyn Park District’s boundaries (considered a resident) shall be a parent or legal guardian of a participant in the program, and must be current on all required program fees. No more than one member of a family (i.e one parent/legal guardian of a program participant(s)) may be a member of the Executive Committee at any given time. Every January (as part of the monthly Executive Committee meeting or via email distribution to the executive Committee in the event of no meeting occurring) the Executive Co-Chair will enlist recommendations for filling open Executive Committee positions.
Every February the Executive Co-Chair will present a slate of nominated candidates to the Committee (as part of the monthly Executive Committee Meeting) to be voted on by the existing Committee members (including those concluding a term even if not returning for another term in their existing or different position). A majority approval by the incumbent committee is required for the nominated individual to become an official member of the Executive Committee. 2.03
Non-Executive Committee Member Volunteers In addition to the Executive Committee, the Organization is comprised of other non-elected individuals who volunteer their time to help with the on-going soccer operations. Volunteers are always welcomed and may at times even be recruited to participate in and help with various committees, programs, and events. There is no limit to the number of volunteers and/or time of service.
2.04
Removal of Executive Committee/Organization Members A member of the Executive Committee/Organization may be removed from service if a 2/3 majority vote of the Executive Committee determines that the contribution of said member is not representative of the goals and objectives of the Organization.
3.00
Procedures A. Executive Committee of Directors and Organization Committee Meetings Regular meetings of the Executive Committee of Directors on behalf of this organization shall be held on a monthly basis unless otherwise provided for by the Executive Committee of Directors. All regularly scheduled monthly meetings are open to the public and the calendar of said meetings with be available to the public via reasonably accepted and common means such as via the Lakers website. Special meetings may be called by either Executive Co-Chairperson with at least 24 hours email notification of such meeting and the subject(s) of such meeting communicated in the email notification. Executive Committee members missing 3 consecutive meeting may be removed from service. B.
VOTING: 1. Quorum: In order to conduct business as part of any meeting, a majority of Executive Committee members must be present (either in-person, by telephone, or by other electronic means). In order for any decision to be made as part of a special, closed meeting all Committee members must be notified in advance of the meeting as to the need for certain decisions to be made and provided an opportunity to share feedback in advance of that meeting in the event said committee member is not able to attend. All elected members of the Executive Committee shall have one vote in all matters that come before the Executive Committee and each matter shall be determined by a majority vote of a quorum of the members of the Executive Committee in attendance. If there is a tie vote on any matter before the Executive Committee, the Park District CoChair shall cast the deciding vote. 2. Proxy Exception: For issues that need immediate attention and cannot wait for either the regularly scheduled monthly meeting or a specially convened meeting, either co-chair can initiate a
motion via email to the Executive Committee members to vote on a matter. The motion must be defined with a clear understanding of what is meant by either approving or rejecting the motion. The motion must be seconded via a reply email with the full Executive Committee in copy. Others can then respond with their vote and/or seek additional information/clarification before rendering a vote. A vote via email requires at least 2/3 of the Committee members to vote within 48 hours of the motion being initiated.
4.00
Amendment of By-Laws These By-Laws may be amended by a two-thirds (2/3) vote of the Executive Committee of Directors. The designated author of any such amendment will submit proposed amendment in writing to the rest of the Executive Committee members for review, discussion, and ultimate voting. Executive Committee members will have one week (or more if requested and deemed appropriate by the Executive Co-chairs) to review the amendment and provide relevant feedback (suggested changes, additions, deletions). Once a final draft is refurnished to the Executive Committee members by the designated author, voting will occur (following standard voting procedures as previously defined). Amendments to the By-Laws must be approved by the Glen Ellyn Park District Committee of Commissioners.
Park District
Volunteer Co-Chair
Park District Co-Chair
Vice Chair
Secretary
Treasurer
Boys Coordinator
Girls Coordinator
Operations/Communi cations
Equipment/ Uniforms
Tournament Coordinator
Fields
High School Coordinator
Training Organization Director
Bill Cleaver
Brianne Henrichs
OPEN
OPEN
Rob Quintos
Bryan Powell
Meghan Meyer
OPEN
Anne Weber
Bryan Powell
Patty Wagner
Leo Lanzillo
Ruben Stivan
PD Liaison
Oversight of training organization
Registration Coordinator
Meeting minutes and Attendance
Budget
NISL Liaison
IWSL Liaison
Website
Uniforms
Lakers Tournament
Appointment Plus
Tryouts
Licensing and Certifications
Club Future/Strategy
Assigning of Team Managers and coordination
Tryouts - CoRec and Girls
Volunteer/Parent Recruiter
Tournament Finance
Team Registration
Team Registration
Newsletter
Player Numbers
Oversee Lakers Tournament Committee
Referee Coordination
Team Registration
Confirm all trainer licenses are up to date by June 1st
ByLaws and Rules
Administration of Lakers (brochure, fees, etc)
Special Events
Player Registration
Player Registration
Liaison to Sportngin
Liaison to Soccer.com
Individual Team Tournaments
Work with PD regarding field maintenance and upkeep
PCA
Academy
Coordinate trainer schedules
Coordinate trainer schedules
Social media
Distribute ordering information
Coordinate with Ruben/Trainers
Assist Team Managers with Game Scheduling
Assist Team Managers with Game Scheduling
Marketing
Surveys
Coordinate Frosty 3v3 and /or Presidents Day 3v3
Fall/Winter/Spring Training Schedule
Oversee Lakers Academy
