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Hondo Youth Soccer Association 

HondoYouthSoccer.com

 

CONSTITUTION and BY-LAWS 

ARTICLE I 

NAME 

This association shall be known as Hondo Youth Soccer Association, hereafter referred to as HYSA or  the Association. 

ARTICLE II 

PURPOSE 

The purpose of the Association shall be: 

  1. To develop, promote, and administer an organized soccer program for youth three (3) to seventeen (17) years of age within the territory of Medina County such that all residents of the Hondo Independent School District and surrounding areas have the opportunity to play. 
  2. To educate players, parents, and coaches about the sport of soccer; and increase public awareness about the game. 
  3. To support the physical, mental, and emotional development of the players in the Association. 
  4. To promote an atmosphere of safety, teamwork, good sportsmanship, and fair play within which  players and teams can compete, learn, and enjoy the sport of soccer. 

ARTICLE III 

NON-PROFIT STATUS 

The Association is organized and operated for the above-stated purpose and other related non-profit  purposes, and no part of any earnings or income shall inure to the benefit of, or be distributed to, its  members, officers, or to private parties, except that HYSA shall be empowered to pay reasonable  compensation for services rendered and to make payments and distributions in furtherance of the purpose  defined herein. Notwithstanding any other provision of this Constitution and By-Laws, the Association shall  not carry on any other activities not permitted to be carried on by an organization exempt from Federal  Income Tax under Section 501(c)(3) and/or 501(c)(7) of the Internal Revenue Code or corresponding  provisions of any subsequent Federal Tax Law.

 

 

 

 

ARTICLE IV 

MEMBERSHIP 

  1. Membership in HYSA shall be open to any resident at least eighteen (18) years of age within the area of Medina County as defined in Article II. 
  2. Membership shall be open from July 1 to March 31. Any membership application received after March 31 shall be considered for the following year. 
  3. Application for membership to the Association shall be accomplished by: 
    1. A complete and endorsed spring and/or fall registration form accompanied by payment of registration fees as set by the Board of Directors; or, 
    2. A completed General Membership Application accompanied by payment of membership fees as set by the Board of Directors. 
  4. All applications for membership to the Association shall be approved by the Board of Directors. 
  5. All coaches, assistant coaches, referees, and members of the Board of Directors in good standing  will be granted membership to the Association as defined in Article V, Sections 1 and 4. 
  6. Each such adult resident accepted for membership and otherwise in good standing shall be  entitled to voting rights in the form of one (1) vote at any general or special meeting of the  membership of HYSA as provided in Article VII. 
  7. The acceptance of membership obligates the member to comply with the provisions of the  Constitution and By-Laws, the Policies and Procedures, and any/all applicable Codes of Ethics or  Conduct of HYSA. All documents will be made available to the membership via the Association  website and this shall be deemed sufficient notice of their liabilities. Penalties for violation thereof shall be taken as provided in Article VIII. 
  8. The Secretary and/or Registrar shall submit membership for board approval as needed.

 

ARTICLE V 

GOVERNANCE 

  1. The Association shall be governed by its Constitution and By-Laws and Policies and Procedures. HYSA shall retain its autonomy but will unless otherwise stated adhere to the policies of regional, national and international soccer organizations, including South Texas Youth Soccer Association(STYSA), United States Soccer Federation (USSF) and FIFA in all matters pertaining to interstate, regional, national and international competition, or in other competitions sponsored by said affiliates.
  2. The governing body of the Association will be the Board of Directors consisting of no more than fifteen (15) members, including the Executive Board (Officers) and the Board at Large, each shall consist of the following: 

Board of Directors 

Executive Board

President

Vice President

Secretary

Treasurer

At Large- Representative 

 

Board At Large

At Large Members

 

 

 

 

 

  1. The Board of Directors shall be determined by a majority vote of the general membership during the Annual General Meeting as defined in Article VII. Nominations of the Board of  Directors shall come from the floor. 
  2. The term of office for members of the Board of Directors shall be for more or less one (1) year or the remainder of an elected term and shall begin upon adjournment of the Annual General Meeting and end on upon adjournment of the Annual General Meeting the following year,  hereafter referred to as Term Year. There shall be no limit on the number of consecutive terms that can be served. 
  3. The President shall fill vacancies on the Board of Directors by appointment with approval by a  majority vote of the Board of Directors in good standing. All approved appointments will serve the remainder of the current Term Year as defined in Article VI, Section 4. 
  4. Each member of the Board of Directors shall have one vote at all Association meetings as defined in Article VII, except the President, who shall only vote in cases of a tie. Proxy votes,  written votes, votes by phone, votes by email, or other forms of electronic voting will be permitted only with approval of the present members at the beginning of the meeting in which the vote will take place.
  5. The Board of Directors shall have the following duties, responsibilities, and authorities in  addition to those provided by Texas State Law, federal law, and elsewhere in these Articles: 
    1. To interpret and enforce the Constitution and By-Laws of the Association. 
    2. To establish and define all Policies and procedures of the Association. 
    3. To enforce the laws of the game as defined in the IFAB Laws of the Game and the HYSA rules document adopted for each season and published on the HYSA website by age division or in totality if such document is created. 
    4. To review the Constitution and By-Laws and Policies and Procedures of the Association to ensure consistency with the provisions of STYSA, USSF and FIFA; to remedy inconsistencies; and to schedule any special meeting of the membership to remedy found inconsistencies as defined in Articles VII and IX. 
    5. To establish any and all standing committees the Board of Directors sees fit and to review and approve all recommendations of standing committees.
    6. To conduct all business of the Association either directly or by delegation of its authority to a person or persons as it deems necessary. 
    7. To transact all financial business of the Association, including but not limited to the  following: 
  1. Establish, review, and amend all financial policies. 
  2. Establish, review, and assess all player registration fees
  3. Establish an annual budget outlining projected spending and all fees to be brought before the General Membership for the succeeding fiscal year. 
  4. Approve any and all non-budgeted expenses according to the current financial policy of the Association. 
  1. To approve all members as defined in Article V. 
  2. To approve all appointments to non-elective positions. 
  3. To schedule, reschedule, postpone, or cancel games at any and all times. 
  4. To report on its actions and policies to the General Membership or their authorized representatives on a regular basis but at least once each year at the Annual General  Meeting as defined in Article VII. 
  5. To establish temporary rules and regulations for specific cases not outlined elsewhere  but are deemed necessary by the Board of Directors to carry out the objectives of HYSA. 

 

  1. The Executive Board shall have the following duties, responsibilities, and authorities: To conduct all business of HYSA between meetings of the Board of Directors. 
    1. To investigate, settle, correct, or demand corrections in the case of all disputes, protests,  and/or complaints from the General Membership in accordance with league guidelines. 
    2. To suspend or approve the actions of any individual seeking to serve or serving in any  capacity within the Association. 
    3. Pass upon and approve all bills against the Association, and be authorized to endorse  checks issued in accordance with the current financial policy of the Association. 
    4. To review the Treasurer's books, records and financial reports at the end of each fiscal  year.

 

  1. The President shall be charged with the overall administrative and executive functions of the  Association. As Chief Executive Officer, the President will: 
    1. Preside at all meetings of the Association. 
    2. Be Chairman of the Board of Directors. 
    3. Cast the deciding vote in the event of a tie in the voting at all meetings or waive the right  to do so. 
    4. Appoint all standing committee chairs at the first meeting of each Term Year and be an  ex-officio member of these committees. 
    5. Establish and appoint all ad hoc committees as he/she deems necessary to carry out the  functions of the Association and be an ex-officio member of these committees. 
    6. Contact committee chairpersons regarding pending business responsibilities in the  event that the chairperson has missed a Board of Directors meeting.
    7. Assign additional duties to officers as necessary to carry out the functions of the  Association. 
    8. Call meetings of the Board of Directors or General Membership as defined in Article VII. 
    9. Pass upon and approve all bills against the Association, and be authorized to endorse  checks issued in accordance with the current financial policy of the Association. 
    10. Submit a written report on the operations of the Association at the Annual General  Meeting as provided in Article VII. 
    11. Act on behalf of the Board of Directors when he/she deems it necessary, subject to later  ratification by the Board of Directors. 
    12. Nominate individuals to hold the position(s) of and carry out the required duties of Coaching, Fundraising, Referee, Field/Facilities and Uniform Coordinator. 

 

  1. The Vice-President will: 
    1. Act as President in the absence, resignation or vacancy of the President. 
    2. Assist the President in coordinating and implementing the responsibilities and duties of  the officers and members of the Association. 
    3. Carry out any special duties and assignments requested by the President. 
    4. Act as Public Relations Director for the Association. 
    5. Maintain all records of teams, players, and coaches for the purpose of team registration,  voting, and fee assessment. 
    6. Provide such records or summaries thereof to the Board of Directors as needed

 

  1. The Secretary will: 
    1. Schedule meeting space for all meetings.
    2. Keep an accurate record of all meetings for the distribution of minutes to the Board of  Directors and General Membership as required. 
    3. Attend to all correspondence, provide notice of all meetings as defined in Article VII and  maintain all files of the Association. 

 

  1. The Treasurer will: 
    1. Collect all moneys of the Association and maintain detailed accounts of all income and  expenditures of the Association, and such accounts shall be produced by the Treasurer  on demand of the Board of Directors. 
    2. Deposit all collections upon receipt in a recognized bank account in the name of HYSA at  a financial institution approved by the Board of Directors. 
    3. Pay by check or EBT all bills of the Association in accordance with the current financial  policy of the Association. 
    4. Submit a written report of the financial transactions of the Association for the past  period at the Annual General Meeting as defined in Article VII.
    5. File all necessary Federal, State, and Local tax forms for the Association. 
    6. File all necessary forms for the maintenance of the Tax Exempt status of the Association. 
    7. File on behalf of the Association all necessary annual forms with the Texas  Department of State.

 

  1. The General Board Representative will: 
    1. Coordinate and implement safety procedures, background checks and educational requirements for the Association.
    2. Consult with the Executive Board on all matters pertaining to issues that may arise.

ARTICLE VI 

MEETINGS 

  1. An Annual General Meeting (AGM) of the membership of the Association shall be called by the President, with the concurrence of the Board of Directors, toward the end of each Term Year, but no later than June 30 of the Term Year for the purposes of electing members of the  Board of Directors for the succeeding Term Year and approving/disapproving any amendments to the Constitution and By-Laws. 
  2. Special Meetings of the membership may be called by the President with majority approval of the Board of Directors. Special Meetings shall be concerned with only those matters described in the written notification to the membership as defined in Article VI, Section 3. 
  3. With respect to all Special Meetings, notification to the membership in good standing shall be given no less than fifteen (15) days in advance of the scheduled date. Special Meetings called to consider amendments to the Constitution and by-laws shall be as defined in Article VIII. 
  4. The Board of Directors shall meet at least six times yearly, monthly recommended. The Board of Directors shall set its own calendar, which will be published to the general membership in a manner deemed fit by the Board of Directors. 
  5. Any member of the Board of Directors absent from three consecutive meetings and/or half of the  meetings in which a quorum as defined in Article VI, Section 6 is present may have his/her position declared vacant by a two-thirds majority vote of the remaining Board of Directors in good standing. Vacant positions shall be filled as defined in Article V, Section 5. 
  6. For the purpose of conducting business at any meeting, a quorum shall be a majority of the  members of the Board of Directors in good standing. 
  7. The rules defined in the IFAB Laws of the Game and the HYSA rules document adopted for each season and published on the HYSA website by age division or in totality if such document is created shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these Articles and any special rules of order the Association may adopt. 

ARTICLE VII 

REMOVAL 

  1. The Executive Board may suspend or have the power to expel any individual, member or group from the Association in any of the following events: 
    1. If such an individual(s) shall fail, refuse, or neglect to fulfill their obligations as a  member(s) or violate any of the provisions of the Constitution and By-Laws of the  Association.
    2. If such an individual(s) shall commit any action which shall contravene or be  inconsistent with the principles or standards of good sportsmanship set forth by any  Code of Conduct or Code of Ethics approved by the Association. 
  2. The Association will provide equitable and prompt hearings and appeal procedures to  guarantee the rights of individuals to participate and compete, including grievances involving the right to participate and compete in activities sponsored by HYSA. All disciplinary actions, grievances, disputes, and appeals shall be heard by the Executive Board.  Any grievance, dispute, appeal, or disciplinary action shall be in writing. 
  3. In all hearings conducted by the Association, the parties shall be accorded: 
    1. Notice of the charges or alleged violations in writing and possible consequences if the  charges are found to be true.
    2. Reasonable time between receipt of the notice of charges and the hearing within which  to prepare a defense. 
    3. The right to have the hearing conducted at a reasonably convenient time and place so as  to make it practicable for the person/entity charged to attend. 
    4. A hearing before the Executive Board. 
    5. The right to be assisted in the presentation of one’s case at the hearing. 
    6. The right to present witnesses, evidence, and argument. 
    7. The right to be advised of the identity of the evidence the hearing Executive Board has  been given and the right to confront witnesses if called at the hearing. 
    8. The right to have a record made of the hearing if desired. 
    9. A written decision is issued in a timely fashion, with reasons for the decision, based upon the evidence. 
  4. Hearings for a player, coach, team, or club will be held according to the provisions of the  Division within which the violation occurred. 
  5. Should the parties refuse to attend or create a situation that makes it impossible to hold the hearing within the stated time, the Executive Board may take such action as reasonably  necessary upon their investigation. Such action could include but not be limited to a suspension or termination of rights of participation. 
  6. All telecommunications will have written  documentation and both parties copied. 
  7. Any grievance, dispute, or appeal on the part of any player, team, coach, administrator, trainer,  or referee must occur in writing within 72 hours of the action, inaction, or receipt of a decision giving rise to the grievance, dispute, or appeal.
  8. All decisions shall be in writing and by certified mail. 
  9. All decisions of the Executive Board shall be in force until such time as further appeal has  modified the decision.

ARTICLE VIII 

AMENDMENTS 

  1. The Constitution and By-Laws may be amended or repealed, in whole or in part, by a two-thirds  vote of the general membership present and in good standing on the basis of one vote for each  such member at any duly called general membership meeting provided a quorum as defined in  Article VI, Section 6 is present.  
  2. Proposals for amendment or repeal of the Constitution and By-Laws must be made in writing and  be submitted to the Secretary so as to allow fifteen (15) days written notice to all members prior to consideration of such proposals at any meeting. 
  3. All proposed amendments must include the present Constitution provision in its entirety,  followed by the proposed amendment with any new language proposed to be underlined. 

ARTICLE IX 

 

DISSOLUTION 

Upon the dissolution of the Association, the Board of Directors shall, after paying or making provision for  the payment of all liabilities, dispose of all assets of the Association exclusively for the purpose, or  purposes, stated in Article II of the Constitution and By-Laws in such manner, or to such organization, or  organizations, constituted and conducted exclusively for the purpose or purposes as shall at that time  qualify as exempt under Section 501(c)(3) and/or Section 501(c)(7) of the Internal Revenue Code, or  corresponding provisions of any subsequent Federal Tax Law, as the Board of Directors may determine.