Silver Creek Youth Football League Corporation

Transcription

1 Silver Creek Youth Football League Corporation By-Laws Sellersburg, IN Revised February 2013

2 Silver Creek Youth Football League Corporation By-Laws Sellersburg, IN Article I Section 1: NAME This organization shall be known as the Silver Creek Youth Football League Corporation Section 2: POLICY It is the policy of the organization to operate as a non-profit organization with the meaning of section 501(c) (3) of the Internal Revenue Code of The organization will be non-political, non-sectarian in all of its activities. Silver Creek Youth Football League will conduct itself in a professional manner and in mutual cooperation with coaches, staff, league board of directors, and members of the Silver Creek Community. Section 3: OBJECTIVES To promote an organization that will support the development of each child in our community in all facets of a youth league. To implement a structured program that supports the vision of the league and its values. Article II Section 1: BOARD OF DIRECTORS The Silver Creek Youth Football League s board of directors consists of the executive board/officers, directors/chairs and members at large. Together, all three divisions make up the league s board of directors that is designed to make decisions in the best interest of the league and kids. The board is entirely made up of volunteers and shall not receive any individual compensation or kick backs for their service, support, or vote. 1. Elections will be held each year in the month of January. Executive board members have a two year term being elected in odd number years; directors and at large positions are elected every year. The president at any time can appoint a board member but that member must be elected when the term for that position has expired.

3 Section 2: OFFICER/EXECUTIVE BOARD The executive board encompasses the president, vice-president, treasurer, and secretary. Roles of each executive board member are outlined below. President The chief administrator overseeing all aspects of the leagues finances and operations. The president is impartial and responsible for maintaining the vision and protecting the by-laws, mission statement, and the core values of the league. The president will hold and preside over monthly board of directors meetings. The president will enforce league rules and regulations. The president will also serve as a committee member for the Southern Indiana Youth Football League in addition to working with the township trustee and high school officials for a mutual beneficial relationship. Vice-President - The vice-president presides in the absence of the president, works with other officers and directors, is ex-officio member of any subcommittee if ever formed, unless there is a conflict of interest. The vice president shall fill the chair of the president if it ever becomes vacant. In the event the chair becomes vacant before the term has expired, it will be up to the board of directors led by the vice-president to vote on filling the vacancy. A president must be named within ten (10) days of the vacancy. The vice-president will also serve as a committee member for the Southern Indiana Youth Football League. Treasurer Is responsible for all league finances and financial record keeping. The treasurer signs checks co-signed by the president. The treasurer dispenses league funds as directed by the president and the board of directors. The treasurer, in conjunction with the president, creates a yearly budget, tracks expenses compared to the budget, and files all necessary taxes and paper work required to maintain the organizations 501C-3 exemption. The treasurer shall provide a financial report at each board meeting. Secretary- The secretary shall keep and maintain a register of members and directors, records the minutes of meetings, and is responsible for sending out meeting minutes. The secretary maintains a record of all league's activities. The secretary is the liaison between the executive and director committees. Article III Section 1: DIRECTORS/CHAIR BOARD MEMBERS AND AT LARGE POSITIONS The directors/chairs are division or role specific members, while the at large members have no specific duty they are there to support the league as defined.

4 1. The directors/chairs and at large board member will be able to participate in the voting process and pass motions at any board meeting. At any time, under the direction of the president, final decisions can still be passed at the executive board level. Section 2: DIRECTOR/CHAIR & AT LARGE ROLES Director/Chair of Football Acts as a liaison for parents, coaches, and players. This includes maintaining coach s code of conduct documents for respective division; acting in response to any coaches, parents, and/or player complaints and resolving in an appropriate manner. Director will also plan and administrator football camp, player evaluations, and preside over the draft. If the director of football operations is a coach, he or she may not preside over the draft in the division he or she coaches in. The director will also be one of the decision makers for selecting coaches for each respective team. Director/Chair of Cheer Acts as a liaison for parents, coaches, and cheerleaders. This includes maintaining coach s code of conduct for respective division; acting in response to any coaches, parents, and/or player complaints and resolving in an appropriate manner. Director will also divide cheer rosters and be one of the decision makers in the process of selecting coaches for each team. Director/Chair of Concessions- Maintains the operation of concession facilities, including restrooms. This includes set up, clean up, and stocking. Director of concessions also suggest price points to the board of directors, organizes the purchase of concession, and restroom products. The Director of Concessions collects and reviews concession related offers, including bulk-purchasing opportunities. He or she works with league treasurer to organize and tally all league sales and purchases. Director/Chair of Volunteers Organizes volunteer support schedule for all home games. The volunteer director will work closely with the director of concessions in determining the support needed, in addition to working with president, on determining support for non concession stand volunteers such as gates, chain workers, scoreboard operator, and announcer. Once a decision on support need is determined, the volunteer director will work with all team moms to create a support schedule for appropriate games. Volunteer director will supervise the sign-in and sign-out process at the start of each support shift and will pay out all volunteers at the conclusion of their fulfilled shift. Director/Chair of Corporate Fundraising Works with the vice president to solicit and secure local sponsorships to support league operations. Director of corporate fundraising collects and reviews sponsorship and fundraising opportunities offered by corporate partners. He or she maintains records of current and past sponsors, in addition to, a target list of businesses and any communication had with those targets. Director of Corporate Fundraising also orders and administers any perks or rewards with becoming a corporate sponsor including, but not limited to, ordering/hanging banners and distribution of sponsors plaque.

5 Director/Chair of League Fundraising Works with the vice president to organize and implement approved league fundraising activities. Director of league fundraising coordinates participation in fundraising activities, maintains records, and monies secured through fundraising initiatives including, but not limited to, pool party and t-shirt sale. Director/Chair of Field and Equipment Will oversee all league equipment, organizes equipment distribution, sizing, and collection of said equipment. He or she will also coordinate reconditioning of equipment, ordering, and receiving of new equipment, trophies, and supplies. This position will work with the president to secure best pricing to keep cost at a minimum. Director of Field and Equipment will keep all equipment distribution logs, in addition, to all jersey numbers by team and division. Based on need the Director of Field & Equipment may be split into two separate positions. Director/Chair of Field and Facilities Will maintain organization and tidiness of related facilities including, but not limited to, equipment room, press box, and storage sheds. This position is also responsible for maintaining field conditions, preparing field, and bleachers for home games. He or she is responsible for scheduling use of league practice equipment and field. This position is also responsible for field set up including markers, field goal covers, trash can liners, and ensuring the field is in safe playing condition. Director/Chair of Registration Organizes all processes of registration including the following: prepares registration press release, superintendent s letter for approval, and flyer distribution to the schools. This position will also oversee registration process including, obtaining adequate supplies, and proper information during the registration process. Director of Registration will log all players information into master document and distribute to all appropriate parties. After the scheduled registration dates, the director of registration will be responsible for maintaining records of late sign-ups and distributing that information to assigned coaches as well as director of volunteers. Once registration is closed, the director is responsible to make sure all information such as photos, birth certificates, and registration documents are received and distributed in book form to each coach. At Large Members Identify potential problems and opportunities. They work effectively toward common goals as a team member, set objectives and develop action plans for selected and/or assigned projects. At Large Members also provide support where it is deemed necessary.

6 Article IV Section 1: Meetings There will be at least one (1) board meeting every month, except for the month of December. In the event of multiple conflicting schedules and knowing quorum will not be held the president may opt for a meeting/discussion via . This may not happen more than twice in one calendar year and never consecutively. During board meetings all executive board members should be present. If a member misses two (2) consecutive meetings without 48 hours notice they may be removed from the board; the president will initiate this motion. A member missing three (3) consecutive meetings will automatically be removed from the board and may not be reelected into a position for a term of three (3) years. Section 2: VACANCIES The president can and shall fill any board member position becoming vacant, except the presidency, and add any board members he or she deem necessary. Any placement due to vacancy or need must be re-elected by the board when that positions term ends. If the presidency becomes vacant the vice-president will fill the chair until a new president is elected by the board within ten (10) days of the position becoming vacant. Section 3: QUORUM Two-thirds (2/3) of the board shall constitute a quorum. A quorum must be in attendance before any business may properly come before the board or before voting can begin. In the event quorum is not met, the executive board can vote to waive quorum. Section 4: AGENDA Agendas will be sent to all board members in advance of the meeting. The agenda is to be followed and navigated by the president or the secretary. All agenda items should be covered before any new business can be discussed. Article V Section 1: BY-LAWS By-laws may be amended by a two-thirds (2/3) vote by the board of directors.

7 Section 2: VOTING 1. The officers reserve the right to vote on any matter as an executive board. One vote each will be recorded by president, vice-president, treasurer, and secretary. In the event of a tie, the president can either break the tie or send the vote to the entire board of directors. 2. All members of the board of directors, except the president, will receive one (1) vote for any issue brought to the board for voting purposes. The president will only vote in case of a tie. This does not include elections; the president will cast a vote for board elections. Article VI Section 1: CONDUCT It is the responsibility of each individual member to maintain the integrity and credibility of this organization. Any acts of misconduct, on or off the field, may be subject to immediate removal from the board of directors. Section 2: INDEMNIFICATION Each executive member of this organization shall be indemnified by the organization against any and all expenses actually incurred by such member in conjunction with the defense of any action, suit or proceedings to which said member is made party to reason of being or having been a member of the organization, except in relation to matters as to which the said member shall have been conclusively adjudged in any such action, suit or proceeding to be liable for gross negligence or misconduct in performance of the duties as such member. The indemnification shall not be deemed to be exclusive of any other rights to which such person may be entitled under any arrangement by the association or the laws of the state of Indiana.

8 Conflict of Interest Policy Article I Purpose The purpose of the conflict of interest policy is to protect this tax-exempt organization's (Organization) interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations. Article II Definitions 1. Interested Person Any director, principal officer, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person. If a person is an interested person with respect to any entity in the health care system of which the organization is a part, he or she is an interested person with respect to all entities in the health care system.] 2. Financial Interest A person has a financial interest if the person has, directly or indirectly, through business, investment, or family: a. An ownership or investment interest in any entity with which the Organization has a transaction or arrangement, b. A compensation arrangement with the Organization or with any entity or individual with which the Organization has a transaction or arrangement, or c. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Organization is negotiating a transaction or arrangement. Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial. A financial interest is not necessarily a conflict of interest. Under Article III, Section 2, a person who has a financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists. Article III Procedures 1. Duty to Disclose In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board delegated powers considering the proposed transaction or arrangement. 2. Determining Whether a Conflict of Interest Exists After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide if a conflict of interest exists. 3. Procedures for Addressing the Conflict of Interest a. An interested person may make a presentation at the governing board or committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest. b. The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement. c. After exercising due diligence, the governing board or committee shall determine whether the Organization can

9 obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest. d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the Organization's best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement. 4. Violations of the Conflicts of Interest Policy a. If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose. b. If, after hearing the member's response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action. Article IV Records of Proceedings The minutes of the governing board and all committees with board delegated powers shall contain: a. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the governing boards or committee's decision as to whether a conflict of interest in fact existed. b. The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings. Article V Compensation a. A voting member of the governing board who receives compensation, directly or indirectly, from the Organization for services is precluded from voting on matters pertaining to that member's compensation. b. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Organization for services is precluded from voting on matters pertaining to that member's compensation. c. No voting member of the governing board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Organization, either individually or collectively, is prohibited from providing information to any committee regarding compensation. Article VI Annual Statements Each director, principal officer and member of a committee with governing board delegated powers shall annually sign a statement which affirms such person: a. Has received a copy of the conflicts of interest policy, b. Has read and understands the policy, c. Has agreed to comply with the policy, and d. Understands the Organization is charitable and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes. Article VII Periodic Reviews To ensure the Organization operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted.

10 The Undersigned, Secretary of this Corporation, hereby certifies that the Conflict of Interest Policy of this Corporation was duly adopted as of day of, 2013 By: Secretary