WARWICK VALLEY YOUTH FOOTBALL & CHEERLEADING, INC. CONSTITUTION AND BY-LAWS 2012
Warwick Valley Youth Football & Cheerleading Article 1 - Name This organization shall be known as the Warwick Valley Youth Football & Cheerleading, Herein referred to as the Local League. Article II - Objective The objective of the Warwick Valley Youth Football & Cheerleading shall be to implant firmly in the children of the community the ideals of good sportsmanship, honesty, loyalty, courage and respect for authority, so that they may be well adjusted, stronger and happier children and will grow to be good, decent, healthy and trustworthy citizens. To achieve this objective the Warwick Valley Youth Football & Cheerleading will provide a supervised program under the Rules and Regulations of the Orange County Youth Football League, Incorporated. All Directors, Officers and members shall bear in mind that the attainment of exceptional athletic skill of the winning of games is secondary, and the molding of future citizens is of prime importance. In accordance with section 501 (c)(3) of the Federal Internal Revenue Code, the Warwick Valley Youth Football & Cheerleading shall operate exclusively as a non-profit educational organization providing a supervised program of competitive football games. No part of the net earnings shall inure to the benefit of any private shareholder or individual: no substantial part of the activities of which is carrying on propaganda, or otherwise attempting to influence candidate for public office. Article III - Membership Eligibility. Any person sincerely interested in active participation to affect the objective of this Local League may apply to become a member. Classes. There shall be the following classes of members: 1. Player Members. Any player or cheerleader candidate meeting the requirements of the Orange County Youth Football league Regulation IV and who resides within the authorized boundaries of the Local League shall be eligible to compete for participation but shall have no rights, duties or obligations in the management or in the property of the Local League. 2. Regular members Any person actively interested in furthering the objectives of the Local League may become a regular member. Only regular members are eligible to vote at the annual meeting. To be considered a regular member, the individual must have a child participating in the league during the calendar year.
All Officers, Board Members, Committee Members, Head Coaches or Coaches and other elected or appointed officials must be active Regular Members in good standing. 3. Honorary Members. Any person may be elected as Honorary Member by the unanimous vote of all Directors present at any duly held meeting of the Board of Directors but shall have no right, duties or obligations in the management or in the property of the Local League. 4. Sustaining Members. Any person not a regular member who makes financial or other contribution to the Local League may be a majority vote of the Board of Directors become a Sustaining Member, but such person shall have no rights, duties or obligation in the management or in the property of the Local League. 5. As used hereinafter, the word Member shall mean a Regular Member unless otherwise stated. Other Affiliations. 1. Members, whether Regular or Player, shall not be required to be affiliated with another organization or group to qualify as members of the Local League. Section 4 Suspension or Termination. Membership may be terminated by resignation or action of the Board of Directors. 1. The Board of Directors, by a two-thirds vote of those board members present at any duly constituted board meeting, shall have the authority to discipline or suspend or terminate the membership of any member of any class, Head Coach, Coach or Parent / Guardian when the conduct of such person is considered detrimental to the best interest of the Local League and/or Orange County Youth Football. The individual involved shall be notified of such meeting, informed of the general nature of the charges and be given an opportunity to appear at the meeting to answer such charges. 2. The Board of Directors shall, in case of a Player Member, give notice to the Head Coach of the team of which the player is a member. Said head coach shall appear, in the capacity of an adviser, with the player and the player s parents or guardians before a duly appointed committee of the Board of Directors. The committee will report their findings and make a recommendation to the Board. The Board will make their determination on the player status. Any player thrown out of a game by a referee will receive an automatic one (1) game suspension (Next Game). Any repeat offender of the Local League By-Laws will be subject to a longer suspension, up to and including a full season suspension. 3. A suspension, referred to anywhere in these By-Laws, shall be defined as not being permitted to attend any practices or games for one week and have no contact with the coaches or players during that week.
4. The Board of Directors shall, in the case of a Head Coach or Coach, give notice to any such Head Coach or Coach that a violation of the Coaches Code of Conduct or the Local League s By-Laws has occurred. The notified Coach will be asked to appear before a duly appointed committee of the Board of Directors. The committee will report their findings and make a recommendation to the Board. This recommendation may include a warning or a suspension, the length of which could range from one (1) game up to and including a full season suspension. Any Coach thrown out of a game by a referee will receive an automatic one (1) game suspension (Next Game). 5. The Board of Directors shall, in the case of a parent or guardian, give notice to any such parent or guardian that a violation of the Parents Code of Conduct or the Local League s By-Laws has occurred. The notified parent or guardian will be asked to appear before a duly appointed committee of the Board of Directors. The committee will report their findings and make a recommendation to the Board. This recommendation may include a warning or a suspension, the length of which could range from one (1) game up to and including a full season suspension. Any parent or guardian thrown out of a game by a referee will receive an automatic one (1) game suspension (Next Game). Article IV-Dues Dues for Regular Members may be fixed at such amounts, as the Board of Directors shall determine prior to the beginning of any membership period. The membership period for the Local League will coincide with the Local League s fiscal year which will begin on January 1 st of each year and end on December 31 st of each year. Members who fail to pay their fixed dues within thirty (30) days from the time the same become due may by vote of the Board be dropped from the rolls and shall forfeit all rights and privileges of membership. Section 4 A reasonable youth football participation fee may be assessed as a parents obligation to assure the operational continuity of the local League. AT NO TIME SHOULD PAYMENT OF ANY FEE BE A PREREQUISITE FOR PARTICIPATION IN THE Warwick Valley Youth Football & Cheerleading Program. Article V- Meetings Annual Meeting. The annual meeting of the Members of the Local League shall be held the second Wednesday in December at 7:00PM each year for the purpose of electing a Board of Directors and Members receiving reports and for the transaction of such business as may
properly come before the meeting. After the Board of Directors is elected, the Board shall meet to elect the officers. Monthly Meeting. Monthly meeting of the Members shall be the second Wednesday of each month. A representative of each team, both players and cheerleaders, must attend each monthly meeting during the season. Board Meetings. The Board may meet, at their discretion, to discuss matters pertaining to the Local League. Section 4 Special Meetings. Special meetings of the Members may be called by the Secretary or President at their discretion. Upon the written request of four (4) members of the Board of Directors, The President shall call a special meeting to consider a specific subject. No business other than that specified in the notice of the meeting shall be transacted at any special meeting of the Members. Section 5 Quorum. The presence in person or representation by absentee ballot of a number of Board of Directors greater than Fifty (50%) percent shall be necessary to constitute a quorum. Section 6 Voting. Only Regular Members shall be entitled to vote at any Annual or Special meeting of the Local League. Section 7 Absentee Ballot. For the expressed purpose of accommodating a regular member in good standing who cannot be in attendance at the annual meeting, an absentee ballot may be requested and obtained from the Secretary of the League. The absentee ballot shall be properly completed, signed and returned in a sealed envelope to the Secretary prior to the date of the annual meeting and the election of members to the Board of Directors. The secretary shall present all absentee ballots to the Election Chairman on the date of the annual meeting prior to the conduct of the election process. Section 8 Rules of Order. Roberts Rules of Order shall govern the proceeding of all meetings, except where same conflicts with the constitution or By-Laws of the Local League. Article VI- Board of Directors Board and Number. The management of the property and affairs of the Local League shall be vested in the Board of Directors. The number of Directors shall be Nine (9). The Directors shall upon election immediately enter upon the performance of their duties and shall continue in office until their successors shall have been duly elected and qualified.
Required Members. The Board Membership shall include the positions of President, Vice President, Secretary, Treasurer, Player Agent, Equipment, Fields, Cheer Director and Assistant Cheer Director. Annual Election and Term of Office. All elections of Directors shall be by majority vote of all members present or represented by a properly executed and signed absentee ballot filed with the secretary prior to the election meeting. The membership shall elect the members of the Board. The specific positions of President, Treasurer and Cheer Director will be elected by the membership. The other Board nominees will run for a Board position and the newly elected Board will appoint such duly elected members to specific open positions on the Board. Term of office shall be for two (2) years with year of election staggered to provide for election of approximately one-half (1/2) of the Board each year. Section 4 Vacancies. If any vacancy occurs in the Board of Directors, by death, resignation or otherwise, it may be filled by a majority vote of the remaining Directors at any regular meeting or at any special meeting called for that purpose. Section 5 Meetings, Notice and Quorum. Regular meetings of the Board of Directors shall be held immediately following the annual election and on such days thereafter as shall be determined by the Board. The President or the Secretary may, whenever they deem it advisable or the Secretary shall at the request in writing of five (5) directors issue a call for a special meeting of the Board. Notice of each special meeting shall be given by the Secretary to each Director either by mail at least three (3) days before the time appointed for the meeting to the last recorded address of each Director, or by telephone, email, facsimile or personal notice twenty-four(24) hours preceding the meeting. Such notice shall include the purpose of the meeting and all matters that may be acted upon at the meeting. Greater than fifty percent (50%) of the Board of Directors shall constitute a quorum for the transaction of Business. Section 6 Duties and Powers. The Board of Directors shall have the power to appoint such standing committees as it shall determine appropriate and to delegate such powers to them as the Board shall deem advisable and which it may properly delegate. The Board may adopt such rules and regulations for the conduct of its meetings and the management of the Local League, as it may deem proper. The Board shall have the power by a two-thirds vote of those Board members present at any regular or special meeting to discipline, suspend or remove any Director or Officer or
Committee Member of the Local League in accordance with the procedure set forth in Article III, Section 4. The membership shall receive at the first meeting of the members of the Local League each calendar year a report verified by the President and Treasurer, or by a majority of the Directors, showing the preceding year s financial activity. A separate report will be prepared by the Equipment Director showing the whole amount of real and personal property owned by the Local League, where located, and where and how invested, the amount and nature of the property acquired during the year immediately preceding the date of the report, which report shall be filed with the records of the Local League and an abstract thereof entered in the minutes of the proceedings of the annual meeting. Article VII-Officers, Duties and Powers Election. Immediately following the annual meeting the Directors present, provided there be a quorum, shall meet for the purpose of discussing Officer duties and responsibilities, and appointing committees for the ensuing year. Officers. The officers of the Local League shall consist of a President, Vice President, Secretary, Treasurer, Player Agent, Equipment, Fields, Cheer Director and Assistant Cheer Director, all of whom shall hold office for the ensuing two (2) years or until their successors are duly elected. All Officers of the Board will be subject to a background check. The Board of Directors may appoint such other Officers or agents as it may deem necessary or desirable and may prescribe the powers and duties of each and may fill any vacancy which may occur in any office. Appointed officers or agents shall have no vote on actions taken by Board of Directors unless such individuals have been elected to the Board by the Membership or have been elected to fill a vacancy on the Board. Any appointed Board member may, upon unanimous vote of the Board, be given voting rights during the term appointed. President. The President shall: 1. Conduct the affairs of the Local League and execute the policies established by the Board of Directors. 2. Present a report of the condition of the Local League at the annual meeting. 3. Communicate to the Board of Directors, such matters as deemed appropriate, and make such suggestions as may tend to promote the welfare of the Local League. 4. Be responsible for the conduct of the Local League in strict conformity to the Policies, Principles, Rules and Regulations of the Orange County Youth Football Incorporated, as agreed to under the conditions of charter issued by the Local League by that organization.
5. Be responsible for the conduct of the Local League in strict conformity to the Constitution and By-Laws of Warwick Valley Youth Football & Cheerleading. 6. Designate in writing, other Officers if necessary, to have power to make and execute for/and in the name of the Local League such contracts and leases they may receive and which have had prior approval of the Board. 7. Investigate complaints, irregularities and conditions detrimental to the Local League and report thereon to the Board of executive committee as circumstances warrant. 8. Prepare and submit an annual budget to the Board of Directors and be responsible for the proper execution thereof. 9. With the assistance of the Player Agent, examine the application and support proof-of age documents of every player candidate and certify to residence and age eligibility before the player may be accepted for tryouts and selection. Section 4 Vice President. 1. In case of the absence or disability of the President, and provided he is authorized by the President or Board so to act, the Vice President shall perform the duties of the President, and when so acting, shall have all the powers of the office, and shall have such other duties as from time to time may be assigned by the Board of Directors or by the President. 2. Conduct background checks of all Board members and candidates for Coaches, the results of which will be disclosed to the President. 3. Oversee and manage all activities related to the concession stand of the local league. Section 5 Secretary. The Secretary shall; 1. Be responsible for recording the activities of the Local League and maintain appropriate files, mailing lists and necessary records. 2. Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incident to the office of Secretary or as may be assigned by the Board of Directors. 3. Maintain a list of all Regular, Sustaining and Honorary Members, Director and Committee Members and give notice of all meetings of the Local League, the Board of Directors and Committees. 4. Keep the minutes of the meeting of the members, the Board of Directors and the Executive Committee and cause them to be recorded in a book kept for that purpose.
5. Shall conduct all correspondence not otherwise specifically delegated in connection with said meetings and shall be responsible for carrying out all orders, votes and resolutions not otherwise committed. 6. Notify Members, Directors, Officers and Committee members of their election or appointment. 7. Coordinate all Fundraising activities of the local league. Section 6 Treasurer. The Treasurer shall; 1. Perform such duties as are herein specifically set forth and such other duties as are customarily incident to the office of Treasurer or may be assigned by the Board of Directors. 2. Receive all monies and securities, and deposit same in a depository approved by the Board of Directors. 3. Keep records for the receipts and disbursements of all monies and securities of the Local League, including the auxiliary, approve all payments from allocated funds and draw checks therefore in agreement with policies established in advance of such actions by the Board of Directors. All disbursements in excess of One Thousand ($1,000) Dollars must have the written approval of the President. 4. Prepare and distribute a report at each regular meeting of the Board of Directors which presents for the month(s) immediately preceding the meeting the financial activity including individually listed receipts and disbursements, as well as a reconciliation of all such activity to the bank statements, the submittal of such bank statements will be included in the monthly report. 5. Prepare an annual budget, under the direction of the president, for submission to the Board of Directors at the third meeting of the calendar year. 6. Prepare an annual financial report, under the direction of the President, for submission to the membership and Board of Directors at the annual meeting. Section 7 Player Agent. The Player Agent shall: 1. Record all player transactions and maintain an accurate and up to date record thereof. 2. Receive and review applications for player candidates and assist the President in checking residence and age eligibility. 3. Conduct the player auction or draft and all other player transactions or selected meetings. Present to the Board specific rules related to any such player auction or draft.
4. Prepare the player agent s list. 5. Prepare for the Presidents signature and submission to the Orange County Youth Football Board of Directors, team rosters, including players claimed, and the team eligibility affidavit. 6. Notify the Orange County Youth Football Board of Directors of any subsequent player replacements or trades. 7. Receive all complaints of violations of the coaches, parents or players Code of Conduct and investigate all such complaints. The Player Agent will submit a written report of his / her findings to the President. Section 8 Equipment Director The Equipment Director will: 1. Be responsible for the care and maintenance of the football equipment, including helmets, shoulder pads, practice pants, game uniforms, coaches bags and necessary equipment and all other such equipment necessary for the football teams. He or she shall operate within the amount appropriated in the approved budget for that purpose. 2. Be responsible for the proper issuance of such supplies and equipment and for the repair, cleaning and storage thereof at the close of the season. 3. Be responsible for the purchase of all new football equipment necessary to outfit all players within the league. 4. Issue all necessary equipment to each team by way of an outfitted coaches bag. 5. Be responsible for the distribution of all football equipment to all players within the league, as well as ensure the collection of all such equipment at the conclusion of each season. Section 8 Field Director The Field Director will: 1. Be responsible for the care and maintenance of the playing fields(s), buildings and grounds. He or she shall operate within the amount appropriated in the approved budget for that purpose. 2. Investigate and recommend available suitable sites and plans for development including ways and means, the latter in cooperation with the Finance Committee. 3. Be responsible for repair and improvement recommendations and supervise the performance of approved projects. 4. Secure bids on needed supplies and equipment to maintain the field and make recommendations for their purchase to the Board.
5. Secure appropriate insurance on said property and buildings of the Local League. Section 9 Cheerleading Director The Cheerleading Director will: 1. Article VIII - Other Committees Finance Committee. The Board of Directors may appoint a finance committee consisting of not less than three (3) nor more than five (5) Directors and other appointed Regular Members. The treasurer shall be an ex-officio member of the committee. The committee shall investigate ways and means of financing the Local League including annual registration fees and team sponsorships and submit such recommendations to the Board for approval. It shall be responsible for taking up collections at games: if such collections are authorized by the Local League and shall turn over said collections to the Treasurer immediately after each game. Equipment & Grounds Committee. The Board of Directors may appoint an Equipment & Grounds committee consisting of not less than two (2) nor more than four (4) Directors and other appointed Regular Members. The committee shall participate in the preparation of the game field and care and administration of the Local League s football equipment. Fundraising Committee. The Board of Directors may appoint a Fundraising committee consisting of not less than two (2) nor more than four (4) Directors and other appointed Regular Members. The committee shall coordinate and direct all fundraising activities of the Local League as approved by the Board of Directors. Section 4
Coaches Committee. The Board of Directors may appoint a Head Coaches Committee consisting of three (3) Directors. The Committee may interview and investigate prospective Head Coaches and Coaches, and recommend acceptable candidates to the President, for appointment and subsequent approval by the Board for Directors. It shall, during the playing season, observe the conduct of the Head Coaches and coaches and report it s findings to the President of the Local League. It shall, at the request of the President or Board of Directors, investigate complaints concerning Head Coaches and coaches and make a report thereof to the President or Directors as the case may be. Section 5 Referee Committee. The Board of Directors may appoint a Referee Committee consisting of Directors and other appointed Regular Members. The Local League President shall be Chairperson of any such Committee. The Committee shall recruit, interview and recommend to the President for appointment a staff of Referees, including a Head Referee and replacements. When appointed, the staff of Referees shall be under the personal direction and responsibility of the Local League President, assisted by the Head Referee who shall train, observe and schedule the staff. Section 6 District Committee. The Board of Directors may appoint a District Committee consisting of the Local League President as chairman and two (2) other Directors. The Committee shall assist the District Administrator in inter-league district functions including the selection of members of the District Administrator s Advisory Committee and the selection of tournament sites and area tournament directors. Section 7 Auxiliary Committee. The Board of Directors may appoint an Auxiliary Committee consisting of the Local League Treasurer and two (2) other Directors and other appointed Regular Members. The Committee shall coordinate the activities of the Auxiliary. It shall review and evaluate auxiliary projects for raising money and disposition of profits, and make recommendations to the Board. The Board of Directors shall approve in advance all projects and actions of the Auxiliary. Section 8
Auditing Committee. The Board of Directors may appoint an Auditing Committee consisting of three (3) Directors and other appointed Regular Members. The President, Treasurer or signatories of checks are not eligible. The Committee will audit the Local Leagues books and records annually prior to the annual meeting and attach a statement of their findings to the annual financial statement of the President and Treasurer; or may, if directed, by the Board of Directors or Membership, secure the services of a Certified Public Accountant to accomplish such audit. Article IX- Head Coaches, Coaches and Referees. League Commissioners. League commissioners, if necessary, shall be appointed annually by the President for each league, and be approved by the Board of Directors. League Commissioners shall be responsible for the operations of their respective leagues including game scheduling and shall assist the Player Agent in appropriate matters. Head Coaches and Coaches for Football and Cheerleading shall be appointed annually by the Board of Directors and be approved by the Board of Directors. Head Coaches shall be responsible for the selection of their teams and for their actions on the field. All Head Coaches and Coaches shall abide by the Local League s Coaches Code of Conduct and sign a statement attesting to such. All Coaches shall acknowledge that Warwick Valley Youth Football & Cheerleading is an entitlement league and as such all players who have paid their requisite registration fee will be entitled to: play in each game of at least the minimum number of plays as specified in Article XIII, for all football players and: to participate in all cheering activities associated with each team for all cheerleaders. Head Coaches shall be responsible for ensuring all football players on their respective teams attain the required number of plays in each game. In any game where it is determined by the Board that a player has not played in his required number of plays, the Head Coach will be subject to disciplinary action as set forth in Article III, Section 4. For cheerleading, Head Coaches shall be responsible for ensuring all cheerleaders are permitted to engage in all cheering activities associated with each team. In any game where it is determined by the Board that a cheerleader has not been allowed to participate fully in the teams cheering activities, the Head Coach will be subject to disciplinary action as set forth in Article III, Section 4. The Head Coach shall appoint the team down and distance chain crew and the player count parent for each game.
Referees. Referees shall be appointed annually by the Orange County Youth Football Board of Directors, with the approval of Board of Directors. The Local League shall be responsible for their assignments and for their actions on the field. Section 4 While holding such office, the President is permitted to be a Head Coach or coach without obtaining a waiver. The President should not referee. All Board members are permitted to be a Head Coach or coach. Article X- Affiliation Charter. The Orange County Youth Football League. Rules and Regulations. The Official Playing Rules and Regulations are provided by the Orange County Youth Football League and shall be binding. Article XI- Financial and Accounting President must approve all purchases for the League of One Thousand ($1,000) Dollars or more and must have his written approval for such purchases. The Board of Directors shall decide all matters pertaining to the finances of the Local League and it shall place all income including Auxiliary funds, in a common league treasury, directing expenditure of same in such manner as will give no individual or team an advantage over those in competition with such individual or team. The Board shall not permit the contribution of funds or property to individual teams but shall solicit some for the common treasurer of the Local League, thereby to discourage favoritism among teams and to endeavor to equalize the benefits of the Local League. The Board shall not permit the solicitation of funds in the name of the Orange County Youth Football League activities. Section 4 The Board shall not permit the distribution of Local League funds for other than the conduct of Youth Football and Cheerleading League activities. Section 5
No Director, Officer or member of the Local League shall receive, directly or indirectly any salary, compensation or emolument from the Local League for services rendered as Director, Officer or Member. Section 6 All monies received, including Auxiliary funds, shall be deposited to the credit of the Local League in the bank designated by the Board of Directors and all disbursement shall be made by check. All checks shall be signed by the Local League Treasurer or such other officer or officers or person or persons as the Board of Directors shall determine. Section 7 The fiscal year of the Local League shall begin on the first day of January and shall end on the last day of December. Section 8 Distribution of property upon Dissolution. Upon dissolution of the Local League and after all outstanding debts and claims have been satisfied, the Members shall direct the remaining property of the Local League to another non-profit entity which maintains the same objectives as set forth herein, which are or may be entitled to exemption under Section 501 (C)(3) of the Internal Revenue Code or any future corresponding provision. Article XIII- Special Regulations Preface, WARWICK VALLEY YOUTH FOOTBALL & CHEERLEADING will follow all rules set forth by the Orange County Youth Football League. The Warwick Valley Youth Football & Cheerleading cheerleaders will also follow the local rules of the Orange County Cheerleading League. 1. Helmets. All Helmets are approved by the national operation committee on standards for athletic equipment. Every 2 (two) years the helmets will be reconditioned by a certified manufacturer. 2. Shoulder pads. All shoulder pads will be of the light quality and be checked each year and reconditioned as necessary. 3. All Players will receive a set of Hip, Thigh, Knee and Tail pads. The league will also provide a mouthpiece. All players will be required to wear an Athletic Supporter. 4. A bond check will be collected at the time game uniforms are distributed to ensure all uniforms and equipment will be returned at the end of the season in good condition, Player Game Participation. Each player in attendance and eligible to play must participate for a minimum of Eight (8) plays if the roster at kickoff has 25 or more players, Ten (10) plays if the roster at kickoff has 19-24 players, Twelve (12) plays if the roster at kickoff has 18 or less players.
Section 4 Parent / Guardian Conduct and Participation All parents and guardians are encouraged to be involved in their son s or daughter s endeavors with the Warwick Valley Youth Football & Cheerleading. Each parent or guardian will sign the Parent s Code of Conduct before their child is permitted to participate in the Local League. In any event where it is determined by the Board that a parent or guardian has violated this Code of Conduct, the Board may, at its sole discretion, impose a suspension upon the parent or guardian as defined in Article III, Section 4. Section 5 Local Rules. Local rules will be adopted by the Board of Directors at least fifteen (15) days prior to the first scheduled game of the season. Section 6 League Functions. All league functions will be approved by the board and will be covered by the leagues insurance. All functions not approved by the board will not be the Warwick Valley Youth Football & Cheerleading responsibility. Therefore, any such events need additional coverage not provided by the league.