Warren Youth Football By-Laws

ARTICLE I: Name
ARTICLE II: Purpose
ARTICLE III: Objective
ARTICLE IV: Participant
ARTICLE V: Government
ARTICLE VI: Meetings
ARTICLE VII: Financial and Administrative Year
ARTICLE VIII: Equipment
ARTICLE IX: Rights and Responsibilities
ARTICLE X: Coaching Ethics Guidelines
ARTICLE XI: Board Member Duties
ARTICLE XII: League Affiliations
ARTICLE XIII: Judicial Committee
ARTICLE XIV: Disolution





 


ARTICLE I: Name


The name of this organization shall be Warren Youth Football. Hereinafter, referred to as WYF. WYF shall operate as a non-profit organization.



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ARTICLE II: Purpose


The purpose of WYF is to provide safe and supervised football for the youth of the Warren Township area.



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ARTICLE III: Objective


The objective of WYF shall be the following:

  1. To build healthy bodies and minds.
  2. To develop skill and proficiency in football and related activities.
  3. To inspire its’ participants the ideals of sportsmanship, teamwork, honesty, physical fitness and pride, regardless of race, color, or creed.
  4. To have fun.
  5. To do all of these things for the welfare of the youngsters first and foremost, without adult ambition for personal glory.

 



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ARTICLE IV: Participant


Section 1:

  1. Any player, coach, board member, or volunteer is considered a participant of WYF.
  2. Any player is considered a participant upon payment of the registration fees established by the Board. The Board, at its sole discretion, may assign a certain number of Full and/or Partial scholarships to families experiencing a financial hardship. The number of scolarships will be determined in the annual budget and may be subject to change prior to the beginning of the season. The Board shall vote on the acceptance of participants whos family is experiencing a financial hardship. Applicants are not guaranteed a full or partial scholarship and need reapply every season.
  3. Participants shall not be required to be affiliated with any other group or organization to qualify as participants of WYF.

 




Section 2: Suspension or Termination

  1. Participation may be terminated by resignation or by action of the Board Members, by a majority vote, of those officers present at the duly constituted meeting. All board members shall have the authority to discipline, eject, or suspend any participant on the spot when the conduct of such person is considered detrimental to the best interest of the players and the organization.
  2. If a participant is possibly being terminated, the involved party must be notified of such meeting, informed of the general nature of the charges and bylaw(s) violated, and given an opportunity to answer such charges. A minimum of 24 hour notice shall be given to the involved party. If the involved party does not attend the meeting it may still be held.A vote may still be taken and the participant may still be terminated.
  3. In the case of a player, the Board shall notify the parent or guardian and the head coach of the team in which he/she is a member. The parent/guardian or coach shall appear in the capacity of the advisor with the player before the boarA minimum of 24 hours shall be given to all concerned parties. If the player does not attend the meeting may still be hel A vote may still be taken and the participant may still be terminated.

 



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ARTICLE V: Government

Section 1:

The governing body of WYF shall be the Board of Directors (Board), whose members are the parents of active players, or other persons interested in the furtherance of WYF.

    • The Board of Directors term of office shall be 2 years

    • Elections
           1. Held at the November Board meeting every year

           2. Any past or present participant in good standing with WYF; or any parent/guardian of any current player in good standing with WYF will have a vote.
                i. Good Standing is defined as any person not currently serving a suspension or has been terminated from WYF
                ii. Current Player is defined as any player that participated, and did not withdraw from WYF, the previous season and is eligible to play the following season.

           3. Even year elections
                i. President
                ii. First Vice President
                iii. Registrar
                iv. League Representative
                v.  Equipment Manager

           4. Odd year elections
                i. Second Vice President
                ii. Secretary
                iii. Treasurer
                iv. Communications Director
                v. Fund Raising Coordinator
                vi. By-Laws and Conduct Director

    • C. The WYF Board of Directors consists of:
           1. President
           2. First Vice President
           3. Second Vice President
           4. Secretary
           5. Treasurer
           6. Registrar
           7. League Representative
           8. Communications Director
           9. Equipment Manager
           10. Fund Raising Coordinator
           11. By-Laws and Conduct Director

 



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ARTICLE VI: Meetings

Section 1:
The Board shall meet no less than once a month. Regular meeting dates shall be scheduled by the President at the first meeting commencing with the first month of January.

  • Special meetings may be called by the President at any time or if requested by a Board member and approved by 50% of the Board.
  • Attendance at regularly scheduled Board Meetings is mandatory for all Board members.
  • Any member who cannot attend a regularly scheduled Board meeting shall notify the President or Secretary.
  • Any Board member who misses three of five consecutive meetings may be removed by 2/3 vote.
  • Roberts rules of Order shall govern the proceedings of all meetings.


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ARTICLE VII:

Section 1: WYF shall operate both financially and administratively yearly basis, beginning   January 1 of each year.

Section 2:  The Board shall decide all matters pertaining to the finances of WYF and shall place all income in a common treasury. Directing the expenditures of such will give no individual, team, or division over those in competition with such individual, team, or division.

Section 3: The Board shall not permit the solicitation of monies in the name of WYF unless all of the funds raised are placed in the WYF account.

Section 4: The Board shall not permit the disbursement of funds for other than conduct of football activities or normal business expenses to keep the organization running smoothly and properly.

Section 5: No director, officer, or participant of WYF shall receive directly or indirectly any salary, compensation, or emolument from the league for services rendered as President, director, officer, or participant.

Section 6: All monies received shall be deposited to the credit of WYF in a designated local banking facility, and all disbursements shall be made by check. Checks signed by the Treasurer or Secretary. Refund checks will be written the third Thursday of every month.

Section 7:  All monies received shall be turned into the treasurer in a timely manner for proper recording. All checks received shall be deposited in a timely manner. Receipts shall be exchanged immediately.

Section 8: Checks may only be signed by the Treasurer, and up to (3) other board members as deemed necessary by the Board. Any check written for an amount $1000 or greater requires two signatures.



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ARTICLE VIII: Equipment

Section 1: All equipment owned by WYF shall be stored in a secure location. If any equipment is to be temporarily stored in a personal garage, it must have prior approval from the Board.

Section 2: The following Board members shall have access to the equipment at all times:

    1.      Equipment Manager
    2.      President


Section 3: All equipment shall be inventoried at the end of each year and properly numbered for accountability.



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ARTICLE IX: Rights And Responsibilities Of Board Members

Section 1: All Board members shall abide by the following rules and responsibilities. Violation of the rules shall be cause for suspension or termination according to Article 4, Section 2.

Section 2: Board members have the following rights guaranteed under parliamentary law:
                 A. To be treated fairly and equitably
                 B. To receive notice of meetings, make motions, second motions when needed, and vote on motions.
                 C. Nominate people for office. Be nominated for office. Elect people for office.
                 D. Know the meaning of questions or subjects being debated.
                 E. To speak or debate an issue in turn.
                 F. Object when rules are being violated.
                 G. Appeal the decision of the chair.
                 H. Have access to minutes of all meetings.
                 I. Receive the treasurers report once a month.
                 J. Get a copy of the bylaws.
                 K. Not have to suffer personal abuse or attack from any other Board member.
                 L. Be free from any type of sexual harrassment.
                 M. Any other rights guarenteed by parlimentary law.
                 N. After serving the first year of their term, a board member will only be required to pay 1/2 of                        the registration fee for the oldest participating child for as long as the member  continues to serve       on the board of directors.

Section 3: Board members have the following responsibilities as well:

A. Attend meetings, be on time, and stay until the end of meetings.
B.Be ready to talk knowledgably and intelligently on a topic.
C. Be open-minded and attentive.
D. Treat everyone with courtesy and respect.
E. Follow the rules of debate and follow the rules of the organization.
F. Attack issues not people.
G. Abide by the decision of the majority vote.
H. Bring in or recommend new members.
I. Participate in committees as requested or needed.
J. Promote the organizations growth and influence.



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ARTICLE X: Coaching Ethics Guidlines And Responsibilities

Section 1: All coaches associated with WYF will abide by the following guidelines and responsibilities.

  1. A. Do not criticize the opposing team, coaches, or fans, by word or gesture.
    B. Refrain from using abusive and profane language before anyone connected with the game.
    C. Do not permit an injured player to reenter the game if further play could jeopardize his/her health.
    D. Coaches shall not terminate game play at any time unless done so by game officials.
    E. Use appropriate methods and drills for developing good physical conditioning and skills.
    F. Emphasize that good athletes are good students both physically and mentally.
    G. Be alert for any signs that would indicate possible health hazards.
    H. Explain and discuss with players your rationale and philosophy, playing rules, league rules, and any other additional rules you institute.
    I. Enforce all rules and regulations of WYF and any league in which it is affiliated with. These rules are only as effective as the coaches’ attitude towards them. If there is a problem or question, immediately seek the assistance of a Board member.
    J. Do not intimidate players, do not call them names that are degrading, and don’t yell or scream at them in a negative manner. Yelling or screaming in a positive manner, coaching manner, or a cheering manner is acceptable.
    K. Have fun and encourage your players to have fun as well.
    L. Teach players to win and to lose in a sportsman like manner.
    M. Invoke fair and respectful discipline.
    1. Constructive criticism only, not degrading criticism.
    2. Do not dispute officials’ calls beyond acceptable questions.
    3. Remember team play, not individual play.
    4. Always keep a positive attitude around the players.
    5. Teach respect to the players by respecting others yourself.

Section 2: Any contact with a player that is obscene, abusive, inappropriate, or offensive will be dealt with by immediate removal from playing/practice field, parents/guardian notification, and police notification if necessary and immediate 1 week suspension from all WYF events. The Judicial Committee will then meet to determine if further action is necessary.

Section 3: In the case of a violation of Article X, Section 1, A-N, one or more of the following courses of action should be expected:

    A. An informal (verbal) reprimand can be issued.
    B. A written warning can be issueThis shall be viewed as a form of probation. In the event of another similar occurrence during the season, the subsequent infraction will be viewed as a deliberate and knowledgeable act.
    C. A subsequent breaking of the same rules shall be cause for suspension or termination according to Article IV, Section 2.

Section 4: In the case where a coach is ejected from a game and a week suspension is ordered by the League. The Judicial Committee will meet to determine if further action is necessary.



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ARTICLE XI: Board Member Duties

Section 1: President: The President shall be responsible for coordinating or causing the coordination where WYF has a responsibility to the leaguThe President shall preside at all Board meetings and assume full responsibility for the operation of WYF according to its Bylaws. He/she shall be responsible for the conduct of WYF in accordance to the policies, principles, rules, and regulations of TCYFL. The President shall supervise the function of various committees. The President shall vote only to break a tie. The President is responsible for filling any Board vacancies that occur mid season or that have not been filled by January 31 or for completing or delegating the duties of that Board position. The President is responsible for the safe and effective operation of WYF.

Section 2: First Vice President: The First Vice President shall preside in the absence of the President and shall work with other officers and committee members. The First Vice President shall carry out such duties and assignments as may be delegated by the President. The First Vice President shall be responsible for training coaches as to WYF philosophies and organize, review and update the playbook and drills. The First Vice President will conduct coaches meetings during the season and off-season if necessary. The First Vice President will organize a committee to select coaches.  The First Vice President is responsible for training coaches and team parents in first-aid (at least 1 per team). The First Vice President shall attend all meetings and vote on motions. The First Vice President shall have other powers and perform other duties as prescribed by the BoarThe First Vice President is responsible for the safe and effective operation of WYF.


Section 3: Second Vice President: The Second Vice President shall carry out such duties and assignments as may be delegated by the President. The Second Vice President shall b in charge of any secondary playing field, which includes scheduling, opening and closing of said fields, and being the liason between WYF and the administrators of any secondary fields.The second Vice President shall Organize and run the player evaluation process. The Second Vice President shall be the leader of the Judicial Committe. The Second Vice President shall be in charge of the training and scheduling of Field Marshalls.The Second Vice President shall attend all meetings and vote on motions. The Second Vice President shall have other powers and perform other duties as prescribed by the Board. The Second Vice President is responsible for the safe and effective operation of WYF.


Section 4: Secretary: The Secretary shall attend all scheduled meetings and record the minutes of each meeting and vote on motions. The Secretary shall provide the Board members with a copy of the minutes. The Secretary shall perform other duties as prescribed by the Board. The Secretary is responsible for the safe and effective operation of WYF.


Section 5: Treasurer: The Treasurer shall maintain the books and financial recordings. The Treasurer shall provide a status report once a month to the Board. The Treasurer shall supervise all finances and pay all approved purchases and expenses. The Treasurer shall attend all scheduled Board meetings and vote on motions. The Treasurer shall perform other duties as prescribed by the Board. The Treasurer is responsible for the safe and effective operation of WYF.


Section 6: Registrar: The Registrar shall maintain the records and database of WYF players which include; names, addresses, birthdates, phone numbers, emergency contacts, and medical authorization. The Registrar shall be in charge of the proper placement of players into division brackets based on age and weight in accordance with the league rules. The Registrar shall maintain an equipment database, registration checks deposits and reimbursements. The Registrar shall attend the players draft and document the disbursement of the players to their respective teams. The Registrar shall be in charge of preparing the coaches binder. The Registrar shall attend all meetings and vote on motions. The Registrar shall perform other duties as prescribed by the Board. The Registrar is responsible for the safe and effective operation of WYF.


Section 7: League Representative: The League Representative shall represent WYF at all League meetings and shall keep the organization informed as to the activities of League. The League Representative shall attend all scheduled meetings and vote on motions. The League Representative shall perform other duties as prescribed by the Board.  The League Representative is responsible for the safe and effective operation of WYF.


Section 8: Communications Director: The Communications Director shall be responsible for sending written communications via USPS and provide updated communication to be added to the WYF web site. The Communications Director shall work with the publisher of the WYF team programs.  The Communications Director shall attend all meetings and vote on motions. The Communications Director may perform other duties as prescribed by the Board. The Communications Director is responsible for the safe and effective operation of WYF.


Section 9: Equipment Manager: The Equipment Manager is responsible for all the football equipment. The Equipment Manager shall locate sources for purchasing quality equipment at reasonable prices. The Equipment Manager shall inventory all equipment before the January Board Meeting and provide an inventory report to the Board along with a list of items needed. After the Board has approved the budget and necessary purchases, the Equipment Manager shall order the equipment early enough to receive them by the start of the season. The Equipment Manager shall make sure each Head Coach receives a Coaches box that contains extra parts (i.e. Helmet screws, mouth pieces, etc.) and a first aid box. Also, he/she shall make sure each Head Coach receives a bag containing footballs, tees, ect. The Equipment Manager is responsible for arranging a site for the equipment distribution. The Equipment Manager is responsible for the collection of all equipment at the end of the season and for the secure storage of the equipment. The Equipment Manager will attend all meetings and vote on motions. The Equipment Manager shall perform other duties as prescribed by the Board. The Equipment Manager is responsible for the safe and effective operation of WYF.

Section 10: Fund Raising Coordinator: The Fund Raising Coordinator shall be in charge of all fund raising efforts. The Fund Raising Coordinator shall be in charge of the Concessions Manager and Apparel Manager. The Fund Raising Coordinator shall attend all scheduled meetings and vote on motions. The Fund Raising Coordinator shall perform other duties as prescribed by the board. The Fund Raising Coordinator is responsible for the safe and effective operation of WYF.

Section 11: By-Laws and Conduct Director: The Bylaws and Conduct Director shall make amendments to the WTYF Bylaws when the Board has voted and approved such amendments. The Bylaws and Conduct Director shall investigate all complaints of conduct violations. The Bylaws and Conduct Director shall maintain records on all conduct violations and their final dispositions. The First Vice President shall act as the alternate League Representative. The Bylaws and Conduct Director shall attend all meetings and vote on motions. The Bylaws and Conduct Director shall perform other duties as prescribed by the Board. The Bylaws and Conduct Director is responsible for the safe and effective operation of WYF.

 



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ARTICLE XII: League Affiliations

Section 1: The Board has the authority to approve affiliation of WYF with established leagues for purposes of competition with other programs. Likewise, the Board has the authority to dissolve affiliations or relationships of WYF with other leagues or programs.


Section 2: The Board has the authority to establish the rules for play and participation in the WYF program. The Board may vote to adopt for use rules that have been established by a league or other affiliation. In this event, the Board retains the ultimate decision making authority on the application of rules adopted for use as it relates to WYF.


Section 3: In accordance with the rules adopted for use, divisions of play / participation will be assigned to all participants in the program. The guidelines for determining which division each participant falls into will be clearly communicated to all parties interesteAny challenge to the division assignment of an individual participant must be presented to the Board in writing. The Board will render a decision on the challenge within 14 days of receipt of the challenge.





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ARTICLE XIII: Judicial Commitee

Section 1: The Judicial Committee shall be made up of 6 Board Members:

  1. President
  2. First Vice President
  3. Second Vice President
  4. Secretary
  5. League Representative
  6. By-Laws and Conduct Director

Section 2:  The Judicial Committee shall be run by the Second Vice President.

Section 3:  The Judicial Committee shall meet within 72 hours of any 1 week suspension to determine if further action is needeThe Second Vice President will then contact the participant involved and inform them of the committees’ decision.


ARTICLE XIII: Amendments

Section 1:  These Bylaws may be amended by a majority vote of the BoarAll proposals must be submitted in writing to the President, First Vice President, Second Vice President, or Secretary. Proposed amendments must be on the agenda. Either the author of the proposed bylaw or the President may request that the bylaws be presented at one meeting and not voted on until the next meeting. All amendments go into effect immediately unless the amendment specifies a future date and time.



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ARTICLE XIV: Dissolution

Section 1: Upon dissolution of WYF and after all outstanding debts and claims have been satisfied, the Board shall as its final act, distribute the remaining assets of WYF to similar organizations with similar objectives.


ADOPTION AND RATIFICATION

The foregoing Bylaws of the Warren Youth Football Organization, consisting of Articles 1 through 14, are hereby adopted and ratified as amended, and are made part of the permanent organization records of Warren Youth Football




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