CANON MAC YOUTH FOOTBALL ASSOCIATION BYLAWS 2018

Transcription

1 CANON MAC YOUTH FOOTBALL ASSOCIATION 2018

2 Table of Contents ARTICLE I PURPOSE... 3 ARTICLE II MEMBERSHIP... 4 ARTICLE III GOVERNING BODY... 5 ARTICLE IV - MEETINGS... 5 ARTICLE V DIRECTORS... 6 ARTICLE VI OFFICERS (Executive Board)... 9 ARTICLE VII ASSOCIATE MEMBERS OF THE BOARD ARTICLE VIII COMMITTEES ARTICLE IX ZERO TOLERANCE POLICY ARTICLE X ELECTIONS & VOTING ARTICLE XI FINANCIAL CONTROLS ARTICLE XII - MISCELLANEOUS

3 ARTICLE I PURPOSE Section Purpose The Canon Mac Youth Football Association (here after called in this document CMYFA) is organized exclusively for the purpose of promoting recreation football and cheer in the Municipality of Canonsburg. CMYFA has been granted 501(c) 3 Status and must adhere the rules as defined by the IRS to maintain this status. Please refer to the following IRS website for more information. In particular the Board of Directors of CMYFA shall: (a) Promote the CMYFA recreational football and cheer program in the Municipality of Canonsburg in ways deemed appropriate by the Board, including without limitation, publicizing the availability of the program, attendance at all Washington Green Youth Football League ( WGYFL ) league meetings, attendance at all league meetings of other leagues CMYFA, or a portion thereof, may join, and, as necessary, meetings of the North Strabane Park Recreation Board and the Municipality of Canonsburg; (b) Provide every child with the opportunity to learn, develop and play the game of football and cheer; (c) Publish and update the CMYFA by-laws annually, which detail the expected behavior and conduct of all Coaches, players and parents; (d) Interpret league rules and address any concerns over league rules. The Board shall also consider and recommend variations and/or amendments to the league rules; (e) Review all head coaching positions on an annual basis and appoint new head coaches as needed; (f) The Board shall elect the Executive Board which shall consist of the President, Vice President, Cheer Director, Treasurer and Athletic Director. 3

4 2.1 Membership ARTICLE II MEMBERSHIP Members in CMYFA are players and cheerleaders, volunteer adult leaders, parents or guardians of players and cheerleaders, managers, coaches, and board members. Membership is annual initiating with paid registration fees for participants and their parents and/or guardians terminating on December 31st of each year or at the conclusion of postseason play. Membership for coaches starts with board approval as a confirmed coach and ends on December 31st of each year or at the conclusion of post season play. Membership for board members starts with placement on the board and terminates upon resignation, documented failure to perform duties, and/or removal by board action, or as otherwise defined in these bylaws. 2.2 Registration Fees The Annual Registration Fee for each player will be decided at the December Board Meeting for the following Season (e.g fees for the season beginning August, 2018 will be decided at the January 2018 Board Meeting). Registration Fees are subject to change based on the Financial Strength of the organization at the time of the December Board Meeting. 2.3 Refunds for Registration Fees Registration Fees will be refunded 100% upon request less a $15.00 administration fee and minus the costs of cheer camp until the second week of football practice of the upcoming Season. After the first full week of football practice no refunds for registration fees will be given. In the event of extenuating circumstances, the Board may choose to refund fees at their discretion. 4

5 ARTICLE III GOVERNING BODY Section Governing Body CMYFA shall be governed by a Board of Directors (the Board ) which shall consist of at least seven (7) but not more than ten (10) members. All matters concerning CMYFA shall be decided by a vote per Article X of these by-laws. ARTICLE IV - MEETINGS Section Meetings Meetings of the Board shall be held at such time and place as the Board shall from time to time determine. The first meeting of each year shall be held on the second Wednesday in January. Regular meetings of the Board shall be held once a month on the second Wednesday of the month or such other date as the Board shall from time to time determine. A special meeting of the Board may be called at any time by the President or any three Directors, to be held at the time and place designated in the call. At least seven days notice, written or oral, of all meetings of the Board shall be given to each Director specifying the place, day and hour thereof. Any business may be transacted at any regular or special meeting of the Board, with or without reference to such business in the notice of such meeting, except as otherwise provided herein or by law. All regular meetings shall be open to all members who have a paid annual registration fee and are members in good standing of CMYFA and shall be posted on our web site. Section 4.2 Quorum The presence at any meeting of a majority of Directors then in office shall constitute a quorum and, unless otherwise required by these Bylaws or by law, the acts of a majority of the Directors at any meeting at which a quorum is present shall be the acts of the Board. 5

6 Section Proxies At all meetings of Directors, each Director may vote in person or by proxy. All proxies shall be in writing and filed with the Secretary. Every proxy shall be revocable and shall automatically cease on conveyance by the Director of his or her lot. A Director may not revoke a proxy except by actual notice of revocation to the person presiding over a meeting of CMYFA. A proxy is void if it is not dated or purports to be revocable without notice. A proxy terminates one year after its date unless it specifies a shorter term. Section 4.4 Action by Written Consent Any action required or permitted to be taken at a meeting of the Board, or any committee provided for herein, or created pursuant to authority contained in these Bylaws, may be taken without a meeting if a consent in writing, setting forth the action so taken, shall be signed by all the members of the Board or such committee, as the case may be. ARTICLE V DIRECTORS Section 5.1 Requirements of Directors in General (a) All Directors must be Members in good standing of CMYFA as defined in Section 2 of these Bylaws and: (i) not be in a position to gain financially as a result of any activity of the Board, or be associated with any company or organization contracting or doing business with the Board. Directors are required to attend at least one game or one practice per week. Directors are required to attend all Board Meetings, unless a valid reason for their absence has been forwarded to the Vice President and/or another Member of the Executive Board prior to a scheduled Board Meeting. (b) In addition to the requirements listed in Section 5.1(a), spouses may not concurrently serve as Directors of the Board. Any individual that wishes to become a Director of the Board will be ineligible for consideration as a Director if their spouse is currently a Director of the Board. (EXCEPTION: Concessions Coordinator is a non-voting position and does NOT apply to Section 5.1b if agreed upon by the Board). 6

7 Section 5.2 Election of Directors; Term of Office The Board shall consist of an Executive Board of Directors and an Associate Board. The Executive Board of Directors of CMYFA shall be elected by the Board as a whole and will serve a term of two (2) years. Those board members elected as Directors shall perform the functions of their respective office as defined in Article VI below. The Associate Board shall be elected in an open election, as described in Article X below, and shall serve for a term of one (1) year. Terms of all Executive Board Members shall be staggered so that a minimum of two (2) Executive Board positions will be open for election in any given year. The Board shall consist of seven (7) voting members. Associate Board members as outlined in Article VII will be elected by the members of CMYFA each year at the annual Election Meeting, as described in Article X below. Election terms will be open for vote as described below; only Executive Directors shall be on the Sportsman Committee to vote on all discipline matters as outlined in Article IX. Executive Directors in bold. Odd number years ( EX: 2017) President,, Treasurer, Cheer Director Even number years (EX: 2016) Vice President, Athletic Director Every year Events Coordinator, Financial Coordinator Section 5.3 Attendance at Board Meetings In accordance with these Bylaws, all Directors are required to attend all Board Meetings, unless such Director has a valid excuse for not attending a Board Meeting. If any Director fails to attend two (2) or more consecutive meetings, for which no valid excuse for his or her absence has been offered or forwarded to the Vice President, the Board may vote to have the Director removed in accordance with Section 5.5 of this Article V. Valid excuses for absence from a Board Meeting shall include, but are not limited to the following: sickness, travel (business or pleasure), vacation, other family commitment, and conflict with another sporting event. 7

8 Section 5.4 Board of Director s Responsibility Each member of the CMYFA Board of Directors is responsible for overseeing designated activities agreed upon at the annual Executive Officer selection meeting in order to deliver a positive experience to all of our participants. At the first meeting of the newly elected Board, the following responsibilities/activities should be assigned to the individual Board member most qualified to perform, monitor and complete the event/project. Every effort should be taken to distribute the work load evenly across the Board of Directors. The following shall be appointed, as well as future endeavors as identified by the Board of Directors: Bylaws Elections Combine Business Managers Head of Committees Operating Budget Fundraising Equipment and Fields Communications and Web Page Registration Concessions Coaches Collection of Monitor Sheets Section 5.5 Resignation and Removal of Directors Any Director of CMYFA may (a) resign at any time by giving notice to such effect to the Board and (b) may be removed at any time when it is determined by a two-third vote of the individual Directors that it would be in the best interests of CMYFA to remove such Director. Section 5.6 Vacancies Any vacancies occurring on the Board between regular elections will be filled by the candidate who received the next highest votes from the previous election and a majority of the vote of remaining Directors, even if less than a quorum, for the remainder of the term of the vacant position. The President reserves the right to leave the vacancy unoccupied for the remainder of the calendar year. 8

9 ARTICLE VI OFFICERS (Executive Board) Section 6.1 Designation of Officers The Officers of CMYFA shall be a President, a Vice President, Cheer Director, a Treasurer and an Athletic Director. All Officers of the Board shall have served as an Associate Member before being considered for election as an Officer. All such Officers shall be elected by the Board and shall serve for a term of two (2) years. All such officers shall be elected by the Board at its November meeting, or at a special meeting immediately following the election of Directors in accordance with Article X below. The Board shall have the right at any time to remove any one or more Officers when it is determined by two-thirds of the individual Directors present at any meeting at which a quorum is present that it would be in the best interests of CMYFA to do so. Any vacancy in any of such Officer position shall be filled by the Board. The President reserves the right to leave the vacancy unoccupied for the remainder of the calendar year. Section 6.2 President The President shall (a) preside at all meetings of the Board of CMYFA and head the Executive Board, (b) appoint chairmen of the standing committees necessary to conduct the activities of CMYFA, (c) be an ex-officio member of all committees, (d) act as liaison between CMYFA and the North Strabane Park Recreation Board, (e) exercise general supervision and control over the affairs of CMYFA subject to the authority of the Board and (f) perform such other powers and duties as may from time to time be prescribed by the Board, (g) represent the CMYFA at all WGYFL league meetings or delegate said duty to a fellow Director. Section 6.3 Vice President The Vice President shall assist the President and, in the President s absence, assume the duties of the President, and shall have and perform such other powers and duties as may from time to time be prescribed by the Board or the President. In particular, the Vice President shall (a) coordinate registration and the draft process with the Board, (b) oversee the duties of the Directors on the Executive Board and Associate Members, (c) investigate all complaints received by the Board and (d) shall have the final say in all draft issues and Head Coach appointments. 9

10 Section 6.4 Cheer Director The Cheer Director shall (a) coordinate all cheer activities,(b) ensure reasonable levels of safety practices and policies as well as responsibilities are adhered to by coaches, (c) coordinate selection of coaches and helpers, (d) coordinate contracts of choreography, equipment and uniforms for Board approval, (d) selects components for cheer leaders and (e) is communication leader for cheer. Section 6.5 Treasurer The Treasurer shall (a) keep regular books of account, (b) prepare a monthly report for presentation at each regular meeting, detailing revenue and expenses of CMYFA, (c) prepare an annual operating budget, which shall be approved by the Board at its regularly scheduled May meeting, detailing anticipated expenditures for the fiscal year and (d) perform such other powers and duties as may from time to time be prescribed by the Board or the President to ensure the sound financial operation of CMYFA. All moneys shall be deposited to the credit of and in the name of CMYFA in a depository designated by the Board. Section 6.6 Athletic Director The Athletic Director shall (a) ensure as Safety Leader that reasonable levels of safety practices and policies, as well as rules and responsibilities of head coaches are adhered to, (b) select and ordering of all equipment and uniform needs, (c) coordinates hand-out and returns of equipment and uniforms, (d) liaison with equipment contractors and (e) obtains field permits. 10

11 ARTICLE VII ASSOCIATE MEMBERS OF THE BOARD Section 7.1 Associate Members There shall be two (2) Associate Members that shall be selected by the Board. The Associate Members shall attend and represent CMYFA meetings, may attend WGYFL and any other youth football league as the Board deems appropriate. The Associate Members shall regularly report to the Board at the regularly scheduled monthly Board meetings, the content and issue(s) addressed at the WGYFL meetings and other youth football league meetings. Each Associate Member shall serve at the discretion of the Board. The Board shall have the right at any time to remove any one or more Associate Members when it is determined by two-thirds of the Board present at any meeting at which a quorum is present that it would be in the best interests of CMYFA to do so. Any vacancy in any of such Associate Member position shall be filled by the Board. The President reserves the right to leave any vacancy unoccupied for the remainder of the calendar year. Section 7.2 Events Coordinator The Events Coordinator shall (a) coordinate all special events, such as but not limited to the kick-off party and year end banquet, (b) planner and purchaser of all things needed for special events, (c) regulates and monitors with assistance from head coaches volunteer duties for special events and (d) assists in fund raising activities. Section 7.3 Financial Coordinator The Financial Coordinator shall (a) support the Treasurer and his duties, (b) co-manage the budget and ensure timely payments are made, (c) assist with fund raising events, (d) assists Treasurer in preparing annual Form 990 Federal Tax Return and (e) assists in collections and deposits of monies. Section 7.4 Authority The Events Coordinator and Financial Coordinator shall have the authority delegated to them by the Board. The Events Coordinator and Financial Coordinator shall not have the authority to bind CMYFA or submit to the Board any action requiring their approval, to adopt, amend, or repeal these Bylaws, fill vacancies in the Board, amend or repeal any resolution of the Board or take any action with respect to matters committed by these Bylaws or a resolution of the Board. 11

12 Section 8.1 Creation; Members ARTICLE VIII COMMITTEES There shall be such standing or temporary committees as the Board may from time to time create. Each committee shall consist of at least three persons of whom at least one may be a Director. Committee chairpersons shall be selected by the Board. Each committee member shall hold office at the pleasure of the Board. The standing committees shall include, but are not limited to, Fundraising, Concessions, Team Parties, Adult Parties (Social), Team Pictures, Family Tailgate, Youth Night at CMHS, Player s Gifts and After Practice Parties. All committee member positions shall be non-board voting positions. Section 8.2 Authority Each committee created by the Board shall have the authority delegated to it by the Board provided that no committee shall have the authority to bind CMYFA or submit to the Board any action requiring their approval, to adopt, amend, or repeal these Bylaws, fill vacancies in the Board, amend or repeal any resolution of the Board or take any action with respect to matters committed by these Bylaws or a resolution of the Board to another committee. Section 8.3 Meetings Regular meetings of any committee may be held at such times and places as such committee may from time to time fix by resolution. Special meetings of any committee may be called by any member thereof upon not less than one day s notice stating the place, date and hour of the meeting. Section 8.4 Quorum A majority of the members of a committee shall constitute a quorum for the transaction of the business of such committee, and the acts of majority of the members present at any meeting at which a quorum is present shall be the acts of such committee. 12

13 ARTICLE IX CMYFA BEHAVIOR POLICY Section 9.1 CMYFA Behavior Policy The Board has adopted a CMYFA Behavior Policy. The ultimate purpose of the CMYFA Behavior Policy is to create a pleasant atmosphere in the CMYFA organization. The Board has adopted this policy in an attempt to eliminate all unacceptable behavior of Coaches, players and parents in order to make the game more enjoyable for all. The Board will hold accountable any individual who fails to adhere to the CMYFA Behavior Policy. Parents / Guardians must sign the CMYFA Behavior Policy handed to them by a CMYFA Board member to be held accountable for their actions and as to be notified of the policies. Football players and cheer leaders will NOT be able to participate unless the CMYFA Behavior Policy is signed. Section 9.2 Examples of Unacceptable Behavior (a) Examples of unacceptable behavior of Coaches include, but shall not be limited to the following: Badgering, threats, aggressive touching, grabbing or contact with players, use of foul language, consuming alcohol or tobacco at any practices or games, use of the social media network in a manner which is detrimental to the organization, coaches, and/or players or displaying unsportsmanlike conduct. Unsportsmanlike conduct on the part of Coaches includes, but shall not be limited to the following: illegal defenses, alignments or blitzing (9 year old and under divisions), utilizing dirty tactics, badgering referees or opponents coaches and players, and any other conduct detrimental to CMYFA. (b) Examples of unacceptable behavior of players include, but shall not be limited to the following: Badgering, threats, fighting, bullying, use of the social media network in a manner which is detrimental to the organization, coaches, and/or players or displaying unsportsmanlike conduct outside of the aggressiveness of contact football. (c) Examples of unacceptable behavior of parents include, but shall not be limited to the following: Badgering, threats, use of foul language, consuming alcohol or tobacco at any practices or games, use of the social media network in a manner which is detrimental to the organization, coaches, and/or players or displaying unsportsmanlike conduct. Unsportsmanlike conduct on the part of parents includes, but shall not be limited to the following: badgering referees or coaches and players, and any other conduct detrimental to CMYFA. 13

14 Section 9.3 Violation of the CMYFA Behavior Policy If any Coach, player, parent or other member of CMYFA exhibits unacceptable behavior and violates the CMYFA Behavior Policy, while at any league sanctioned event (practice or game), the member s unacceptable behavior shall be reported to the Sportsman s Committee in the form of a Written Letter of Complaint or via to CMYFA1@gmail.com within a 48 hour time period after the incident occurred. Violations of the CMYFA Behavior Policy shall not expire on a calendar year basis and shall be cumulative during any individual s involvement with CMYFA. Section 9.4 Procedures to address violations of the CMYFA Behavior Policy The Sportsman s Committee will review the written Complaint and make the proper arrangements to hear from all parties. All parties shall include, but shall not be limited to the following: Head Coach, Assistant Coaches, Witness(es), Player(s), and Parent(s)/Guardian(s). A discussion of the incident in full detail will take place with the Sportsman s Committee. Based upon the discussion, the Sportsman s Committee shall make a final ruling and determine if the behavior is found to be unacceptable. If the Sportsman s Committee s ruling determines that the individual(s) behavior was unacceptable, the individual(s) will be deemed to have violated the CMYFA Behavior Policy and WILL BE REPRIMANDED. ALL DECISIONS OF THE SPORTSMAN S COMMITTEE ARE FINAL. Section 9.5 Reprimands for Violation of the CMYFA Behavior Policy The Sportsman s Committee realizes that each incident could and will vary depending upon the severity and the frequency with which it occur(s), as a result punishment and/or reprimand could and will range from the following. Determination of the level of the infraction shall be decided by the Sportsman Committee whereas all decisions are final: Violation by Coaches 1st level Warning (Written) 2nd level Suspension from Practice or Game (number depends on severity of incident) (individual may watch game from stands or work concession) 3rd level Expulsion from CMYFA (or Suspension for Season (no participation of any kind in any practice or game) Expulsions include forfeiting the Volunteer Check of $200 regardless if duties were performed. 14

15 Violation by Players 1st level Apologizing to other player(s) 2nd level Suspension from practice and or Game, reduction in playing time 3rd level Expulsion from CMYFA (or Suspension for Season) Expulsions include forfeiting the Volunteer Check of $200 regardless if duties were performed. Violation by Parents 1st level Warning (Written) 2nd level Suspension from Game (individual not allowed to attend game 3rd level Expulsion from CMYFA (or Suspension for Season (no participation of any kind in any practice or game) Expulsions include forfeiting the Volunteer Check of $200 regardless if duties were performed. Section 9.6 Payment of Fines Should any individual member of CMYFA (Coach, Parent or Player (including that players Parent(s)/Guardian(s)) engage in any conduct which is detrimental to CMYFA such that a fine is imposed for such conduct, payment of the fine shall be the sole and absolute responsibility of such individual. CMYFA shall in no way be responsible for the payment of any fines levied against individual members of CMYFA by the WGYFL or any other youth football leagues of which CMYFA may be a member. Should any individual subject to a fine, fail to pay such fine in a timely fashion, such individual will be subject to further sanctions by CMYFA. If the CMYFA Sportsman s Committee has not assembled and have considered the situation with regard to the sanctioned fine, upon request of the alleged offender, he may request a meeting with the CMYFA to appeal his case. ALL DECISIONS OF THE SPORTSMAN S COMMITTEE ARE FINAL. Section Composition of the Sportsman's Committee The Sportsman's Committee shall be comprised of the Executive Board, which includes the President, Vice President, Cheer Director, Treasurer and Athletic Director. The Sportsman s Committee shall regularly report to the Board any actions taken by the Sportsman s Committee regarding violations of the Zero Tolerance Policy. In addition, violations of a severe nature, and the appropriate reprimand or punishment, shall be considered by the Board as a whole. 15

16 ARTICLE X ELECTIONS & VOTING Section 10.1 Election to Board Potential candidates for election to the Board must be at least 21 years of age, and must be members in good standing of CMYFA. Members in good standing, as described shall: (a) have paid the annual registration fee, (b) be in good standing with CMYFA and (c) be willing to adhere to the duties and responsibilities of a Director as outlined in these Bylaws. Section 10.2 Election Nominations The Board shall send a Nominations notification each year, but no later than the first week of October, notifying all Members in good standing of open positions on the Board. Interested Members in good standing must register for the open position on the CMYFA web site by the last day of October for consideration to be elected to the Board for the regularly scheduled election meeting held in November, or a later date as determined by the Board of any given year (the Annual Election Meeting ). Section 10.3 Voting Eligibility To be eligible to vote on open matters presenting to the members involving CMYFA matters, members must have attend at least half three (3) of the previous six (6) regularly scheduled board meetings or half of the current years meetings. A year is quantified from Jan 1 to Dec 31 as per Article XII. Special or emergency meetings do not qualify nor count towards yearly attendance of meetings. All board members will vote on all matters with this exception: Only Executive Board (Sportsman Committee) will vote on disciplinary actions. Section 10.4 Election Process CMYFA shall hold an annual open election meeting in November, or a later date as determined by the Board, of any given year. At the Election Meeting members eligible to vote that have paid the annual registration fee, will be given a ballot with all eligible candidates listed for open positions on the board. Eligible voters shall be entitled to one vote for each open board position. For example, each year there will be at least 2 open board positions and any number of eligible candidates, therefore each family will be entitled to vote for 2 candidates to fill the open board positions. 16

17 Section 10.5 Election Results Following the Annual Election Meeting, current members of the Board shall count all votes cast. Those candidates with the most votes, shall fill the open board positions. Following the tabulation of the votes, the new board members will be notified of their election to the Board and the winning names posted on the CMYFA website. Section 10.6 Veto Process The President and/or Board has the power to veto any vote they find detrimental to CMYFA. ARTICLE XI FINANCIAL CONTROLS Section 11.1 Signature and Endorsement of Checks Checks, drafts and other negotiable instruments shall be signed or endorsed by the Financial Coordinator if under $500.00; if the payment is in excess of $500.00, then two signatures/authorizations are required; Financial Coordinator and the President ( communication and authorization is acceptable). In the absence of the President or Financial Coordinator, the Board may authorize and empower any Director to exercise such authority. Section 11.2 Payment of Bills/ Expenses All invoices should be submitted to the following address: CMYFA, P.O. Box 348, Canonsburg, PA 15317; or via to: The Vice President will scan and all bills to the President, Treasurer and Financial Coordinator of CMYFA. The President must approve payment of every invoice before the Treasurer or Financial Coordinator makes payment to them. Approval can be in the form of a signature on the invoice, or an acknowledging and approving the invoice. Every invoice and subsequent payment will be kept in the files for a period of time as required under PA Law for non profits. Section 11.3 Execution of Contracts Contracts and other agreements shall be executed on behalf of CMYFA by the President or the Vice President. In addition, the Board may from time to time authorize other officers or agents to execute any contract or agreement on behalf of CMYFA and such authorization may be general or confined to specific instances. Contracts will be renegotiated and bid proposals will be accepted on a yearly basis for football and cheer contracts. The CMYFA Board will make the final decision on contract renewals based on the bid proposals. 17

18 Section 11.4 CPA Audits A Certified Public Accountant (CPA) will be retained by CMYFA to perform official audits of CMYFA finances on an annual basis. Instructional information and/or suggestions by the CPA must be adhered to by CMYFA. Section 11.5 Competitive Bidding Policy The CMYFA shall competitively bid any individual good or service that exceeds $3,000.00, by at least three (3) qualified vendors. The competitive bidding process for CMYFA will be based on identifying vendors offering the best combination of price, delivery, performance to specification, service, and qualifications. The vendor will be chosen by a majority vote. Goods or services below $3, need not be subject to competitive bidding but must be discussed and passed by vote of the Board. Section 11.6 Operating Budget An Operating budget shall be prepared by the Treasurer with input from the Board on an annual basis. The Operating Budget shall be voted on in May, or at such other time and date as designated by the Board. The Operating Budget will be adhered to as much as possible. Expenditures that are expected to exceed the budgeted amount by more than $300.00, or extraordinary expenditures that were not included in the Annual Operating Budget, shall be reviewed and voted on by the Board. Section 11.7 Additional Financial Controls The Treasurer shall receive and reconcile the bank statements, OR write checks, but not both. Incoming checks should receive immediate restrictive endorsement (preferably a bank stamp, or handwritten "For deposit only, ABC Bank, Account # ") and be deposited within a week, with no cash back. Outgoing checks must be supported by an approved invoice, receipt, or a voucher prepared by the volunteer if a receipt or invoice isn't available. 18

19 ARTICLE XII - MISCELLANEOUS Section 12.1 Fiscal Year The fiscal year of CMYFA shall be on a calendar year basis from January 1 to December 31, or such other twelve-month period as the Board of Directors may designate. Section 12.2 Eligible Participants in CMYFA Only those children that reside in the Canon McMillan School District zone may participate in CMYFA. Any request for an exception of this rule must be submitted in writing to the CMYFA Board, for their review and decision. All decisions of the CMYFA Board regarding requests for exception from this rule are final. Section 12.3 Liability Individual Directors, Associate Members, committee members, or any other members of the Board shall not have any personal liability for any actions, non-actions, votes or any other activity taken by the Board in its capacity as the governing body of CMYFA. Section 12.4 Head Coach s Preference The Head Coach of any CMYFA football or cheer team has the right and privilege to select any CMYFA member to be an assistant coach, as long as that member passed all the requirements stated in Section 12.5 Clearances of the CMYFA By-Laws. The head coach of any CMYFA football and cheer team also can make the decision to remove any assistant coach from the team for reasons they feel are detrimental to the team. Before removal of any assistant coach, the head coach must address the reason for removal with the CMYFA Sportsmans Committee. 19

20 Section 12.5 Clearances All CMYFA Board Members, Coaches and Assistant Coaches must obtain both PA State Police Criminal Record Check and PA Child Abuse History Clearance. All Coaches must submit both Clearances to the Board prior to the first practice of any given year. It is CMYFA policy that all clearances will be updated every year. Should any Coach fail to submit to the Board the required Clearances prior to the first practice of any given year, such Coach will not be allowed to Coach until their clearances are submitted. New clearance requirements for adult volunteers responsible for the welfare of a child or having direct contact with children went into effect 7/1/2015. New clearance requirements if a volunteer has been a resident of PA continuously for the past 10 years: 1. PA State Police Criminal Record Check 2. ChildLine (PA Child Abuse History Clearance through the Department of Human Services) 3. Signed Disclaimer affirming no charges in other states that would prohibit selection as a volunteer New clearance requirements if a volunteer has NOT been a resident of PA continuously for the past 10 years: 1. PA State Police Criminal Record 2. ChildLine (PA Child Abuse History Clearance through the Department of Human Services) 3. FBI Criminal Background Check (fingerprint check) for federal criminal history records ALL COACHES AND ASSITANT COACHES MUST COMPLETE THE ABOVE REQUIREMENTS PER PENNSYLVANIA LAW. All Coaches and Assistant Coaches must obtain each season USA Footballs Heads Up certification for their age group. Costs of registration are paid by the applying coach and are not to be paid or refunded by the CMYFA. Should any Coach fail to submit to the Heads Up Certification prior to the first practice of any given year, such Coach will not be allowed to Coach until their clearances are submitted. 20

21 Section 12.6 Assets of CMYFA All assets of CMYFA are dedicated to the express purposes within the guidelines of the Municipality of Canonsburg and the North Strabane Board of Parks & Recreation. In the event CMYFA is dissolved, the Board shall pay, satisfy and discharge any and all approved and authorized liabilities of CMYFA and make adequate provision for any outstanding liabilities. After such payments of and provision for CMYFA liabilities, all remaining assets of CMYFA shall be distributed to the Municipality of Canonsburg. Section 12.7 Equipment Checks Families will make out a check to CMYFA dates December 1, of that year for equipment rental. Football checks will be made out for $400 and Cheer checks will be made out for $200. These checks will not be cashed unless the family fails to return all their equipment. Checks will behanded back to the families upon equipment return. NO FOOTBALL OR CHEER PLAYER WILL BE PERMITTEDS TO PARTICPATE WHOSE FAMILES DO NOT GIVE CMYFA EQUIPMENT CHECKS. Section Sponsorships The CMYFA will accept sponsorships and donations to the organization. All sponsor and donations must be accompanied with the CMYFA sponsorship form and ONLY CHECKS will be accepted written to the CMYFA. Businesses that donate more than $100 must receive a thank you letter from the CMYFA with the Board names and CMYFA logo on it, along with the amount of money donated as proof of their sponsorship or donation. The CMYFA will reimburse one a registration fee for any family which raises $500 in collective sponsorships. Section 12.9 Key Responsibility Head football coaches and Cheer Director will be assigned a gate fob and possible keys for which they must sign. It is the responsibility of the key owner to secure all Lil Macs assets. The head coach of the team who is responsible for concessions will open and close the facility, including the gates. Section Amendments In January the By-Laws will be reviewed and discussed for amendments. These Bylaws may then be amended, revised, repealed or altered, in whole or in part, by a majority vote of the individual Directors present at the meeting next following such notice. Once approved the By-Laws must be posted on the CMYFA web site. 21

22 Section Team requests Football - CMYFA will abide by the governing WGYFL rules as it applies to permitting players to play down a grade for physical safety reasons. CMYFA will reserves the right to refuse to let players play down if it affects the outcome of fielding a football team. Cheer - members will be placed in the age group they are registering for and will not be permitted to switch teams without the Cheer Director s approval. CMYFA will reserves the right to refuse to let members switch teams if it affects the outcome of fielding a cheer team. 22

23 THE CANON MAC YOUTH FOOTBALL ASSOCATION BY-LAWS WERE: Adopted: February 1, 2015 Revised: November 15, 2016 Revised: February 8, 2017 Revised: January 24,