ARTICLE. IV, Section 6 Modification: Remove: "..., as scheduled in ARTICLE XIV: Section 2." Reason: ARTICLE XIV, Section 2 does not exist

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1 By Law Changes/Submissions for 2018 ARTICLE IV Membership-Governing Body As worded: Section 5 The board will conduct twelve (12) monthly meetings each calendar year. The board will conduct twelve (12) monthly meetings each calendar year. In the event a meeting in canceled, all members shall receive attendance credit for said meeting. Reasoning: Not addressed. In the past 2 years, we have had at least 1 meeting cancelled and not rescheduled. This causes conflict/confusion when attendance records are updated. ARTICLE IV, Section 5 Add: All Football Policy and Cheer Policy changes and amendments must be turned in at the February meeting and must be in writing. The policy meeting will consist of a Board and Membership vote at the March meeting with the purpose of voting on policy changes or amendments. Reasoning: No date is given for policy changes and updates. This is a reminder to all future Boards to add this to the agenda. ARTICLE IV Membership-Governing Body As worded: Section 6 The voting of a motion must be attended by at least 2/3 vote of the Board of Directors eleven (11) members, in attendance or by written proxy vote if absent. Unattended Board positions are excluded, whereas 2/3 is still achieved. A proposed by-law or policy change amendment must be passed by 2/3 board member vote and a 2/3 member majority vote in or der for the change or amendment to pass, as scheduled in ARTICLE XIV:. Proposed remove. Reasoning: It does not exist ARTICLE. IV, Section 6 Modification: Remove: "..., as scheduled in ARTICLE XIV:." Reason: ARTICLE XIV, does not exist Add ARTICLE IV Membership-Governing Body Section 7 Policies must be updated on a yearly basis. Proposed changes/additions will be submitted at the March meeting to be discussed. Submissions will be voted on at the April meeting. The finalized documents will be posted in June on the webpage. Reasoning: This is not addressed ARTICLE V Board of Directors The board shall be consisted of eleven (11) elected members. The board shall consist of President, Vice-President, Secretary, Treasurer, Football Director, Assistant Football Director, Cheer Director, Concessions Manager, Fund Raising Manager, Equipment Manager, and Field and Building Maintenance Manager,. The board shall be consisted of eleven (11) elected members. The board shall consist of President, Vice-President, Secretary, Treasurer, Football Director, Assistant Football Director, Cheer Director, Concessions Manager, Fundraising Manager, Equipment Manager, and Field and Building Maintenance Manager. Reasoning: Correct Grammar/punctuation ARTICLE V Board of Directors As worded: The board shall be consisted of eleven (11) elected members. 1

2 The board shall consist of President, Vice-President, Secretary, Treasurer, Football Director, Assistant Football Director, Cheer Director, Concessions Manager, Fundraising Manager, Equipment Manager, and Field and Building Maintenance Manager. The board shall be consisted of twelve (12) elected members. The board shall consist of President, Vice-President, Secretary, Treasurer, Football Director, Assistant Football Director, Cheer Director, Assistant Cheer Director, Concessions Manager, Fundraising Manager, Equipment Manager, and Field and Building Maintenance Manager. Reasoning: Add position of Assistant Cheer Director. Important to provide a level of support to the Cheer Director and allow the Cheer Director the opportunity to properly train an individual to step into the rule in event of illness or otherwise. Also, if this passes, change all references from 11 members to 12 throughout the document to maintain continuity. ARTICLE VI Elections As written: All current Board of Directors will be automatically nominated for the next years board, unless the nomination is declined in writing. Resignation from the board must be in writing and received by the Secretary. All current members of the Board of Directors will automatically be nominated for the next Board term unless the nomination is declined in writing. Resignation from a position is required to be submitted in writing and received by the Secretary no later than the November Board Meeting. Reasoning: It is not addressed in the current wording. ARTICLE VI, Add: by the November Board Meeting. (Final version: Resignation from the board must be in writing and received by the Secretary by the November Board Meeting. Reason: This gives the Board and Members advance notice of positions that will become open for nominations and elections. Add the following Article (all subsequent Articles will increase by 1. i.e. Article VI becomes Article VII) (VOTE ON EACH SECTION SEPARATELY): ARTICLE VI - COMMITTEES The board may create committees as needed, such as fundraising, public relations, data collection, etc. The President appoints all committee members. The Vice President shall serve as committee chair, with the exception of the Executive Committee, per ARTICLE VI:. Executive Committee The President, Vice President, Secretary, Treasurer, Football Director and Cheer Director shall serve as the members of the Executive Committee. Except for the power to amend the Constitution and Bylaws, the Executive Committee shall have all the powers and authority of the board of directors in the intervals between meetings of the board of directors, and is subject to the direction and control of the full board. The President shall be the chair of the Executive Committee. Immediate relatives may not serve on the Executive Committee simultaneously. Immediate relatives shall be defined as spouse, sibling, and son/daughter and/or mother/father. Reason: The Executive Committee is not currently defined in the bylaws. ARTICLE VII Board of Directors Duties of Secretary It shall be the duty of the secretary as the recording officer of the organization and the custodian of its records except as are specially assigned to others as the Treasurer s books and etc. The Secretary shall make all organizational announcements 2

3 in an appropriate manner, by contacting its membership via , phone, visual postings and printed handouts (whichever means is deemed to be appropriate and cost effective). The Secretary shall provide an agenda to all board members prior to all meetings. This includes sending a copy of our meeting minutes to the City of Taneytown's Taney town Athletic Association in adherence to the record keeping structure of notes as stated here in and posting approved meeting minutes on the organization s website. The Secretary shall provide during each meeting: a list of all standing committees and such special committees as are in existence at the time as well as the by-laws of the organization and its minutes. Secretary shall keep a record of the proceedings, stating what was done and not what was said, unless it is to be published, and never making criticisms, favorable or otherwise, on anything said or done in written form. This record is usually called the minutes, which will be kept in a separate book for the keeping of copies of the Constitution, By-Laws, Rule of Order and Standing rules with amendments. In addition to being recorded in the minutes, the amendments would be immediately entered on the page opposite the Article amended, with a reference in red ink, to the date and page of the minutes where it is recorded. Secretary shall maintain an attendance record for meeting attendance and reports voting status eligibility per Article IV, Section 2 during each recorded meeting. Secretary It shall be the duty of the secretary to be the recording officer of the organization and the custodian of its records except as are specially assigned to others such as the Treasurer s books and etc. The Secretary shall communicate organizational announcements in an appropriate manner, by contacting its membership via , phone, visual postings, social media, and printed handouts (whichever means is deemed to be appropriate and cost effective). The Secretary shall provide an agenda to all board members prior to all meetings. This includes sending a copy of our meeting minutes to the City of Taneytown's Taney town Athletic Association in adherence to the record keeping structure of notes as stated here in and posting approved meeting minutes on the organization s website. The Secretary shall provide during each meeting a list of all standing committees and such special committees as are in existence at the time as well as the by-laws of the organization and its minutes. Secretary shall keep a record of the proceedings, stating what was done and not what was said, as it is to be published, and to never make criticisms, favorable or otherwise, on anything said or done in written form. This record is called the minutes, which will be kept in a separate book for the keeping of copies of the Constitution, By-Laws, Rule of Order and Standing rules with amendments. In addition to being recorded in the minutes, the amendments would be immediately entered on the page opposite the Article amended, with a reference in red ink, to the date and page of the minutes where it is recorded. Secretary shall maintain an attendance record for meeting attendance and report voting status eligibility per Article IV, Section 2 during each recorded meeting. Reasoning: Awkward wording and grammar errors Section 5 Football Director It shall be the duty of the Football Director to represent the organization at all Mountain Valley Football Events, including all monthly meetings. They shall report on all league meetings at board meetings. They shall keep all Mountain Valley League records given to them at the league meeting, giving a copy of all league rules to the Secretary for keeping with the copies of the By-laws. It shall be the duty of the Football Director to represent the organization at all Mountain Valley Football Events, including all meetings. Reasoning: Remove monthly. MVYFL meetings are not monthly Section 6 Assistant Football Director It shall represent the organization in the Mountain Valley League Football Events when the Football Director is unable to attend. They shall have the same duties and authority as the Football Director when acting in their behalf. It shall be the duty of the Assistant Football Director to represent the organization in the Mountain Valley League Football Events when the Football Director is unable to attend. Reasoning: Grammar issue 3

4 Insert Description of Assistant Cheer Director: Section 8 Assistant Cheer Director - It shall be the duty of the Assistant Cheer Director to provide support/assistance to the Cheer Director. They shall have the same duties and authority as the Cheer Director when acting in their behalf. Section 9 Fund Raising Manager It shall be responsible for the organizing and management of the board approved fundraisers. Reporting at the board meetings the results of said fundraisers. This includes Spirit Wear by selecting appropriate apparel items for presentation to the Board who will decide which apparel the FSK Jr Eagles Football & Cheer programs will offer each season. Fund Raising Manager is responsible for submitting budgeting proposals for purchasing expenditures and expenses by the assigned budget meeting. They shall report all findings and requesting of money to the board for approval, throughout the calendar year. Fundraising Manager It shall be responsible for the organizing and management of board approved fundraisers. Fundraising Manager is responsible to submit a plan for all proposed fundraisers including, but not limited to, the implementation, promotional materials/documents and schedule, and the targeted goal of fundraiser. They shall be responsible to report at the board meetings results of current and planned fundraisers. This includes Spirit Wear. They shall research and select appropriate apparel and spirit items for presentation to the Board who will decide which item the FSK Jr Eagles Football & Cheer program will offer each season. Fundraising Manager is responsible for submitting budgeting proposals for purchasing expenditures and expenses by the assigned budget meeting. They shall report all findings and requesting of money to the board for approval, throughout the calendar year. Reasoning: Grammar issues and clarify responsibilities 0 Equipment Manager It shall be the duty of the equipment manger to oversee all of the football and field equipment, including but not limited to the repair and replacement of said equipment. They shall report all findings and requesting of money to the board for approval. Equipment Manager is responsible for submitting budgeting proposals for purchasing expenditures and expenses by the assigned budget meeting. They shall report all findings and requesting of money to the BOD for approval, throughout the calendar year. Equipment Manager It shall be the duty of the Equipment Manager to oversee all of the football and field equipment, including but not limited to, the repair and replacement of said equipment and to maintain a current inventory of all equipment. They shall keep documentation of what equipment is provided to each football players. This documentation will be provided to the Board upon request. Equipment Manager is responsible for submitting budgeting proposals for purchasing expenditures and expenses by the assigned budget meeting. They shall report all findings and requesting of money to the Board of Directors for approval throughout the calendar year. Reasoning: Grammar issues and to add the responsibility of keeping a current inventory of what the organization owns and what equipment each player has in their possession. Add: 2 All members of the Board of Directors are expected to be available for all home games and special functions/activities hosted by the organization unless it is communicated and discussed with the President with notification provided in writing. Reasoning: Communicate clear expectations of the duties of all Board Members with respect to games and special functions of the organization. If Assistant Cheer Director Position is passed, Change Concessions Manager to Section 9 If Assistant Cheer Director Position is passed, Change Fundraising Manager to 0 4

5 If Assistant Cheer Director Position is passed, Change Equipment Manager to 1 If Assistant Cheer Director Position is passed, Change Concessions Manager to 2 If Assistant Cheer Director Position is passed, Change Field and Building Maintenance Manager to 3 If Assistant Cheer Director Position is passed, change availability requirements to 4 ARTICLE VIII Coaches The nomination of head coaches will be held during the December meeting. All current head coaches are automatically nominated unless a written request is made not to be re-elected. Head coaches must make their intent known they wish to be head coach the following season prior to the December's meeting to assess the needs of the organization if any. The nomination of head coaches will be held during the December meeting. All current head coaches are automatically nominated to coach the same level unless a written request is made at least 2 weeks prior to the December meeting. Reasoning: Clarify the process of selection of coaches for a new season ARTICLE IX Fees The organization shall charge a registration fee for player participation. The board will set the fee before setting registration dates. The board may offer scholarships provided funds are available. Scholarship applications will be accepted by written request from the parent of the children. Scholarships are given on a case- bycase basis and approved by the President and Treasurer. Prior to issuing a scholarship, a payment plan option is to be reviewed. Parents must sign a scholarship contract form detailing their volunteer service to the FSK Jr Eagles. During this time, we express the expectations to the parent for their mandatory assistance game-day and/or fund-raising handout. The organization shall charge a registration fee for player participation. The board will set the fee at the February Budget Meeting. The board may offer scholarships provided funds are available. Scholarship applications will be accepted by written request from the parent of the children no later than June 30. Scholarships are given on a case-by-case basis and approved by the President and Treasurer. Prior to issuing a scholarship, a payment plan option is to be reviewed. Parents must sign a scholarship contract form detailing their volunteer service to the FSK Jr Eagles. During this time, we express the expectations to the parent for their mandatory assistance on game days and/or fundraising. Reasoning: Clarify when registration fees are to be set, better describe requirements of scholarship families, and correct grammar issues ARTICLE IX, Change #1: paragraph regarding scholarship should become stand-alone. (If passed, becomes.) Change #2: Add "Immediate relatives of Board Members are not eligible for scholarships." Reason: Avoids inurement (the use of the income or assets of a tax-exempt organization to directly or indirectly unduly benefit an individual or other person that has a close relationship with the organization) ARTICLE IX, Modification: Remove the word are from levels are established and add a "," (comma) after "if required". As revised: "Admission fee levels established by the youth football league will be adhered to, if required, to cover the cost of game officials, field prep and emergency responders." Add to ARTICLE IX Fees Add 5

6 Fees paid to FSK Jr Eagles Football and Cheerleading are for quality instruction and practice time. Play time is dictated by how well one applies the instructions given and the effort one applies in practice. Play time is not guaranteed. ARTICLE X Finances Insert a new All deposits will be counted by and signed and verified by two (2) members of the Board of Directors. All discrepancies are to be communicated to the President and Treasurer. Reasoning: Clarify money handling and deposits procedures Courtesy Concessions- Referee Officials, City Police and Fire/Emergency personnel in attendance will be given one (1) beverage and one (1) hotdog or pizza for each game session. Courtesy Concessions- Referee Officials, City Police and Fire/Emergency personnel in attendance will be given one (1) beverage and one (1) food menu item for each game session. Reasoning: Reflect the change in food items provided to the referees/city police/ems personnel. Also: If the proposed section 2 is passed, change this to section 3 ARTICLE XII League The organization shall be a member of the Mountain Valley Youth Football League and shall abide by the league rules and bylaws unless they conflict with the interest of the FSK organization. ARTICLE XII Requirements Background checks will be required on all coaches, board members, and any volunteer(s) the board deems necessary every three years unless background checks are provided through employment and a copy is supplied to the board to be submitted to the City of Taney town that meet there requirements. A background check may be required more frequently at the boards discretion.) Change Requirements to Article XIII Board s discretion Reasoning: there are 2 Article XII and correct grammar error ARTICLE XVII Dissolution Upon dissolution of the organization all assets shall be distributed according to the tax code Section 501-3C or the corresponding section of any future federal or state tax code. ARTICLE XVII, Modification: Change 501-3C to 501(c)(3) 6