RISA By-Laws
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Ryukyu International Soccer Association
“RISA”
BY-LAWS
ARTICLE I MEMBERSHIP CLASSIFICATION AND PRIVILEGES
Section 1. Membership shall be in five (5) categories, but members in all categories may be in an inactive or suspended status temporarily:
a. President
b. Vice President
c. Treasurer/Scheduler
d. Board member
e. General member
Section 2. The President and Vice President shall be considered as those who have been favorably voted on by the majority of membership of the Association. They shall be tendered all privileges and benefits within the power of the Association to bestow. Board appointed Treasurer/Schedule will be responsible for all secretarial duties as directed by the Board. The Board of Directors will include two additional persons nominated and elected by popular vote from the General Membership.
Section 3. All active referee members are required to remain current in their yearly referee certification.
ARTICLE II MEMBERSHIP APPLICATIONS, & EXPULSIONS
Section 1. Membership is open to any currently certified USSF referee. Membership may be extended to non-certified referees, any family members of the associated membership and others with a general appreciation for the sport of soccer. Non-Certified members must attend the monthly meetings.
Section 2. The Board may temporarily suspend or permanently expel a member for serious infractions of the Association rules.
ARTICLE III DUTIES OF OFFICERS AND MEMBERS
Section 1. It shall be the duty of all officers of the board to conduct the activities of the Association in an efficient and businesslike manner and to safeguard the interest of the Association at all times.
Section 2. It shall be the duty of all officers of the board to have a Board Meeting no less than 24 hours prior to the regular meeting of the Association, and Association functions. Meetings will take place no less than monthly or more often if deemed necessary by the President.
Section 3. The President shall have the usual powers of supervision and management, which pertain to the office of president and will perform the following duties:
a. Preside at all meetings of the general membership and all board meetings.
b. Be an ex-officio member of all committees.
c. Vote only in case of a tie in both board and general membership meetings.
d. Countersign all checks over $800.00.
e. Enter into contracts on behalf of the association.
f. Conduct the routine business of the association.
Section 4. The Vice President(s) shall perform all duties of the President in his/her absence and shall act as assistant to the President.
Section 5. The Secretary shall be the custodian of the records, conduct all correspondence of the association and shall have the following duties:
a. Records and maintains a file of all minutes of board and general membership meetings. Prior to publication, the secretary will forward the minutes to the President and/or the Vice President for review.
b. Maintain all records of the association other than financial records.
c. Send notices of meetings to members & Treasurer.
d. Countersign checks over $800.00 in the absence of the President and Vice President.
e. Maintain a list of names and addresses of officers and members of the association.
Section 6. The Treasurer shall keep account of all monies received by and disbursed on behalf of the Association in accordance with generally accepted business practices, which shall include as minimum, provisions for the following:
a. Check receipts shall be deposited intact in the Association’s bank account within one week after the day of receipt. A duplicate deposit slip, authenticated by the bank, shall be retained as evidence that the deposit was made.
b. Disbursements shall be made ONLY through the use of preprinted and pre-numbered checks. Checks, which have been voided, shall have the signature area cut off to preclude their unauthorized use and shall be retained as part of the Association’s records. All checks over the amount of $800.00 must bear the signature of at least two members of the Board, one of whom shall be the Treasurer. No member of the association has the authority to withdraw cash funds from the bank account.
c. Bank statements shall be reconciled with the book balance each month. Such reconciliation shall be accomplished in writing and shall be certified by the Treasurer and one other member of the Board.
d. Adequate receipts, bills, invoices and other generally accepted accounting documents shall support all disbursements/reimbursements. Voucher files shall be maintained for all receipts and disbursements and cross-referenced to payments or deposits. Such vouchers shall contain a brief description of the income received or expense incurred and shall be signed by the Treasurer.
e. Accounting records shall be maintained on a current basis and all records and related documents preserved in such a manner so as to be readily available for audits.
f. Audits shall be performed at least annually by a qualified and disinterested party who is not a member of the Association, as of the close of business on or near 20 October. However, additional, unscheduled audits may be performed during the course of the accounting year, such as the change of Treasurer. The cost of such audit shall be borne by the Association.
g. Financial statements shall be prepared at least annually when assets are $1000.00 or less and quarterly when assets reach or exceed $1000.01. The financial statement shall be submitted to the membership for examination and approval. Annually, the Treasurer shall prepare an operations estimate for the entire year ending on or near 30 September. A copy of each monthly / quarterly / annual financial statement shall be submitted to the Commanding General, Marine Corps Base, Camp Smedley D. Butler (Assistant Chief of Staff, MCCS).
h. A Record of all property / equipment owned by the Association shall be maintained. This record shall describe the items of property / equipment, the date purchased and the original cost. A physical inventory shall be conducted of all Association property at least annually as of the close of the accounting year on or near 30 September. This inventory shall be made a part of the official records of the Association.
i. When the treasurer is relieved, he or she shall invoice to his successor all funds, property (if not signed for by a property officer), accounts and records of the association; and their successor shall receipt for them. For this purpose, a combined invoice and receipt shall be prepared in quadruplicate with all copies being signed by both parties. Distribution of the signed copies shall be as follows:
1. Original – filed with original financial statement
2. Copy – to President
3. Copy – to relieved Treasurer
4. Copy – to relieving Treasurer
j. The treasurer will also maintain an Employee Identification Number (EIN) (Form SF-66) with the Department of the Treasury, Internal Revenue Service. The EIN permits the association to conduct financial business in a tax-exempt status.
Section 7. The Assignor shall be responsible for the assignment of appropriate referees to all scheduled games.
a. Selection - the Board of Directors will select The Referee Assignor. The appointment shall be made for a period of no less than one year, no more than two consecutive years. Selection shall be based on experience as a referee and/or as an assignor, organizational skills, and character. The assignor should be familiar with the process of becoming a registered referee.
b. Compensation - Assignor may be reimbursed for reasonable expenses incurred in executing their Responsibilities (i.e., postage for mailing assignments, phone, computer, and office supplies).
c. Requirements - Must have the ability to effectively communicate with the league and referees. Must be able to organize and assign referees in a timely manner.
d. Function: To assign matches under the league/club jurisdiction.
e. Duties:
1. Maintain a list of eligible referees.
2. Select and assign referees and assistant referees to matches.
3. Promptly notify all parties of any change or cancellation of game assignments.
4. Compile referee assignment list for payment purposes.
5. Provide feedback to the Board of Directors regarding referee reliability on assignments.
6. Request education assessments and evaluations of referees
7. Work with board in assigning referees for upgrade assessments.
THE REFEREE ASSIGNING PROCESS
a. Referee Rating System - A standardized rating system should be documented by the Assignor with updated input from developmental and formal assessments, coaches' reports, mentors, evaluations, the referee, and other input available to the assignor. Referee rating should be based on the following criteria:
1. The referee's grade, ability, and experience
2. The referee's physical fitness
3. Importance and difficulty of game.
4. Level of competition (league, tournament, etc.)
5. Age/skill of players
6. The nature of the assignment:
7. The referee's availability
8. Center vs assistant referee or fourth official
9. Competitive spirit/history of teams.
10. The referee's comfort level - The top referees, based on assessments and grade, should be used on the assignor's most difficult games.
b. Conflicts of Interest - Assignors and referees must recognize that officiating where familiarity or family relationships with coaches or players exist should be avoided, and should limit the number of times a referee officiates for any one team or club.
c. Other factors - The General Membership shall be informed and abide by the concerns and policies in regard to the following:
1. The trading of assigned games with other officials without approval of assignor.
2. Penalties for no-shows to assigned matches.
3. Minimum advance notice assignors should provide to referees for a regular assignment or for game cancellations (by the club or team/league or weather related).
4. Maximum number of assignments a day a referee is assigned. (It is recommended that there be no more than 3 per day.)
5. Referees who request upgrades.
STANDARDS OF CONDUCT / CODE OF ETHICS FOR ASSIGNORS
a. I will maintain the utmost respect for referees and other officials of the game and I will conduct myself honorably at all times.
b. I will make assignments based on what is good for the game and what is good for the referee.
c. As a member of the United States Soccer Federation, my actions will reflect credit upon that organization.
d. I will contribute to the continuous development of referees in the National Program for Referee Development.
e. I will conduct myself ethically and professionally in the assignment process.
f. I will respect the rights and dignity of all the referees, and I will not criticize them unless it is in private, constructive, and for their benefit.
g. I will offer equal opportunity to all qualified referees, and I will avoid discrimination against or take undue advantage of any individual or group on the basis of age, race, color, religion, sex, national origin, or disability.
h. I will cooperate fully in the timely resolution of any grievance, hearing, or complaint.
Section 8. The General Members shall agree to abide by the following rules in order to maintain in good standing:
a. Attend regular monthly meetings.
b. Attend scheduled clinics. Clinics are held regularly to help improve performance and to review the rules & regulations pertaining to USSF & FIFA.
c. When required, active members are responsible for signing for their game(s) at the completion of each match. Members are aware that if they fail to sign for their game(s), this may either result in a delay of receiving payment or a forfeiture of pay of said game(s).
d. Maintain accurate & up to date email accounts in order to receive availability requests, schedules & updates, as necessary. All correspondence & scheduling is done via e-mail.
e. Keep a current mailing address and rotation date on file with the Association. In the event a member moves, any remaining checks will be forwarded to a stateside address, if provided, or to the last mailing address on file.
f. Checks will only be issued at General Membership meetings.
g. Checks must be deposited within 6 months of issue date, unless member is TAD/TDY or off island, at which time the treasurer must be notified via e-mail. Checks that have not been deposited after 6 months will be considered stale and will be voided with the funds being reabsorbed by RISA.
h. All lost or stale checks that are re-issued will incur an administrative fee equal to any fees charged by financial institutions, normally around $20.
i. Members must sign the RISA By-Law Agreement form and insure applicable information is up-to-date at all times.
ARTICLE IV ELECTION AND VOTING
Section 1. Election of Officer/Board Members will be one (1) time per year at a monthly general membership meeting in September. Voting will be by secret written ballot and a plurality of the votes cast shall be sufficient to elect. Only active members present shall be entitled to vote and there will be no voting by proxy (unless member is TAD/TDY and has informed the Secretary of his/her trip prior to vote). Decisions made by the general membership may not be overturned by any committee or by the executive board without a majority vote by the general membership. All general members in good standing are eligible to vote on general issues.
Section 2. Nominations
a. The Secretary will announce at General Membership meetings a call for nominations two months prior to elections.
b. At the regular meeting of the general membership immediately preceding the election meeting, the secretary will present a slate of the candidates for each office to the membership. Additional candidates may be nominated from the floor on the date that the slate is presented. Nominations from the floor will not be accepted at the election meeting and votes from write-in candidates will not be counted for any purpose.
Section 3. Special Elections
Special elections will be held at a time and place designated by the President whenever the conditions set forth in Section 4 of this article exist. Ten days notice of special elections will be provided to all members in writing and such notice shall contain names of candidates nominated for each vacancy. At the special election meeting, additional nominations may be made from the floor. After nominations have closed, the membership will elect an officer for each vacancy in accordance with the procedures set forth in Section 1 of article IV.
Section 4. Office of the President
a. Should the office of the President become vacant, the Vice President shall assume duties of President and shall retain those duties until the next general election unless more than three (3) months remain on the unexpired term, in which event a special election will be held for the office of President. Should the President and Vice President offices become vacant, a special election will be called by the Secretary to fill both vacant offices. During any interim period in which there is a vacancy in the office of both President and Vice President, the duties of the President will be assumed by the Secretary. A member assuming the duties of President under this section does not become President although he may sign correspondence and other documents using the title "Acting President." The Vice President, upon assuming the duties of President, shall retain his original title as Vice President.
b. Appointments by the Board: Should a vacancy occur in any office other than that of the President, the Board will immediately vote in a successor to fill the vacant office. If less than three months remain on the unexpired term of office, the appointee will retain the office until the next general election. Otherwise, a special election will be held to fill the office, which was vacated.
Section 5. Termination of Office
Actions against an officer or board member (for involuntary termination, rules violation, etc.) will be submitted in writing to the Board by the complainant(s).
a. The Board will notify the member and give them a copy of the written grievance(s).
b. The member against whom the grievance is being made will submit a written reply to the Board within two weeks of notice.
c. The Board will meet and decide on a recommended action, and then the recommendation(s) will be submitted to the President and/or Vice President.
d. The President and/or Vice President will review the recommendation, arrange a meeting with the Board, and distribute copies of the grievance(s), reply and recommendations.
ARTICLE V STANDARDS OF CONDUCT / CODE OF ETHICS FOR REFEREES
a. I shall always maintain the utmost respect for the game of soccer.
b. I will conduct myself honorably at all times and maintain the dignity of my position.
c. I shall always honor an assignment or any contractual obligation.
d. I will attend training meetings and clinics so as to know the Laws of the Game, their proper interpretation and their application.
e. I will always strive to achieve maximum teamwork with my fellow officials.
f. I will be loyal to my fellow officials, and never knowingly promote criticism of them.
g. I will be in good physical condition.
h. I will control the players effectively by being courteous and considerate without sacrificing firmness.
i. I will do my utmost to assist my fellow officials to better themselves and their work.
j. I will not make statements about any game expect to clarify an interpretation of the Laws of the Game.
k. I will not discriminate against nor take undue advantage of any individual or group on the basis of age, race, color, religion, sex, national origin, or disability.
l. I will consider it a privilege to be a part of the United States Soccer Federation and my actions will reflect credit upon that organization and its affiliates.
ARTICLE VI DUES OR FEES
As long as the Association maintains more than $1000.01 in the bank account, there will be no annual dues. If the Association’s bank account falls below $1000.00, then the annual dues will be collected starting with the next month. Monthly dues are as follows; Senior Referees will pay no more then $3.00, Junior Referees will pay no more then $2.00.
ARTICLE VII AMENDMENTS AND CHANGES
Section 1. Amendments and changes to these bylaws can be effected only by a simple majority vote of the total voting membership of the Association in good standing and subsequent approval of the Commanding General.
Section 2. Any proposed amendment or change shall be voted upon at the next regular meeting following that at which the proposal is made and in the event of favorable action, shall go into effect immediately upon approval by the Commanding General unless otherwise specifically provided.
Section 3. Any amendment or change to these Bylaws shall be attached hereto.
ARTICLE VII MISCELLANEOUS
Section 1. Gifts or Awards may be given to individuals, teams or organizations on behalf of the Association for reasons to include, but not limited to the following: ‘Farewell’ or ‘Going Away’, ‘Thank You’, ‘Special Recognition’ and/or ‘Sportsmanship Awards’. The value of such items shall not be in excess of $75.00. If the dollar amount exceeds $75.00, a Board majority vote must be given in order to obtain extra funding. Receipts must be turned in to the treasurer no later than 10 business days after date of purchase. All Gifts or Awards must be presented in public at either a general membership meeting or ceremony.
Ryukyu International Soccer Association (RISA)
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