WYF By-Laws
WESTFIELD YOUTH FOOTBALL
2011 BY- LAWS
WESTFIELD YOUTH FOOTBALL BOARD OF DIRECTORS 2011
Article I- NAME
Section 1:
The organization shall be known as Westfield Youth Football, hereinafter referred to as “WYF.”
Article II-AFFLIATION
Section 1:
WYF shall annually apply for or renew affiliation with a League Organization comprised of other Youth Football organizations, currently the Suburban Amateur Football League, hereinafter referred to as “SAFL”.
Article III- OBJECTIVES
Section 1:
The primary objectives of WYF are to teach football skills while imparting the ideals of good sportsmanship, honesty, loyalty and respect for ones self and others and to keep the participants free from any adult personal agenda, ambition, and or glory.
Section 2:
To achieve these objectives, WYF will provide a supervised program under the Rules and Regulations as set forth by the SAFL By-Laws, the WYF By-laws, the WYF Participant Handbook, and the WYF Coaches Manual. WYF shall operate exclusively as a non-profit educational organization providing a supervised program of competitive football.
Article IV- WYF BY-LAWS
Section 1: By-laws stated herein will be approved by the WYF Executive Board of Directors by a simple majority vote.
Section 2: By-laws will be reviewed annually and approved In Accordance With (IAW) Article IV Section 1.
Article V – WYF Participant Handbook
Section 1: The WYF Participant Handbook stated herein will be approved by the WYF Executive Board of Directors by a simple majority vote.
Section 2: The WYF Participant Handbook will be reviewed annually and approved IAW Article V Section 1.
Article VI – WYF Coaches Handbook
Section 1: WYF Coaches Handbook stated herein will be approved by the WYF Executive Board of Directors by a simple majority vote.
Section 2: The WYF Coaches Handbook will be reviewed annually and approved IAW Article VI Section 1.
Article VII – MEMBERSHIP
Section 1: Eligibility; Any individual residing within the City of Westfield or surrounding town that does not have an affiliation with the SAFL.
(a) Participant Members: Any child meeting the requirements of WYF, and who resides within the authorized boundaries of WYF as set forth herein, shall be eligible for participation but shall have no rights, duties or obligations in the management or in the property of WYF.
(b) Regular Members: Any person upon registering their child (ren) to play in WYF and during the term that their child (ren) remains a Participant Member is a Regular Member. Residents of the WYF community with a demonstrated commitment to the objectives and goals of WYF but do not have children playing in the program, or individuals with children formerly in the program may also become regular members by approval of the Board Of Directors. Regular Members are permitted to attend all Board Meetings but will not be allowed to vote. Only the Board of Directors are eligible to nominate, vote, or hold an office or any other elected or appointed position in WYF.
(c) 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 rights, duties or obligations in the management or in the property of WYF.
(d) Sustaining Member: Any person not a Regular Member who makes financial or other contribution(s) to WYF may by majority vote of the Board of Directors become a Sustaining Member, but such person shall have no rights, duties or obligations in the management or in the property of WYF.
Section 2: Other Affiliations
Neither members nor their family members may actively engage in the participation, promotion or operation of any other football program, except for football programs sponsored by WYF, without a unanimous vote by the Board of Directors for a waiver application.
Section3: Suspension or Termination resulting from Extreme Violations
A complete description of the disciplinary process is outlined in the WYF Participation Handbook. In cases of an extreme violation of required adult or youth conduct (e.g., parent or player ejection from a game by an official, physical violence by any adult, or any other action deemed by the Executive Board of Directors to be of an extreme nature), membership may be terminated by voluntary resignation or by action of the Executive Board of Directors as follows:
(a) The Executive Board of Directors, by majority vote of those present at any duly constituted meeting, shall have the authority to immediately suspend or terminate the membership of any Member, Coach or Board of Directors member when the conduct of such person is considered detrimental to the best interests of WYF and/or the League. Termination of WYF membership will endure for the remainder of the current WYF season and one additional WYF season. The above actions will occur only after the following steps have been executed:
1) The extreme violation must be documented in writing by a witness and given to the President. Such documentation will include date, time, location, description of extreme violation, name(s) of member(s) involved, and signature of witness.
2)That Director must then provide a copy of the submitted document to all Executive Board Members via email or in person within 5 days of the date of the violation.
3) The Executive Board of Directors, upon confirmation of the violation, and upon majority agreement that an extreme violation has in fact occurred, will temporarily suspend the named member’s rights to attend practices and games until such time as a formal meeting can be arranged.
4) The named member shall be notified by certified letter of the formal meeting, informed of the general nature of the charges and be given an opportunity to appear at the meeting to answer such charges.
5) If the named member is a minor child, a parent or legal guardian will accompany the named member at such a meeting before the Executive Board of Directors.
6) Failure of the named member to attend said formal meeting shall not preclude the Executive Board’s ability to suspend or revoke the player’s, parent’s, Coach’s or Board Member’s current WYF membership and right to future WYF membership.
(b) If the participation by any member of the Board of Directors poses a conflict of interest, he/she will not be able to participate in deciding such a case.
Section 4: Disciplinary Action among Coaching Staff
(a) A Head Coach has complete authority to terminate an Assistant Coach without a Board of Directors vote provided that the following steps have been taken:
1) First Incident – The Head Coach will provide a verbal warning to the Assistant Coach.
2) Second Incident – The Head Coach will provide a written warning to the Assistant Coach. The Head Coach will provide a copy of the written warning to the Board of Directors as soon as possible. The Head Coach will consult with the Coaching Commissioner on the situation.
3) Third Incident - the Head Coach will terminate the Assistant Coach and provide documentation to the Board of Directors as soon as possible.
(b) In the absence of Board approval, all rights of any member in WYF and its property shall cease on the termination of such membership. Termination shall not relieve the member from any obligation for charges incurred, services or benefits actually rendered, fees of assessments arising from contract or otherwise. WYF shall retain the right to enforce any such obligation or obtain damages for its breach and any member whose membership is terminated by revocation shall have no claim against WYF, its Board of Directors or members for any accruals that may be alleged to exist.
(c) Any person suspended or terminated for disciplinary reasons cannot be considered for a leadership position in WYF including, but not limited to Head Coach, Assistant Coach, or Board of Directors. Termination of WYF membership will endure for the remainder of the current WYF season and one additional WYF season
ARTICLE VI: VOTING
Section 1:
Regular Members are permitted to attend all WYF Board Meetings but will not be allowed to vote.
Section 2:
All members of the WYF Board of Directors are eligible to nominate, vote, and hold an office or any other elected or appointed position in WYF. A motion will be passed based upon a majority vote.
Section 3:
The WYF Executive Board may override a Board of Directors vote. A two-thirds majority vote of the Executive Board is required to override a Board of Directors vote. An explanation for the override vote will be provided at the next scheduled Board of Directors meeting.
ARTICLE VII: FEES
Section 1:
Participant Members: a reasonable participation fee will be assessed each year to ensure the operational continuity of WYF. It is the policy of WYF that the inability to pay participation fees shall not keep an individual form participation in the program. A $35.00 fee will be assessed for a check returned for non-sufficient funds.
Section 2:
Scholarships: members who cannot afford to pay the participation fee shall so indicate in writing to the President, who will take such steps as necessary to assure that the suggested fee does not prevent a player from participating in WYF. It will be based on income guidelines set by the WYF Board of Directors, which will be based on the Massachusetts School lunch standards. The parents or guardians of any player that receives a scholarship, are required to volunteer (16) hrs in program activities. Payment plan arrangements can also be made with the President.
Section 3:
Refunds: Prior to equipment handouts, 100% refunds will be given upon request. After the first practice, no refunds will be granted. Termination of WYF membership due to violation of WYF By-Laws or Participant Handbook specifically excludes any refund of fees paid. Written requests for refunds due to unusual circumstances may be submitted to the President, and will be judged on a case-by-case basis. In the event a player quits, prior to the season, refund will only be granted once all equipment is turned in.
ARTICLE VIII: PLAYING RULES
Section 1:
Rules and Regulations; consistent with these By-laws WYF will follow such rules and regulation as set forth in the SAFL By-laws, Constitution and Rules of Play Handbook, per Article 23- playing rules: Games of the SAFL will be played under amateur rules, specifically those of the latest revision of the National Collegiate Athletic Association and those rules modifications by the Massachusetts Interscholastic Athletic Association, in addition to any special rule included in these By-laws or passed by the league governing body.
Section 2:
The Coach responsible for failure to conform to the SAFL Rules of Play is subject to discipline in accordance with the disciplinary process outlined in the SAFL By-laws, Constitution and Rules of Play Handbook.
ARTICLE IX: FINANCIAL ACCOUNTING
Section 1:
The Board of Directors shall decide all matters pertaining to the finances of WYF and shall place all monies in a common Association Treasury, directing the expenditure of same in such manner as will give no individual or team an advantage over those in competition with such individual or team.
Section 2:
The Board of Directors shall not permit the contribution of funds or property to individual teams except where the Commissioner shall need equipment due to financial loss or physical loss of property.
Section 3:
The Board of Directors shall not permit the solicitation of funds in the name of WYF unless all the funds so raised are placed in the WYF treasury.
Section 4:
The Board of Directors shall not permit the disbursement of WYF funds for other than the conduct of WYF activities in accordance with the rules and policies as set forth herein.
Section 5:
No Board of Directors member shall receive any compensation at any time for any reason.
Section 6:
All monies received shall be deposited to the credit of WYF in a local bank and all disbursements shall be made by check signed by the authorized Board member.
Section 7:
The Board of Directors shall approve all expenditures in excess of $1,000.00 for non-budgeted items.
Section 8:
At the beginning of each season, the Treasure and the Commissioner will submit a budget to the Board of Directors for the seasons projected expenditures. This budged must be submitted by the February Board meeting. The Board of Directors will approve any additional expenditure during the season.
Section 9:
Upon dissolution of WYF and after all outstanding debts and claims have been satisfied, the Members shall distribute the property of WYF to such a other Federally incorporated entity maintaining any objective similar to that set forth in.
ARTICLE X: INSURANCE
Section 1:
The Board of Directors shall obtain yearly the two following insurances:
(a) Directors and Officers Coverage.
(b) Property insurance for all WYF property
ARTICLE XI: BOARD OF DIRECTORS:
Section 1:
Board and Number: The management of the property and affairs of WYF shall be vested by the Board of Directors. The Board of Directors shall be elected by majority vote designated by the Board prior to the end of the regular season.
Section 2:
Board Membership: The Executive Board membership shall be comprised of the following elected Officers - President, Vice-President, Coaching Commissioner, Treasurer, and the Head Coaches from PeeWee, Junior, and Senior teams. Other elected Board of Directors are: SAFL Representative, Asst. Treasurer, Asst. Secretary, Asst. Commissioner, and Concessionaire. The WYF President appoints and the WYF Board of Directors approves by vote the following Board positions: Registrar, Equipment Commissioner and Parent Liaison.
Section 3:
Any member of the current Board of Directors shall make nomination and Election of Directors for the Executive Board. These officers will be nominated at the October meeting, elected by ballot at the November meeting, and begin their elected position stating January 1st for a period of (1) year.
Section 4:
Vacancies may be filled by a majority vote of the remaining Directors due to death, resignation or otherwise at any regular or special meeting called by the President or the Vice-President.
Section 5:
Term of office is set at (1) year. There shall be no limit set on the number of terms a Director may serve.
Section 6:
Meeting and Quorum notices of the Board shall be held monthly. The President may, whenever he/she deems it advisable, or the Vice President shall notify in writing to the Executive Board (3) days prior to issue a special meeting of the Board. One third of the Executive Board shall constitute quorum.
Section 7:
Members shall be familiar with these By-laws and WYF Participant Handbook. Each member shall devote their energies to promote the purpose of WYF and the SAFL. Each Director shall be prepared to report on their respective area of responsibility at each Board meeting.
Section 8:
Executive sessions that deal with administrative issues will consist of Board of Director members only.
Section 9:
The fiscal year of WYF shall commence on Jan 1st of each year and conclude on the last day of December in that calendar year.
Section 10:
The Board of Directors are expected to attend all WYF meetings. Upon missing (3) consecutive meetings without notifying the President, Vice-president, or Secretary with a valid excuse, that director will be dismissed.
ARTICLE XII: OFFICER’S DUTIES:
Section 1:
President. The President shall:
(a) Conduct all affairs of the WYF and execute the policies established by the Board of Directors and the SAFL.
(b) Preside over all meetings of the Board of Directors as chairperson.
(c) Represent WYF at SAFL meetings if the SAFL representative cannot attend, and other meetings as necessary.
(d) Act as spokesperson with input/direction of the Board for WYF in all matters that Board of Directors is authorized to act.
(e) Communicate to Board of Directors such matters as deemed appropriate, and make suggesting in the best welfare of WYF.
(f) Be responsible for the conduct of WYF in strict conformity to the Policies. Principles, Rules and Regulations of the league as set forth in the WYF By-laws and Participant Handbook
(g) Work with Coaching Commissioner on documentation and background checks of coaches.
(h) Make arrangements for football practices, games and scrimmages.
(i) Investigate complaints, irregularities and conditions detrimental to WYF and report his/her finding to Board of Directors.
(j) Appoint committees as necessary to complete WYF objectives as stated in these By-laws. (Coaches Selection, Fundraising, Discipline).
(k) The President may not hold the position of Head Coach at any level in WYF
(l) In the event the President cannot perform his/her duties outlined above, the Vice-President shall convene a meeting of Board of Directors for the purpose of selecting a replacement.
(m) The President will order the Coaches shirts before August 5th
(n) The President will oversees the WYF budget forecasting and execution
Section 2:
Vice-President. Vice-President: shall:
(a) Review budget submitted by Treasurer and Commissioner prior to February’s meeting.
(b) With the assistance of the Registrar, examine the applications and support proof of age documents of every player candidate and certify residence and age eligibility before the player is accepted in WYF
(c) Notify Coaching Commissioner of up coming Coaching Clinics and football camps.
(d) Chairperson of all fundraising.
(e) Must submit fundraising schedule by February meeting
(f) Supervise Parent Liaison and Coaching Commissioner.
(g) Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incidental to the office of Vice-President.
(h) The Vice- President may not hold the position of Head Coach at any level in WYF
Section 3:
Secretary. Secretary shall:
(a) Be responsible for recording the activities of WYF and maintain proper files, mailing lists, and necessary records.
(b) Keep minutes of Board of Directors meetings and cause them to be recorded in a book kept for that purpose.
(c) Conduct all correspondences (news letters, directions, thank you letters) not otherwise specific delegated in connection with said meetings and is responsible for carrying all orders, votes and resolutions not otherwise committed.
(d) Give notice by mail of all meetings of WYF and the Board of Directors
(e) Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incidental to the office of Secretary.
Section 4:
Assistant Secretary. Assistant Secretary shall:
(a) Record minutes of meeting in the absence of the Secretary
(b) Assist Secretary in any of the items noted in section 3 (a thru e)
Section 5:
Treasurer. Treasurer shall:
(a) Receive all monies and securities, and deposit it in depository approved by the Board of Directors.
(b) Keep records for the receipt and disbursement of all moneys and securities of WFY. Approve payments from allotted funds and draw checks therefore in agreement with the policies and agreements by Board of Directors.
(c) Prepare an annual budget with the Commissioner before the February meeting.
(d) Prepare a written report to the board of Directors monthly, including status of income and expenditures.
(e) Have WYF books, accounts and records in condition for audit at all times and ready to turn over to his/hers successors in the office of Treasurer.
(f) Insure that all accounts are properly designated and that there shall be no commingling of personal or non-league assets.
(g) Prepare taxes for the fiscal year.
Section 6:
Assistant Treasurer. Assistant Treasurer shall: assist the Treasurer in any items in section 5 (a thru g)
Section 7:
Concessionaires. Concessionaires shall:
(a) Be responsible for all concession activates
(b) Prepare menu items and submit budget to Treasurer by Februarys meeting
(c) Coordinate volunteer assistance with Parent Liaison
(d) Procure the necessary items and equipment consistent with the approved WFY budget.
(e) Assure set up and take down before beginning and following games.
(f) Assume responsibility for and assure the safe disposition of WYF owner equipment.
(g) Supervise Concession Volunteers.
(h) Have such duties as from time to time may be assigned by the Board of Directors.
Section 8:
Equipment Commissioner. Equipment Commissioner shall:
(a) Inspect all team equipment before, during and after the season
(b) Replace old and damaged equipment as needed.
(c) Keep an accurate and up-to-date inventory of equipments, emblems (stickers) and any other such supplies as needed. This inventory will be used to order any and all necessary uniforms and equipment for WYF, consistent with the approved budget.
(d) Insure that helmets are sent out for inspection yearly.
(e) Set up and distribute to each player the necessary equipment and uniforms.
(f) Coordinate equipment returns on the following Saturday after the last game of the season.
(g) Provide equipment and supplies as may be needed during practice and on the sidelines at games.
(h) Supervise and assist the Assistant Commissioner
(i) Order container for practice field and the removal ant the end of the season.
(j) Organize roster numbers with Assistant Equipment Commissioner
(k) Submit budget with Treasurer before the February’s meeting
(l) Responsible for having equipment and field ready to play on game day
Section 9:
Assistant Equipment Commissioner. Assistant Commissioner shall:
(a) Assist the Equipment Commissioner in Section 8 (a-thru l)
(b) File paperwork with School systems for use of fields for Practices and Games
(c) File paperwork with School systems for use of room or gym for SAFL weigh-ins last week of August (date to be determined by March meeting)
Section 10:
Coaching Commissioner. Coaching Commissioner shall:
(a) Manage and represent all coaches at Board of Directors meeting
(b) Hold NYSCA certification class the last week of July for all new coaching applicants.
(c) Organize all SAFL coach’s applications and turn him or her into the Registrar by the second week of August.
Section 11:
Registrar. Registrar shall:
(a) Organize volunteers and operate Registration sign-ups
(b) Collect all required documents as required by the SAFL
(c) Collect coach’s application from Coaching Commissioner by the second of August
(d) Attend required meeting by SAFL
(e) Be WYF only Representative at SAFL official weigh ins with SAFL Representative
Section 12:
Parent Liaison and Parent Volunteer Coordinator. Parent Liaison and Parent Volunteer shall:
(a) Train and assist individual team Parent Liaisons with parent complaint mediation and documentation procedures
(b) Assist the Registrar in the organizing of volunteers and operate Registration sign-ups
(c) Assist the Concessionaires in the organizing of volunteers and operate concession stand at home games.
(d) Assist the Head Coaches in the organizing of volunteers and operate chain gang at home games.
(e) The parent representative (Parent Liaison) attends all WYF monthly meetings to represent their team’s parents.
Section 13:
Head Coach. Head Coach shall:
(a) The Head Coach is held accountable to the Board of Directors
(b) Responsible for all team operations
(c) Responsible for all administrative issues for the team coaching staff
(d) Responsible for immediate access to medical paperwork and medicine for all players during practices and games
(e) Sets a proper example for his coaching staff and provides a positive image of WYF.
