Constitution, Bylaws and Coaching Policy of Barrens Travel Soccer Club (BTSC)

Article I - Name and Establishment

Name: The name of the organization shall be Barrens Travel Soccer Club (BTSC).

Established: August 1985

Revised July 2024

Article II - Purpose

Section 1: The purpose of Barrens Travel Soccer Club shall be to promote and foster the game of soccer on the youth level for all those participating in BTSC. BTSC shall carry out its purpose by sponsoring competitive soccer teams for players less than 19 years of age. Participation on such teams shall not be restricted by virtue of race, sex, creed, religion, national origin, or ethnic group.

Section 2: This organization shall be non-profit, non-political, and non-sectarian. Participants must agree to abide by state and local laws and the rules and regulations of BTSC, its affiliated league Central Pennsylvania Youth Soccer League (CPYSL), and the Eastern Pennsylvania Youth Soccer Association (EPYSA). Rules of the game, game play, penalties and safety concerns are provided by CPYSL and available on their website. BTSC abides by the rules of the game established and posted by CPYSL for organizations playing in CPYSL leagues.

Article III - Affiliation

The Barrens Travel Soccer Club shall be affiliated with the EPYSA and shall compete as a member of an EPYSA-affiliated league, CPYSL. As such, BTSC will comply with all rules and regulations of these organizations, so long as the club remains an affiliated member of these organizations. At no time will Barrens Travel Soccer Club knowingly set forth in these bylaws any rules or article contrary to the policy or regulations of EPYSA or its affiliated league.

Article IV - Membership

Section 1: Membership will include all board members, coaches and assistant coaches registered with Barrens Travel Soccer Club. 

Section 2: All members shall pay dues or assessments, or both, in such amounts and at such times as these by-laws or the Executive Board shall prescribe.

Article V - Membership Meetings

Section 1: A meeting of the members (board members, coaches and assistant coaches) shall be held each year for the election of the Executive Board on such date, place, and time as the Board may determine.  Each member shall have 1 vote. 

Section 1.2 All other matters concerning Barrens Travel Soccer Club will be decided by a vote of the elected Executive Board. Voting will be by simple majority. A quorum shall consist of five voting members.  When a quorum is present, the vote of the majority shall decide any question.  

Section 1.3: Notice of the annual meeting of members specifying the place, date, and time of the meeting shall be given, at least five days prior to the meeting.

Section 2: Special meetings of the members, for any purpose, may be called by the President or the Executive Board.

Article VI - Board Composition

Section 1: The Executive Board shall consist of a President, Vice-President, Secretary, Risk Management Coordinator, 1st Treasurer, 2nd Treasurer, and Registrar. Board members shall consist of coaches or a team representative for each team within the club.

Section 1.1: The Executive Board members shall be elected at the annual membership meeting.

Section 1.2: The Head Coaches shall be appointed for each team/season by the President and approved by the Executive Board.

Section 1.3: The team director shall be the head coach of the team or any member from the team designated by the head coach with Executive Board approval.

Section 1.4: The term for all Executive Board members shall be from the first day of July to the last day of June.

Section 2: The duties of the Executive Board shall be to determine affiliation, to decide upon how and when tryouts for each team shall occur, to approve all fundraising activities, and to oversee the election of officers. In addition, the Executive Board will meet to discuss tournament opportunities, camps, and any other business which will affect the club. Executive Board meetings will be scheduled for the third Thursday of each month and are held online or at a place agreed upon by members.

Order of Succession in the event of a vacancy in the Executive Board:

President

Vice President

Treasurer

Secretary

Registrar

Risk Management

2nd Treasurer

 

Article VII - Duties of the Officers

President: To preside at all meetings, to enforce the by-laws and all other rules, to call special meetings, to appoint committees, to appoint any vacancy which might occur until a meeting may be called to vote upon a replacement, handle club correspondences as required and to attend league meetings.

Vice-President: To preside at all meetings in the absence of the President, to attend league meetings in place of the President or appoint a substitute to do so, to manage the organization and team correspondences as required.

Secretary: To give notice of, attend, and record the minutes of all regular meetings, to post meeting minutes.  To conduct correspondence of the Club and promote the club and organization through social media, in keeping with these bylaws and as decided by the Executive Board.

1st Treasurer: To have charge of all monies and valuable papers of Barrens Travel Soccer Club, to deposit all monies in the bank, to make disbursements of checks, to keep records of account balances, outstanding bills, and paid receipts of the same. To maintain equipment, and purchases of equipment with board approval, including but not limited to field paint, and field lining schedules.

2Nd Treasurer: To ensure all tasks and monies entrusted to the treasurer are used properly. To act as Treasurer in absence of the first Treasurer.

Registrar: To keep records of all registered players, and to assist at registration time. To maintain and complete required affiliations for EPYSA and CPYSL.

Risk Management Coordinator: To oversee club compliance with all mandatory and legal requirements, and ensure the club is 100% compliant at all times. Stay current on RMC policy and procedures dictated by EPYSA and CPYSL.

 

Article VIII – Committees and Volunteer Positions

Section 1: Committee chairmen shall be on a voluntary basis and confirmed by an Executive Board vote. Failing this, chairmen will be appointed by the President. Chairmen will appoint all other members of his or her committee, taking any volunteers. Committees will seek Executive Board Approval prior to acting on their committee findings.

Section 2: Types of Committees and Volunteer Positions

-Equipment/Field Manager

-Fundraising Committee: To investigate and initiate fundraising activities approved by the Board.

-Content committee - gather photos/video’s content for social media and the webpage throughout the season(s)

-Technical director - Responsible for all technology-related items.

-Tryout Director - Responsible for planning and executing tryouts each year.

-Summer Camp Committee: To plan and execute the yearly BTSC soccer summer camp.

-Grant writing committee- To seek out and secure possible funds available to BTSC. 

Article IX - Tournament Play and Non-Seasonal Activities

Coaches are invited to play their teams in tournaments or other non-seasonal games and may do so with the approval of the BTSC Board.

Article X - Coaching Responsibilities

Coaches affiliated with Barrens Travel Soccer Club (BTSC) are entrusted with critical responsibilities to ensure the safety, development, and ethical conduct of players under their supervision. Coaches shall adhere to the following guidelines:

Compliance with Laws and Regulations:

Coaches must comply with all applicable state and local laws, as well as the rules and regulations set forth by BTSC, its affiliated league (CPYSL or EPYSA), and the governing bodies (USYSA and U.S. Soccer).

Clearances and Yearly Training:

Coaches are required to complete and maintain all necessary background checks and clearances as mandated by Pennsylvania law and organizational requirements.

Coaches must undergo yearly training, including but not limited to concussion training, in compliance with EPYSA policy and Pennsylvania Department of Health guidelines.

Financial Responsibility:

Coaches shall be responsible for any fines incurred by their team during the season that result from behavioral conduct violations or neglect to follow CPYSL and EPYSA policies and guidelines. These fines may result from infractions, misconduct, or other violations during league play or sanctioned events.

Fines incurred shall be deducted from any funds provided by BTSC for tournament registration purposes or paid directly by coaches and assistants to BTSC for submission to CPYSL or EPYSA, respectively.

Ethical Conduct and Sportsmanship:

Coaches are expected to uphold high standards of ethical conduct and sportsmanship, serving as role models for players and supporters of BTSC.

Coaches shall enforce the BTSC Code of Conduct for players, parents, and themselves, always fostering a positive and respectful environment.

Communication and Reporting:

Coaches are required to maintain open communication with BTSC leadership, team members, and parents/guardians regarding team activities, schedules, and any issues that may arise.

Coaches are mandated reporters under Pennsylvania law and must report any suspected child abuse or neglect immediately to ChildLine at 1-800-932-0313.

Development and Growth:

Coaches shall prioritize player development, providing equitable opportunities for skill-building, playing time, and team participation.

Coaches are encouraged to pursue ongoing education and coaching certifications to enhance their coaching effectiveness and knowledge.

Team Finances and Accountability:

Coaches must maintain accurate records of team finances, expenditures, and receipts, ensuring transparency and accountability in financial matters.

Coaches shall collaborate with BTSC leadership on budgeting, fundraising, and financial management for the benefit of the team and club.

Article XI - Parliamentary Authority

Section 1: The BTSC wishes to be governed by sound judgment and common sense. Recognizing that these two virtues do not always prevail, for procedures not covered in the Bylaws or Standing Rules of this organization, the current edition of Robert’s Rules of Order shall be the authority.

 

Article XII - Amendments

Section 1: The Bylaws may be amended, altered or repealed and new Bylaws may be adopted at any Executive Board meeting by a majority vote of members present and voting, provided that notice of such action and the proposals for changes to any of the Bylaws is posted on the BTSC website at least seven (7) days prior to the meeting at which the proposed amendment or amendments are to be considered for adoption.

 

Section 3: A conflict-of-interest policy will be adopted by and may be amended, altered or repealed at any meeting of the Executive Board by a majority vote

VII. Interpretation of Rules and Issues Not Addressed

The Executive Board resolves disputes overrule interpretation or issues not covered by the Standing Rules.

VIII. Social Media Guidelines

Social media use must protect player privacy and promote positive club experiences.