YOUTH SPORTS ORGANIZATION. FOOTBALL and CHEERLEADING
ARTICLE I: Name
Section 1.01
The name of this organization shall be LaPlata Youth Football Association, Inc.
Section 1.02
All teams in the LaPlata Youth Football Association, Inc. will be designated the "Blue Knights" or "LPBK".
ARTICLE II: Purpose
Section 2.01
The Mission Statement of this non-profit organization is:
a) To promote participation and interest in the sport of tackle football and cheerleading among the youth of the greater
LaPlata area and as outlined by Charles County Parks and Recreations.
b) To stress good sportsmanship and to work toward development of high ideals of conduct and character among youth tackle football players, cheerleaders, coaches, officials
and spectators.
c) To develop safe, skillful play of youth football and cheerleading.
ARTICLES III: Board of Directors
Section 3.01
Board of Directors Positions:
a) This non-profit organization shall have a President, Vice President, Football Secretary, Cheerleading Secretary, Treasurer, Football Coordinator, Cheerleading Coordinator, Merchandise Coordinator, Football Equipment Manager, Cheerleading Equipment Manager, Concession Stand Coordinator, Fundraising Coordinator, and Historian.
b) From this point on the above listed will be referred to as Board of Directors.
Section 3.02
No person shall hold more than one office.
Section 3.03
Terms of Board of Directors:
All Board of Directors shall hold office for a period of two years or until they or their successors are elected. Staggered elections shall be held in the month of January and term of office shall normally begin and end February 1st of the election year.
Section 3.04
Vacancies:
If there is a vacancy the Board of Directors shall appoint such officer and who shall serve the remainder of the term.
Section 3.05
Removal of Officer:
a) Any Board Member may be removed by a majority vote of the Board of Directors whenever the best interest of the organization would be compromised by that individual being detrimental to the growth, reputation or overall benefit of the organization.
b) Board members missing three meetings in any fiscal year without an excused absence from the President are subject to suspension and/or removal from the board by a majority vote of the Board of Directors.
c) Said Board Member will be notified in writing of the suspension/removal vote in writing.
Section 3.06
Compensation of Officers:
The officers of this organization shall serve without compensation.
Section 3.07
Powers and Duties of Officers:
1. President
The President shall be the Chief Executive Officer of the organization and preside at all meetings. He/She shall execute, with the Treasurer and in the name of the organization, contracts, evidences of indebtedness and other instruments authorized by the Board of Directors. He/she shall preside over meetings and see that business is run in a timely organized manner. The President shall have the following primary duties:
a) Ensure that the organization’s By-laws and Operating Code are employed and enforced.
b) Make relevant recommendations to the Board of Directors, after studying the specific and primary purposes of the organization as stated in its By-laws and after examining the policies, rules and guidelines, and after analyzing the current status of the sport of youth tackle football and cheerleading.
c) Maintain youth program oversight, working with the Coordinators to ensure policies and schedules comply with the organization’s operating codes.
d) The President shall be excluded from holding any head coaching position on any team. The President may be an assistant coach as long as it does not interfere with his/her duties.
e) Complete whatever duties are given to him/her by the Board of Directors and which are in the best interest of the organization.
f) Develop and maintain an Officers Handbook with points of contact and procedures.
g) The President must attend all mandatory Charles County Youth Football League (CCYFL) meetings, any county competitions for Football and Cheerleading, or designate an alternate board member to attend in the event of an excused absence.
h) The President may call for an audit at any time if the majority of the BOD’s deems it necessary, to be completed by an independent CPA not affiliated with the league.
2. Vice President
The Vice President shall have such powers and shall perform such duties as the Board of Directors may designate. In the event of the absence or disability of the President, the Vice President shall perform the duties of the President during the continuances of such absences or disability. In addition to assuming the Presidents authority when called on to do so, the Vice President shall maintain the youth program oversight, working with the coordinators to ensure policies and schedules comply with the organization’s operating codes.
a) The Vice President may coach any Football or Cheerleading team as long as it does not interfere with his/her duties. If the Vice President should become President for any reason he/she must step down from his/her head coaching responsibilities.
b) Organize committee sign-up’s at registration.
c) Oversee committee members and committee meetings.
d) Order port-o-potties and dumpsters at the beginning of the season for all home games.
e) Secure electricity at the home field concession stand when needed.
f) Delegate set-up and breakdown of field for all home games, and provide a written schedule of this to all football and cheerleading coaches.
g) Secure facilities, create and distribute fall practice schedule for football and cheerleading with the guidance of the Football and Cheerleading Coordinators.
h) Consult with County and Town Officials before coordinating the placement and removal of all registration signs.
i) The Vice President may call for an audit at any time if the majority of the BOD’s deems it necessary, to be completed by an independent CPA not affiliated with the league.
3. Football Secretary
The Football Secretary shall, or direct another to, keep the minutes of all proceedings of the Board of Directors. The Football Secretary shall carry on the correspondence of the organization, including the dissemination of information to members and to the public. The Football Secretary shall perform duties that may be assigned to him/her by the Board of Directors.
He/She shall carry out the administrative duties as follows:
a) Present minutes from previous meetings to be read, approved and signed by Board of Director’s present.
b) Handle Football correspondence of the organization as directed by the Board of Directors.
c) Draft a league Football newsletter as needed, to be approved by the Board of Directors before distributing or posting on league website.
d) The Football Secretary may coach any Football or Cheerleading team as long as coaching does not interfere with his/her duties.
e) Perform such other duties as assigned to him/her by the Board of Directors.
f) In the event of the absence or disability of the Football Secretary, the Board of Directors may designate another Board Member to perform the duties of the Football Secretary during the continuance of the absence or disability of the Football Secretary.
4. Cheerleading Secretary
The Cheerleading Secretary shall, or direct another to, keep the minutes of all proceedings of the Board of Directors. The Cheerleading Secretary shall carry on the correspondence of the organization, including the dissemination of information to members and to the public. The Cheerleading Secretary shall perform duties that may be assigned to him/her by the Board of Directors.
He/She shall carry out the administrative duties as follows:
a) Present minutes from previous meetings to be read, approved and signed by Board of Director’s present.
b) Handle Football correspondence of the organization as directed by the Board of Directors.
c) Draft a league Cheerleading newsletter as needed, to be approved by the Board of Directors before distributing or posting on league website.
d) The Cheerleading Secretary may coach any Football or Cheerleading team as long as coaching does not interfere with his/her duties.
e) Perform such other duties as assigned to him/her by the Board of Directors.
f) In the event of the absence or disability of the Cheerleading Secretary, the Board of Directors may designate another Board Member to perform the duties of the Cheerleading Secretary during the continuance of the absence or disability of the Cheerleading Secretary.
5. Treasurer
The Treasurer shall keep the accounting records of the organization, and make such payments from the organization funds. He/She shall prepare and submit to the Board of Directors a financial statement of the organization by the January board meeting. The Treasurer shall also perform duties that may be assigned to the Treasurer by the Board of Directors.
In the event of the absence or disability of the Treasurer, the Board of Directors may appoint an Assistant Treasurer to perform, under the direction of the Board of Directors, the duties of Treasurer.
He/She shall carry out the financial duties as follows:
a) The treasurer shall report account balance at all Board of Directors meetings.
b) Financial information for taxes shall be prepared and forwarded to CPA by January 31st of each year.
c) Personal Property taxes must be filed by April 15th.
d) Year-end financial statement shall be prepared and presented by January board meeting.
e) The Treasurer may coach any Football or Cheerleading team as long as coaching does not interfere with his/her duties.
f) The Treasurer shall update the year-to-date financial report on the league website monthly.
g) The Treasurer shall provide any member seeking reimbursement of league approved expenses with a disbursement form. The member seeking reimbursement shall fill out the form and attach all receipts in relation to the request before the treasurer will issue a check.
h) The Treasurer also shall perform other duties as assigned to him/her by the Board of Directors.
6. Football Coordinator
The Football Coordinator will uphold and enforce the organizations operating code and policies. The Football Coordinator will work with the President and Vice President on all issues pertaining to football programs within the organization. The Football Coordinator will be specifically responsible for:
a) Screening and recommending applicants for all weight class football coaching positions and presenting in a timely manner to be voted on by the Board of Directors.
b) Ensuring high standards of instruction and ethics are maintained by coaches and participants during the course of the season.
c) Football Coordinator must attend all football meetings required by the county.
d) The Football Coordinator may coach any Football or Cheerleading team as long as coaching does not interfere with his/her duties.
e) Recommending, in writing, policies and guideline changes pertaining to the football program to the Board of Directors for approval by a majority vote.
f) Organizing, coordinating and proposing in writing to the Board of Directors for approval, participation in special events, tournaments, competitions and bowls associated with the football program.
g) Ensuring the playing field is in order.
h) The Football Coordinator shall make recommendations to the Equipment Manager of any equipment needed.
i) Perform such other duties as assigned to him/her by the
Board of Directors.
7. Cheerleading Coordinator
The Cheerleading Coordinator will uphold and enforce the organizations operating code and policies. The Cheerleading Coordinator will work with the President and Vice President on all issues pertaining to Cheerleading programs within the organization. The Cheerleading Coordinator will be specifically responsible for:
a) Screening and recommending applicants for all weight class cheerleading coaching positions and presenting in a timely manner to be voted on by the Board of Directors.
b) Cheerleading Coordinator must attend all cheerleading meetings required by the county.
c) The Cheerleading Coordinator may coach any Football or Cheerleading team as long as coaching does not interfere with his/her duties.
d) Ensuring high standards of instruction and ethics are
maintained by coaches and participants during the course of the season.
e) Recommending, in writing, policies and guideline changes pertaining to the cheerleading program to the Board of Directors for approval.
f) Organizing, coordinating and proposing in writing to the Board of Directors for approval, participation in special events, tournaments, competitions and bowls associated with the cheerleading program.
g) The Cheerleading Coordinator shall make recommendations to the Equipment Manager of any equipment needed.
h) Perform such other duties as assigned to him/her by the Board of Directors.
8. Equipment Manager (Football)
a) Maintains all field equipment owned by the organization.
b) Order and distribute all football equipment/uniforms with the approval of the Board of Directors.
c) The Equipment Manager may coach any Football or Cheerleading team as long as coaching does not interfere with his/her duties.
d) Make recommendations to the Board of Directors about necessary equipment purchases pertaining to the storage and maintenance of league equipment.
e) Perform such other duties as assigned to him/her by the Board of Directors.
9. Equipment Manager (Cheerleading)
a) Order and distribute all cheerleading equipment/uniforms with the approval of the Board of Directors.
b) Make recommendations to the Board of Directors about necessary equipment purchases pertaining to the storage and maintenance of league equipment.
c) The Equipment Manager may coach any Football or Cheerleading team as long as coaching does not interfere with his/her duties.
d) Perform such other duties as assigned to him/her by the Board of Directors.
10. Merchandise Coordinator
a) Inquire and present examples of merchandise options with prices for Board of Directors to approve before ordering.
b) Maintain inventory of all merchandise and sales.
c) Oversee the sales of all league merchandise.
d) Turn in all proceeds to Treasurer for weekly deposit.
e) The Merchandise Coordinator may coach any Football or Cheerleading team as long as coaching does not interfere with his/her duties.
f) Perform such other duties as assigned to him/her by the Board of Directors.
11. Concession Stand Coordinator
a) Oversee the cleaning of Concession Stand prior to first home game.
b) Maintain inventory of all concession items.
c) Oversee the stocking of concession stand prior to all home games.
d) Coordinate volunteers to work the concession stand from football and cheerleading teams.
e) The Concession Stand Coordinator may coach any Football or Cheerleading team as long as coaching does not interfere with his/her duties.
f) Make recommendations to the Board of Directors for approval of all necessary purchases regarding concession stand equipment.
g) Turn in all proceeds to Treasurer at the end of each home game for deposit.
h) Oversee the cleaning and closing of Concession Stand at the end of the season.
i) Perform such other duties as assigned to him/her by the Board of Directors.
12. Fundraising Coordinator
a) Distribute/mail sponsorship letters to local businesses prior to the first registration.
b) Inquire and present examples of fundraising options with projected profit for Board of Directors to approve.
c) Oversee any other approved fundraising activities endorsed by the league.
d) Coordinate the distribution of fundraising products ordered by league participants.
e) Turn in all proceeds to Treasurer at the end of each fundraiser for deposit.
f) The Fundraising Coordinator may coach any Football or Cheerleading team as long as coaching does not interfere with his/her duties.
g) Perform such other duties as assigned to him/her by the Board of Directors.
13. Historian
a) Maintain a permanent place to store archives that is safe from pilferage, fire, dampness, excessive heat, and so forth.
b) Assemble and maintain a complete reference set of the Homecoming publications, board minutes and by-laws with changes, correspondence, programs, clippings and other permanent historical records. Include the Scholarship, Team awards, significant member awards and similar memorabilia. Scholarship information should include information on the establishment of the award, i.e., namesake information, date of establishment, purpose and criteria, and historical list of awardees, along with individual citations.
c) Maintain a record of past and present elected officers, committees and members. Record important facts about these people. Compile and maintain a record of all Coaches.
d) Compile and maintain a chronology of facts for past years. Be sure to state the source. Keep a unit journal of events as they occur.
e) Collect photographs of Board of Directors, team, Coaches in action. Store these properly. (Get professional advice on this, if necessary.) Emphasize action/work photos rather than those taken for award presentations; however, it is important to obtain photos of Board members, coaches and awardees. Each photo should tell a self-evident story.
f) Encourage the donation of personal papers and memorabilia.g) Develop an “oral history” program within the League. Encourage interviews with "old timers" and key people to get their experiences recorded for future reference. This includes press interviews.
h) Be responsible for the collection and preservation of archival materials until they are turned over to the incoming Historian.i) Be responsible for the collection of artifacts such as uniforms, insignia and other non-print materials related. These items need to be evaluated. A letter of donation must accompany the material which describes it; naming the former owner with an accompanying donation letter to you from the member or member’s family, and a listing of the items being donated. In the list or letter provide the best description possible of what the items are, when they were in use and for what purpose, and their significance for permanent preservation. Brief biographical information on the member should be provided that includes dates of birth and death, dates of membership, offices and qualifications held, awards received, and family contact information, plus any press items on the person.
j) Prepare articles for publication which will peak interest in LPBK history and make clear how members can help in the gathering of historical material. It is useful to make clear that what is obvious and familiar today may be important, but forgotten in the future, unless deliberately preserved. Plan and be responsible for the eventual publication and dissemination of a competently researched and well-written, comprehensive history of the League.
k) As needed, appoint and supervise members of a history committee for the purpose of all of the above.
l) Document all Public Relations events as well as fundraising events with specific details. Seek out Public Relations opportunities.
m) Maintain and update League website with regard to History.
ARTICLE IV: Membership
Section 4.01
a) Members will include all parents and/or guardians of
paid registered players. It will also include any BOD member, head coach or assistant coach affiliated with LPBK.
b) All voting members will be entitled to one vote per paid registration. All members described in 4:01 (a) without a registered child in the league will be entitled to one vote.
c) Membership in the league is good through June 1st of each year.
Section 4.02
Termination of membership of a youth or adult member shall be enacted and enforced by the Board of Directors without a refund. The termination will be enacted when an individual no longer follows the philosophy and principles of the organization and it is deemed by the Board that the individual or family has become detrimental to the growth, reputation or overall benefit to the athletes, coaches, volunteers or the organization.
ARTICLE V: Meetings
Section 5.01
Board of Directors Meeting:
a) The Board of Directors meetings shall be held monthly at a time and place chosen by the Board of Directors.
b) Each board member in good standing will have one vote in all business matters. The President shall not vote on any motion brought before the board, however, should the result of any vote on any motion result in a tie the President shall cast his/her vote only as a tie breaker.
c) Coaches with inquiries will be given an opportunity to express concerns or opinions at the monthly Board of Directors meeting during an allotted time. The coach must contact the Secretary prior to the meeting to obtain time and location.
Section 5.02
Rules of Order:
Robert’s Rules of Order will govern the proceedings of meetings to ensure that meetings run in an orderly business manner, except where it conflicts with the by-laws of the league.
Section 5.03
Quorum;
a) A majority of the Board of Directors shall constitute a board quorum for the transaction of business.
b) Twenty-Five (25) votes shall constitute a members quorum. In the event 25 votes are not available, the meeting shall be rescheduled to a later date. The second meeting votes shall constitute the members quorum.
Section 5.04
Membership Meeting:
a) An annual membership meeting will be held in the month of January in order to allow membership to elect Board of Directors.
b) Membership will be notified of the date and time of the meeting through the league newsletter and/or website.
Section 5.05
Special Meetings: A special meeting may be called by the Board of Directors as needed.
ARTICLE VI: Committees
Section 6.01
a) Committee sign-ups will be held at registrations and will be
overseen by the Vice President.
b) The Vice President will organize and oversee all committee
activity.
ARTICLE VII: Operating Code
Section 7.01
The LaPlata Blue Knights, under the Board of Directors, has developed an operating code which the league shall follow. The purpose of the Operating Code is to implement rules and procedures which enable the league to run an honorable football and cheerleading program that’s fair to the membership and participants.
ARTICLE VIII: Amendments
Section 8.01
Manner of Amending By-laws;
By-laws may be adopted, amended or repealed by the vote or written assent of a majority of the Board of Directors.
Section 8.02
Effective Date of Amendments to Bylaws;
Once adopted, these amendments will take effect immediately.
Section 8.03
The operating code may be adopted, amended or repealed
by the vote or written assent of a majority of the Board of Directors.
Section 8.04
Effective Date of Amendments to the Operating Code;
Once adopted, these amendments will take effect immediately.
ARTICLE IX: Dissolution
Section 9.01
In the event of the dissolution of The LaPlata Youth Football Association, Inc. the Board of Directors will donate all remaining assets to the Charles County Department of Public Facilities (Parks and Grounds Outdoor Sports) located in LaPlata, MD. The donated items are to be distributed among the other local non-profit youth football and cheerleading organizations to help promote the sport in Charles County.
The By-laws have been reviewed and approved by the LPBK BOD as signed and dated below. Amendments and additions may be made by a vote of the BOD when changes are necessary.
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