Oakmont Youth Football and Cheer, Inc Bylaws

Transcription

1 Oakmont Youth Football and Cheer, Inc Bylaws Adopted: May 18, 2017 (v. 1.0) OAKMONT YOUTH FOOTBALL AND CHEER, INC. PO BOX 332 WESTMINSTER, MA 01473

2 Every League and Association is required to have its own Constitution and Bylaws and those documents must be in accordance with National policies and procedures. These documents regulate the internal practices and procedures of leagues and associations by defining the relations, rights and duties of the members, and the powers, duties and limitations of the officers and directors. Power to adopt or amend the Constitution and Bylaws is the responsibility of the Board of Directors. If a conflict arises between Bylaws of a League and an Association, the League Bylaws take precedence. AYF National Policies and Procedures and Bylaws take precedence in the case of any conflict. This corporation is organized exclusively for charitable purposes within the meaning of Section 501-C-3 of the Internal Revenue Code. The property of this corporation is irrevocably dedicated to charitable purposes and no part of the net income or assets of this corporation shall ever inure to the benefit of any director, officer, or member thereof or the benefit of any private person. Upon the dissolution or closing out of this corporation it s assets remaining after payment or provision for payment of all debts and liabilities of the corporation shall be distributed to a non-profit fund, foundation or corporation of like goals and philosophy, and which has established its tax-exempt status under Section 501-C-3 of the Internal Revenue Code and/or by a majority vote of the Executive Committee.

3 Oakmont Youth Football and Cheer Our program is based at Oakmont Regional High School in Northern Worcester County and is open to participants from Ashburnham and Westminster. We are members of the Central Massachusetts Youth Football and Cheer Conference. We offer both cheering and football for children between the ages of 5 and 15 years old. Oakmont Youth Football and Cheer is a family oriented organization with numerous planned activities that allow families to develop life-long friendships and bonds with other families in the organization. The Oakmont Youth Football and Cheer program has four basic goals for participants in the program: 1. Introduce participants to the basics of football and cheerleading in a way that prepares them for the future 2. Develop well-rounded young men and women by exposing them to the fundamental values of self-discipline, teamwork, friendship, leadership, and sportsmanship 3. Encourage our athletes to excel academically through hard work in the classroom 4. Take part in the fun and excitement of competition, be it football or cheering Central Massachusetts Youth Football and Cheer Goals To ensure that youth football and cheer is provided, by all member associations, to all Central Massachusetts youth that express an interest in the sports; and that the no child is kept from participation due to the superficial restriction of size or weight. To provide a well-balanced, competitive season schedule of games, and competitions while also maintaining the opportunity for post-season play, such as, playoffs, championships, all-stars and other bowl games as well as regional and national games and competitions for both Cheer and Football. To assist and guide Member Associations with all aspects of administration of their programs, to include insurance, rules, regulations, and overall operation as needed to be successful. To ensure that all Member Associations teach each child the value of fair play, sportsmanship, leadership, discipline, teamwork, discipline both on and off the field, respect for self and others through their participation in football and cheerleading. To ensure that all Member Associations teach each participant the importance of always striving to succeed, to never give up, to win with grace and loose with dignity. To ensure that all Member Associations promote, encourage and reward the concept of Academic Achievement through hard work in the classroom. To ensure that all Central Mass Conference and Association Leadership and Volunteers are persons of exemplary character in all aspects of their lives, and demonstrate by example the value of Community Service and overall good citizenship.

4 ARTICLE I NAME The name of this Association shall be known as Oakmont Youth Football and Cheer, Inc. All Teams/Levels of this association, both Football and Cheerleading, shall be known as the Chargers. ARTICLE II STATEMENT OF AFFILIATION Oakmont Youth Football and Cheer, Inc. (hereinafter referred to as OYFC) shall be affiliated with Central Massachusetts Youth Football and Cheer Conference, Inc. (hereinafter referred to as CMYFCC) and shall be governed by and comply with the principles, rules and regulations enunciated and declared by CMYFCC and the Highest Local Authority (hereinafter referred to as HLA) as chartered by CMYFCC in which OYFC maintains membership. ARTICLE III SITE OF PRINCIPLE OPERATIONS The principle operation of OYFC shall be in and about the towns of Ashburnham and Westminster, County of Worcester, State of Massachusetts, but may extend into such areas as are permitted by the rules and regulations of CMYFCC. ARTICLE IV OBJECTIVE OYFC is organized to develop and operate a football and cheerleading program in affiliation with CMYFCC in conformity with and pursuant to the principles, rules and regulations enunciated by the CMYFCC. In conjunction with such purposes, the objective of this association, through the medium of a supervised competitive football and cheerleading program, guided and governed by said CMYFCC, is to seek to implant in the youth of the communities of Ashburnham and Westminster (regardless of race, creed, religion or national origin) the ideals of good sportsmanship, honesty, loyalty, courage, scholarship and reverence, so that they may be finer, stronger and happier youth who will grow to be good, healthy adults. ARTICLE V GENERAL ASSOCIATION COMMITTEE The General Association Committee (hereinafter referred to as GAC) of OYFC shall be comprised of the following divisions: 1) Executive Board of Directors, 2) Head Coaches Board and 3) Auxiliary Board. Section I Executive Board of Directors The following positions make up the OYFC Executive Board of Directors (hereinafter referred to as EBOD). Members of the EBOD are elected annually as the official Officers of OYFC. Candidates for EBOD positions must be nominated, seconded and voted in by the majority of the general membership in attendance at that meeting. Presiding Officers are listed after each position title below. Voting privileges are extended to all officers. Executive power granted to the position of President. Term is one year. a.) President b.) Vice President c.) 2 nd Vice President d.) Treasurer e.) Secretary f.) Football Director g.) Cheerleading Director h.) Scholastic Program Director 2017 Officers Celina Leger Michael Buckley Rya Bennett Jeffrey Williams Kelley Prendergast James Hamilton Kristen Munroe Gregory Fagan

5 When necessary, the EBOD shall administer a final and binding decision pertaining to issues with regard to Association policy, which are consistent with and not contrary to the rules and regulations of CMYFCC and in conjunction with the HLA to which OYFC is a member. This will include, but is not limited to the removal of all coaches, as well as the suspension or dismissal of participants. In addition, only EBOD members shall have the right to institute summary authority. If a position is vacated during the year, the EBOD will nominate and elect an individual as acting position for the remainder of the term. Resignation and Termination: Any member of the EBOD may resign by delivering his or her written resignation to the Association President. Such resignation shall be effective two weeks after its receipt unless it is specified to be effective at some other time or upon the happening of some other event. Any member of the EBOD who fails to attend three (3) consecutive meetings of the EBOD without a satisfactory excuse shall be deemed to have submitted his or her resignation from the EBOD as determined by majority vote of the other members of the EBOD. A Director may be removed from office for good cause by vote of two thirds (2/3) of the other Directors then in office. Section II Head Coaches Board All Head Football Coaches and Head Cheerleading Coaches in OYFC will be appointed on an annual basis and are responsible for ensuring that their own actions and those of their Assistant Coaches abide by the Code of Conduct as enunciated by said CMYFCC. If an Assistant Coach or Head Coach is in violation of said Code of Conduct, a hearing before the EBOD is mandated. At such time, the EBOD will rule with regard to the future participation of said coach. On the playing and practice fields and riding on busses, the Head Coach is in complete charge and shall not be interfered with except in cases of rules violations and any other conduct deemed to be contrary to the welfare of youth. There will be one Head Coach for football and one Head Coach for cheerleading for each division of play for which a sufficient number of participants are registered. Term is one year. Section III Auxiliary Board The Auxiliary Board shall be comprised of but not limited to the following positions, appointed by the EBOD: 2017 Appointed Officials a.) Director of Player Safety Mike Allain b.) Web Master Sean Nally c.) Equipment Manager(s) Michael Buckley, Kristen Munroe d.) Fundraising Coordinator Sean Nally e.) Merchandise Coordinator Susie Eriole f.) Concessions Manager Leanna Lussier g.) Photo Coordinator Stephanie Lashua h.) EMT Coordinator Jessica Heffernan i.) CORI Administrator Ken Heffernan j.) Field Coordinator Sam Lashua k.) Yearbook/Slideshow Coordinator Allison Aubuchon l.) Historian Open

6 Additional positions may be created as deemed necessary by the EBOD. In addition to duties specifically assigned to them, Auxiliary Board members are to issue reports at OYFC meetings as it pertains to their department. Term is one year. ARTICLE V RESPONSIBILITIES The following shall act as an outline of the responsibilities for all elected and appointed positions of OYFC. EBOD Positions: a) President It shall be the duty of the President to maintain responsibility for the overall operation and administration of OYFC. The President will Chair, or delegate the Chair for all OYFC meetings. The President represents OYFC at all Local, Regional and/or National Events. The President will review all protests and authorizes any and all findings and sanctions for rules violations and disciplinary issues. The President may delegate tasks and/or authority as needed. The President authorizes spending as needed as allowed through by-laws and will govern the Petty Cash account (up to $500). The President will attend all CMYFCC meetings and actively participate in the betterment of the Conference. b) Vice President and 2 nd Vice President It shall be the duty of the Vice Presidents to assist with the overall operation of the Association. They shall assume the duties of the President in his/her absence. They will oversee and enforce bylaw and rules compliance. The Vice Presidents report directly to the OYFC President. c) Treasurer It shall be the duty of the Treasurer to receive and safely keep all funds of the Association, maintain OYFC bank account, report the financial status of the Association at each OYFC monthly meeting, file annual tax returns and maintain a $ balance in the Petty Cash fund. d) Secretary It shall be the duty of the Secretary to keep the minutes of all proceedings and record and maintain said minutes. The Secretary will also maintain the Association master registration list and is responsible for organizing and putting together the Team Books alongside the Cheerleading Director. e) Football and Cheerleading Directors It shall be the duty of the Football/Cheerleading Director to nominate all coaches for the upcoming season. They shall also collect applications for all coaching positions and verify the information contained on said application as well as overseeing the conduct of all coaches. Additional responsibilities include interfacing with schools, equipment managers, parents, other members of the communities and conducting a coaching clinic in which the Code of Conduct must be presented. f) Scholastic Program Director It shall be the duty of the Scholastic Program Director to verify the Scholastic eligibility of all OYFC football players and cheerleaders. This includes gathering all report cards and calculating GPA.

7 Auxiliary Board Positions: a) Director of Player Safety It shall be the duty of the Director of Player Safety to ensure all fields played on by the OYFC teams are safe for use, will take all necessary certifications, will work with Head Coaches to ensure proper and safe techniques are being applied, will organize and run any meetings necessary to promote proper safety within the league, will work with the Equipment Managers to ensure all equipment is certified and safe to use and report to President and Vice President(s) on conditions. b) Web Master It shall be the duty of the Web Master to set up and maintain the website for Oakmont Youth Football and Cheerleading. c) Equipment Manager(s) It shall be the duty of the Equipment Manager(s) to maintain a master inventory of all OYFC property; keep an individual log of equipment issued to and received from each head coach, football player and cheerleader; inspect the condition of equipment and report findings to the football and cheering directors as well as the GAC; coordinate the delivery of football helmets to reconditioning company and receiving of inventory. Also, duties include, as requested by the GAC, soliciting two quotes for all equipment that may need to be purchased. Only the President may authorize purchases. d) Fundraising Coordinator It shall be the duty of the Fundraising Coordinator to manage all aspects of participantbased fundraisers. This shall include, but is not limited to, distribution of products/catalogs/sponsor sheets, the collection of funds as determined by the schedule established by the GAC. Submitting funds collected to the President or Treasurer within 24 hours of collection. Ensure a proper accounting of all funds and products and immediately notify the President of any discrepancies. e) Merchandise Coordinator It shall be the duty of the Merchandise Coordinator to select apparel and merchandise for the organization with approval from the EBOD. They shall also maintain a record of the entire inventory and replenish the stock as per requirement, as well as plan the display and presentation of merchandise at practices, games or other events. f) Concessions Manager It shall be the duty of the Concessions Manager to handle all aspects related to Concession Stand Sales. This includes, but is not limited to, inventory control, staffing, opening and closing of concession stand. Only the President will authorize inventory purchases. g) Photo Coordinator It shall be the duty of the Photo Coordinator to schedule the Certification Picture Day as well as the formal Team Picture Day. It shall also be their duty to ensure all participants have completed and returned a Photo Release Form which will remain on file with the Secretary.

8 h) EMT Coordinator It shall be the duty of the EMT Coordinator to make sure all games have an EMT present and to make sure that all first aid kits and equipment are maintained and in order. i) CORI Administrator It shall be the duty of the CORI Administrator to conduct background checks for all volunteers annually in accordance with the Commonwealth of Massachusetts Criminal Systems History Board (CSHB). If CORI Administrator reasonably believes that the record returned by CSHB belongs to the applicant and is accurate, then the determination of suitability for the position will be made. The CORI Administrator will report to the President any applicants that have a confirmed history of any crimes against children and will not be considered for any volunteer positions within OYFC. j) Field Coordinator It shall be the duty of the Field Coordinator to make sure that the field is available and ready to play on game days. This includes, but is not limited to arranging a clean-up crew and making sure the field is clean at the end of the day. k) Yearbook/Slideshow Coordinator It shall be the duty of the Yearbook/Slideshow Director to handle all aspects related to the publishing of the Yearbook and Slideshow. This includes, but is not limited to, the producing of a quality yearbook and year end slideshow at a reasonable cost. He/she will be responsible for designing and laying out the yearbook, soliciting advertising, taking/soliciting photographs, selecting a vendor for the printing, etc. Only the President will authorize purchases. l) Historian It shall be the duty of the Historian to record notable events during his/her tenure and gather items including but not limited to pictures and news clippings about the organization and its participants (past and present if applicable). ARTICLE VII VOTING RIGHTS Each member of the OYFC GAC shall have one vote per item. ARTICLE VIII NOMINATIONS All nominations for the OYFC GAC shall be submitted to the EBOD from the current members of the GAC at the January Monthly Meeting where and when the new committee shall be voted in. ARTICLE IX MEETINGS AND QUORUM 1) The OYFC GAC shall meet once a month. 2) The President or designee shall Chair the meeting. 3) The President may call additional meetings, as needed. 4) Roberts Rules of Order/Parliamentary Rule will govern the meeting. 5) All EBOD members are expected to attend every monthly meeting. If a member cannot be there due to a work-related or family emergency, they will notify the President with as much advanced notice as possible. If an EBOD member misses a meeting with an unexcused absence, they will lose their voting privileges for the following meeting. If they miss two meetings with an unexcused absence, they will be asked to step down from the committee.

9 6) All auxiliary committee members should also plan to attend all monthly meetings. The same rules apply, however during the non-critical months of January through July; they are only required to attend meetings that pertain directly to their specialty area. 7) All head coaches, once officially appointed should plan to attend all monthly meetings. The month of April kicks off the recruiting and registration season, so all head coaches (if appointed for the upcoming season) should plan to attend from that point regularly. Between the months of April and July (if appointed for the upcoming season), either the head coach or a designated coach from his/her team must attend those meetings. During the main season from August through November, ALL head coaches are required to attend every monthly meeting. If they miss a meeting without an excused absence and don t send a representative, they may be subject to penalty issued by the EBOD, up to and including suspension. 8) Emergency Meetings In the event that the EBOD deems an emergency meeting necessary, a minimum of 24 hours notice is mandated. 9) Quorum - A Quorum of at least fifty-one percent (51%) of the GAC must be present to pass an item. At any meeting of the EBOD, a majority of the Directors then in office shall constitute a quorum. One or more members of the EBOD/GAC may participate in a meeting by means of a conference telephone or similar communications equipment by means of which all persons participating in the meeting can communicate with each other at the same time. Participation in a meeting pursuant to the foregoing sentence shall constitute presence in person at such meeting. ARTICLE X AMENDMENTS Amendments to these by-laws may be submitted for consideration at any regular meeting of the OYFC GAC. For an amendment to be adopted required a 2/3 vote of those members present at the meeting, which must meet the quorum requirements. All new/amended/changed amendments are effective immediately upon successful passage of the GAC unless otherwise designated. ARTICLE XI GOVERNMENT OYFC will abide by all rules and regulations of the HLA of which it is member under the guidelines set forth by the official rules of CMYFCC. To deal effectively with any problems/conflicts, OYFC will use the following chart of communications: 1) EBOD, 2) GAC, 3) Football/Cheering Directors, and 4) Head Coach of respective squad. This chart will be used for all communications starting with the Head Coach of the respective squad/team. Should no answer be given within a reasonable amount of time (14 days) a letter may be written to the next highest authority level with a courtesy copy to the initial authority. No complaint or request shall be acted upon unless all details are given in writing and signed by all those requesting the answer or action. A complaint or request submitted to the GAC will not be acted upon until the next monthly meeting with the stipulation that all prior regulations have been followed. The party requesting the action will receive a response within 14 days of said meeting. The only exception to this policy would be in relation to charges of which an immediate Summary Authority must be exercised. In such an event, a formal hearing is mandated. If, as a result of said meeting, it is the conclusion of the EBOD to defer to a civil authority, full cooperation is expected.

10 ARTICLE XII FORMAL HEARING Written notice of a formal hearing must be delivered to each party. The notice must include the date, place and time of hearing and a list of specific charges. It must also advise the parties of their right to be represented at the hearing by a person of their choice. At least seven (7) days must pass between the date the charged party (s) written notice is sent and the hearing itself. Charged parties shall have the right to introduce witnesses and/or bring documents to support a defense, cross-examine witnesses and inspect any item introduced as evidence at the time it is presented. All formal hearings are to be taperecorded. After the hearing, a written statement and decision must be delivered to each party within 14 days of the hearing; said statement must include any penalties imposed. The hearing board shall consist of the President, Vice President(s) and Football and/or Cheering Director. The Secretary shall record the meeting as indicated. ARTICLE XIII PROTEST OF DECISIONS BY GAC A formal written protest must be submitted to the EBOD within 21 days of the original decision. The protest must contain a basic fact pattern of the original decision and a reason for the protest. A final decision will be sent to involved parties within 14 days. A formal protest may be submitted for record protesting the decision of the EBOD. However, all decisions of the EBOD are final. ARTICLE XIV YOUTH ELIGIBILITY All football players and cheerleaders must meet all the requirements set forth by the CMYFCC and the HLA to which OYFC is subject to be eligible to participate in any of the Association s functions. ARTICLE XV - DIVISIONS OF PLAY The membership, both Football and Cheer, shall meet the age and grade requirements of the league. Football OYFC will include seven divisions of play: 1. K/1 st Grade 2. 2 nd /3 rd Grade 3. 4 th Grade 4. 5 th Grade 5. 6 th Grade 6. 7 th Grade 7. 8 th Grade ** There shall be a maximum of 36 members on all teams and a minimum of 16 members on all teams. There must be at least 3 coaches per team for all teams. However, rosters may be altered at the discretion of the EBOD if the aforementioned maximums and minimums are deemed unsafe or not conducive to positive athlete experience. Flag Football may be offered at the K/1 st Grade level, at the discretion of the EBOD. Cheer OYFC will include seven divisions on play: 1. Tiny 2. Mitey 3. D8 4. D10 5. D12 6. D14 7. D18

11 *5-16 athletes constitute a small team while athletes constitute a large team. D10 and higher are competition level teams while Mites perform exhibition level routines at the local competition only. ARTICLE XVI END OF YEAR GIFTS Trophies, Jackets, Shirts, Yearbooks, etc for participants and coaches will be determined at the end of each season according to the financial status of OYFC. ARTICLE XVII HARDSHIPS When financially viable, OYFC will consider Hardship Applications (Appendix A) from families unable to meet their financial obligation of the league. All Hardship requests will be kept in strictest confidence and will be approved by the EBOD. ARTICLE XVIII SCHOLARSHIPS When financially viable, OYFC will consider College Scholarship Applications from High School Seniors. College Scholarships will be awarded to either one Football or one Cheer applicant. The Scholarship award will be $ All Scholarship applications will be kept in strictest confidence and will be approved by the EBOD. High School Seniors interested in the OYFC Scholarship must do so through their Guidance Counselor and must answer the following questions in essay form: 1. Senior at Oakmont Regional High School? 2. Number of years involved with OYFC (AYF or Pop Warner)? 3. Experience in OYFC program? 4. GPA? 5. Volunteer time with OYFC? 6. Other volunteer experience? 7. High School Football or Cheer experience? 8. Other circumstances describing the need/desire for a Scholarship? ARTICLE XIX REFUNDS If a participant withdraws prior to the start of season, before the first practice, from either football or cheer, OYFC will provide a full refund, minus the registration processing cost of $10.00, after all equipment is returned. Request for refunds must be communicated in writing to: oakmontyfc@gmail.com and are subject to EBOD review. If a participant withdraws after August 1st, refunds will not be issued.

12 APPENDIX A OAKMONT YOUTH FOOTBALL AND CHEER HARDSHIP PROGRAM POLICY Oakmont Youth Football and Cheer (OYFC) is pleased to offer hardship assistance to those who qualify. In order to be granted a hardship, the recipient must agree to fully participate in the mandatory Association Raffle, and must also volunteer a minimum of four (4) hours, per participant grant, for the various volunteer opportunities as requested by the President or Vice President(s). Failure to honor these obligations will result in the player s or (players ) ineligibility to apply for Hardship the following year. I acknowledge and accept the terms of the Hardship Program Policy. Participant Grant Name: Parent/Guardian Name: Parent/Guardian Signature: Dated: Parent/Guardian contact information Address: Phone Number: Once signed, please mail to: Oakmont Youth Football and Cheer PO BOX 332 Westminster, MA 01473