KENTWOOD ROCKET FOOTBALL AND CHEER ASSOCIATION Kentwood Rocket Football & Cheer Association Amended 5/6/2015 0
Table of Contents Section I: Name... 2 Section II: Purpose... 2 Section III: Structure... 2 Operating Board... 3 Election of Board Members... 11 Meetings... 11 Section IV: Financial... 12 Section V: Membership... 12 Section VI: Amendments... 12 Section VII: Termination... 13 1
Section I: Name This nonprofit organization shall hereby become known as Kentwood Rocket Football Association (KRFA). Section II: Purpose The Kentwood Rocket Football Association (KRFA) is a youth football and cheerleading organization located in Kentwood, Michigan. KRFA is a member of the Northern Rocket Football League (NRFL) and is 100% volunteer run. KRFA provides youths, ages 8 through 14, an opportunity to play football and learn cheerleading while providing a fun, challenging, and safe learning environment. The KRFA focuses on equipping young players with fundamental skills and basic knowledge of the sport. Section III: Structure The following is the structure of the Kentwood Rocket Football Association (KRFA). The Northern Rocket Football League (NRFL) holds precedence in the guidelines as the bylaws and rules pertain to the following areas: Age of Players Conduct of Coaches Conduct of Field Directors Deadline dates Draft procedures Practice limitations Scheduling of games Weights of players In accordance with the NRFL guidelines, all NRFL members are to comply with NRFL guidelines. However, NRFL members may establish their own board and member bylaws. The KRFA accepts and agrees to abide by the NRFL guidelines and rules. 2
Operating Board A. The KRFA shall be run by an Operating Board. This Operating Board shall have voting and non-voting members. B. The Operating Board shall aid in governing members, volunteers, and spectators. It shall manage and govern the affairs of the Association, shall exercise its powers and shall control its property. It shall determine compliance with the Association s stated purpose and shall have the power and authority to do and perform all acts or functions consistent with these bylaws. C. To be eligible for a position on the Operating Board, nominees must meet one of the following criteria: 1. Parent or Guardian of a player or cheerleader. 2. A member of the Kentwood School District. 3. Nominees interested in holding dual roles or positions within the KRFA organization (e.g. Head Coach and Board member) will be permitted on a case-by-case basis as determined by the existing board. D. Voting Operating Board members shall consist of the following elected positions: President no more than 2 consecutive years Vice President no more than 2 consecutive years Football Director no more than 2 consecutive years Cheer Director no more than 2 consecutive years Treasurer no more than 2 consecutive years Marketing Director no more than 2 consecutive years Secretary no more than 2 consecutive years E. Each Voting Operating Board member shall have one vote on any matter submitted to the Board. In the event of a tie vote, non-voting board members will provide voting input. F. Non-Voting Operating Board Members are appointed to the following positions: Assistant Football Director Assistant Cheer Director Heads Up Football Coordintor Camp Director Trustees G. Removal of a Board Member - Should any or all of the Operating Board members find it necessary and/or desirable to remove a member of the Operating Board from his/her position, such member shall have the right to the following: 1. Written notice by any Operating Board member indicating charges against Operating Board Member, with copies to all Operating Board members; 3
2. Special Operating Board Meeting of no less than all Operating Board Members, to be held within one (1) week of said written notice; 3. Special Operating Board Meeting Minutes shall be distributed to all members of the Operating Board for their review. H. All Voting and Non-Voting Board members shall have their player registration fee waived for one family member each active term year. In the event a board member has more than one child participating in Rocket Football and Cheer, the Sibling fee shall be applied to each additional player/cheerleader. Board Descriptions President Shall chair all Board meetings, set the agenda for all business to be discussed and maintain orderly procedure. Shall have no vote on a motion unless such a vote is required to break a tie Shall serve as the Organization Representative if League Rules so mandate Manages all communication with Kentwood Public School Athletic department including, but not limited to Homecoming Festival Booth, Field Usage contract, End of Year Celebration contract, etc Shall make the final determination of player assignments to individual teams when multiple opportunities exist for participation in a single age group Jointly responsible, with Vice President & Field Director, for recommending the number of teams that participate in the league. Jointly responsible, with Vice President & Field Director, for recommending a change in the affiliation of the league from which the KRFA participated the previous year. If professional assistance or expertise is required, the President may appoint such advisors to serve without fee. If for a fee, the Board of Directors must pass a resolution authorizing such payment. Such appointees shall have no voting authority by virtue of their appointment. Work with the Vice President to monitor and communicate any conference rule changes to those positions that are impacted by these changes. Serve as liaison between Board and specific committees as needed throughout the year (i.e., Requests for Fee Waivers/Financial Assistance, Scholar Athlete Program, Fundraising, Special Events/Homecoming, etc.) Jointly responsible with Vice President & Treasurer to establish a process for granting participation scholarship or discounts Researches and contact potential donors / sponsors Responsible for overseeing the following committees: o Concessions o Registration o Community service projects o Camps 4
o Annual Season Celebration o Fundraising Prepares itemized concessions budget for Board Approval Manages concession operations including, but not limited to menu, pricing, purchases and game day staffing Submits all concession receipts and proceeds to Treasurer Maintains accurate records of concession profits & expenses Maintains record of procedures, contacts, suppliers, etc. for future reference Responsible for End of Season Celebration/Banquet recommendation Oversees and gives final review of roster entries prior to submission deadline Receives Final roster from Secretary and coordinates the creation and distribution of team rosters to coaches prior to 1 st practice Manages process for entering players in NRFL spreadsheet tool prior to the deadline for the draft Acts as co-signer to KRFA bank account Vice President Discharge the duties of the President in the event of the President s absence or inability to complete his/her term of office Assist the President in discharging the duties of his/her office Serve as alternative League Representative Work with the President to monitor and communicate any conference rule changes to those positions that are impacted by these changes. Coordinate any revisions or amendments to the Bylaws and Submit By-Law changes at the Annual General Meeting. Distributes team rosters Maintain current and updated rules and Bylaws Maintain Insurance program file Apprise the Board of any conflict of rulings, legal or otherwise The Vice President is an active and voting member of the KRFA Board Treasurer Represents KRFA in a professional and positive manner Keeps a financial accounting of all monies received from fundraisers, sign up fees, concession sales, apparel sold and any other incoming monies for the benefit of the KRFA 5
Works with Secretary to track and validate payment of all registration fees. Finalized report to be submitted to President for approval and treasurer for deposit. Keeps a financial accounting of all funds spent by KRFA for its intent and purpose. Assures that all outgoing funds have receipts or invoices Collects and distributes funds as operational necessity dictates. Manages bank account as necessary. Keeps records of receipts and expenditures of the KRFA Makes timely deposits of all incoming funds to KRA account Renders statement of financial conditions at board meeting upon request All financial records should be available for review by any or all board members upon request. Provide revenue reports for various fundraisers Coordinates with city of Kentwood for 4 th of July Parade The Treasurer is also an active and voting member of the KRFA Board. Secretary Maintain accurate minutes of board meetings (both monthly and special) Notify board members of meetings Reserves meeting space Maintains a copy of all organizational contracts. Maintain record of procedures, contacts, suppliers, etc. for future reference Maintains updated rosters of all participants in program Gathers and maintains accurate records of player and coaches contracts, sign-up sheets, medical release forms, physicals, birth certificates and player ID cards. Maintain certification binders with updated game day rosters Organize and runs registration day/process Coordinates annual election process for Board of Directors Coordinates & schedules Team Pictures Coordinates local Susan G. Komen chapter check presentation The Secretary is also an active and voting member of the KRFA Board. Field Director The Field Director's main job is to run the field on game day. Acts as liaison between the NRFL and KRFA. Acts as liaison between the Kentwood Public schools and the KRFA. This includes, but is not limited to: reserving field/building use for all practices/events and communication with EK football program coaching staff. 6
Works with President to file Field Usage Permits Responsible for opening and closing of all areas. Conducts shared duty with Assistant Field Director for home game weigh-ins, completes the game reports, and signature gathering following each home game s end. Recommends sign-up dates for board approval Maintains records of all game schedules Confirms weights of players at pre-season signups Coordinates with EK Athletic Department for student Referees and Press Box workers. Submits equipment purchase recommendations to the Board for approval Prepares annual inventory with shortage noted The Field Director is also an active and voting member of the KRFA Board. Assistant Field Director Purchase equipment (in coordination with Treasurer) Coordinates with Field Director for inventory and end-of-year storage of owned equipment. Prepares head coach bags and establishes organized ownership by marking all equipment with Property of KRFA Fill in for field director at practice and games if necessary Conducts shared duty with Field Director for home game weigh-ins, completes the game reports, and signature gathering following each home game s end. Represent KRFA at NRFL draft to assure that teams are drafted in a fair manner with Field Director Employ all referees for KRFA home games referees are compensated $15/person per game. Referees can consist of varsity football players but at least one referee (head ref) must be over 18 years of age. The head ref is paid $50/game. Only one head ref per game. All other refs, regardless of age, are paid $15/game. Employ 1 student per game to operate Press Box for all home games students are compensated $15 per game Assist Field Director with field set up (down markers, goal line, pylons, etc.) Assist Field Director with duties Help promote good sportsmanship among KRFA players coaches and parents The Assistant Field Director is NOT a voting member of the KRFA Board. 7
Cheer Director: The Cheer Director s main job is to run the cheer program from an administrators view and to insure all aspects are running smoothly. Supports football/cheer registration process and events. Attending required cheer coaching training with the Cheer Director of NRFL and complete concussion training on-line. Responsible for acquiring high-school aged volunteer coaches (2 per squad) and training them for accountability and concussion awareness. Maintains accurate records of all sign-up sheets, emergency sheets, and squad rosters. Provides to secretary after end of season. Coordinate (and attend) weekly practice and game schedules. Coordinates uniform distribution and collection. Handles and reports any miscellaneous moneys for sign-ups, spirit wear and additional uniform needs (ie. hair bows, extra uniform orders, etc.) to treasurer. Coordinates with assistant, and/or appoints a parent volunteer to organize end of season party, trophies, and coach gifts. Coordinates with treasurer for all money spent. Coordinates with the assistant Cheer Director for spirit wear orders. Represents KRFA in a professional and positive manner. Acts as a liaison between KPS and KRFA Responsible to coordinate end of season cheer competition with the Cheer Director of NRFL. Coordinates with Varsity cheer coach to be included on the track during Homecoming game to cheer with the Freshman, JV and Varsity cheer squads. Main point of contact for any parent concerns that arise The Cheer Director is an active and voting member of the KRFA Board Assistant Cheer Director: The Assistant Cheer Director s main job is to assist the Cheer Director with any or all responsibilities needed. Fill in for the Cheer Director at board meetings, practices or games when needed. Attend the coaches meeting with the Cheer Director and completes concussion training on-line. Assists with sign-ups at Cheer Director s discretion. Oversees the parent coordinator for the end of season party. 8
Organizes spirit wear (ordering, distribution, & problem solving) and collects all money to be given to the Cheer Director. Represents KRG&CA in a professional and positive manner. Assists Cheer Director with duties. The Assistant Cheer Director is NOT a voting member of the KRFA Board Marketing Director/Web Master Represents KRFA in a professional and positive manner Coordinates all media activities with appropriate board members for sign-ups, pre-season weigh-in, jersey distribution, season end celebration, & other fundraising activities. Prepares correspondence for all events involving KRFA. Coordinates any and all advertising, marketing, PR, and communications via print, web, etc. Communicates weekly game schedules, practice changes, and/or cancellations to the public via e-blast, website, and facebook Manages KRFA website and Facebook Page Promotes sponsorship opportunities Keeps confidential records of all incident reports, complaint forms and grievance for reference by KRFA board members only to ensure privacy of individuals involved, to dissolve false comments and to be legal reference for any situation that might result. Complete forms shall be given to the President from board members, filed by secretary for reference. All records should be available for review by any board member upon request Monitors, manages correspondence, and forwards incoming mail, email and voicemail communications from public Stores electronic registration/medical forms on shared Google KRFA drive The Marketing Director is also an active and voting member of the KRFA Board. Camp /Clinic Director Plans/manages camp agendas and activities Coordinates staffing for all clinic and camp activities Directs/trains staff for all camp activities/drills Ensures a safe environment for all participants Maintains inventory of camp equipment and supplies Set-up and takes down equipment for all clinics Oversees emergency management situations as needed The Camp Director is also an active and voting member of the KRFA Board 9
HUF Coordinator Ensures that required training is completed by all coaches and field directors Provides educational materials to youth athletes and parents Responsible for ensuring that there is written clearance from a health professional before an athletic suspected of sustaining a concussion returns to play. Trustees: Assists where needed as asked by the KRFA Board members Registration o Provides support and staffing to secretary during registration days. Concessions o Coordinates concession stand volunteers to ensure there is enough volunteers at each home game Each home game should have at least 4 volunteers (includes 1 paid employee) Parents are asked to volunteer 1 hour before their child s game. No parent is expected to be in the concession stand during their child s game. Parents who work the concession stand are allowed one drink item & one food item o Staffs concession stand & clean-up o Works with press box to ensure that food items are being promoted Fundraising Support and Execute fundraising programs to support and meet the needs of the KRFA goals Request quotes and work with vendors for fundraising products Recruiting of parent volunteers to assist with fundraising efforts Manages Merchandise booth operation on game day and during practices/events Events Plans and executes events such as season end celebration and Camps/Workshops Orders club shirts for coaches as well as summer camp participants Supports planning and executes Homecoming Festival booth Supports planning for Falcon Pride Night Supports planning and execution of PINK OUT (Breast Cancer Awareness) day 10
Trustees are considered members of the board but do not have voting rights Maintains merchandise sold at home games and other KRFA activities as decided upon with the board designated board member/trustee Responsible for all shopping/ordering and inventorying of merchandise, presenting all receipts to Treasurer immediately designated board member/trustee Maintains, collects receipts and submits net proceeds of merchandise sales to Treasurer with profit and loss statement- designated board member/trustee Maintain record of procedures, contacts, suppliers, etc. for future reference designated board member/trustee Election of Board Members Operating Board members shall be voted into office. A. Voting for Operating Board nominees shall take place at the annual end of season banquet. B. In the event any of the board members should be unable or unwilling to continue his/her position on the Operating Board during the regular year, leaving one of the positions on the Operating Board vacant, the Operating Board has the right to nominate and approve a new member to fill such vacant position(s), until the current term of the position(s) expire(s). Meetings A. A Seasonal meeting of the Operating Board shall be held at the end of each season at such time and place shall be designated by the Football Director. The purposes of Seasonal meetings shall be to introduce new member to the Board and to transact such other business as may be desirable. This meeting shall be held before the NRFL end of season meeting. B. The Operating Board shall hold regular meetings at least monthly during each season the League is in session. Meetings are not open to the public but one meeting per season will allow for public presence if prior request is received and approved by the Executive Board (Meetings may also be held via telephone conference call) 11
Section IV: Financial Kentwood Rocket Football Association receives funding from the following: A. Registration fee in an amount to be decided by the Operating Board for each youth, should he/she be financially able to pay. If a youth is unable to pay said registration fee, recommendation will be made to the Operating Board for financial assistance. B. KRFA may accept sponsors to augment financial needs. All proceeds received from sponsors shall be used to provide for and maintain football and cheer activities. C. Donations from any person and/or organization. D. Fundraising activities at the Operating Board s discretion. a. Any team activities, services, or events that are in direct conflict with the association s fundraising activities will NOT be permitted unless sanctioned by the operating board. E. Registration Fee is nonrefundable after the NRFL draft. Section V: Coaches Any person coaching a KRFA team is doing so voluntarily. There is no monetary reward for coaching a team. Coaches must abide by KRFA and NRFL guidelines for coaching. These guidelines are available on the KRFA and NRFL websites and from the Field Director. Coaches must attend training as deemed necessary by the KRFA and NRFL. Coaches will sign and abide by the Volunteer Ethical Behavior form set forth by the NRFL. Coaches must also pass a background check conducted by the NRFL. Head Coaches shall have their player registration fee waived for one family member for each season they actively serve. Section VI: Membership The membership of KRFA shall consist of parents or guardians of KRFA participants and adult volunteers of good character and community standing. Section VII: Amendments The Operating Board retains the sole voting right to amend these bylaws. Notice to amend these bylaws shall be given ten (10) days prior to the meeting to amend these bylaws and include proposed amendments, along with the time, date and place of the meeting. Amendments may be approved at regularly scheduled meetings of KRFA by two thirds (2/3) majority vote of the Board. 12
Section VIII: Termination In the event that KRFA ceases to function or dissolves and after paying or making the provision for payment of all liabilities, the Operating Board shall transfer all of the net assets to any successor organization which has a similar purpose as specified by the Bylaws, provided however, such successor organization qualifies under Section 501 (c) (3) of the Internal Revenue Code or any corresponding provision. Section IX: Parliamentary Authority Robert s Rules of Order shall govern meetings when they are not in conflict with KRFA s bylaws. Section X: Revision of Bylaws These Bylaws may be revised on a three year schedule, or as needed. These Bylaws were adopted by the newly incorporated KRFA on September 25, 2013. The Executive Board unanimously approved the original Bylaws on September 25, 2013. Revisions were approved on the following dates: November 13, 2013 July 19, 2014 March x, 2015 13