Article I
Section 1:
Article II
Section 1:
Article III
Section 1: Section 2:
Article IV
Section 1: Section 2:
Article V
Section 1: Section 2:
Article VI
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Article VII
Section 1:
NAME
Amended and Restated
WESTFIELD YOUTH FOOTBALL and CHEER 2023 BY- LAWS
As approved by the WESTFIELD YOUTH FOOTBALL and CHEER
The organization shall be known as Westfield Youth Football and Cheer, hereinafter referred to as “WYF/C.”
AFFLIATION
WYF/C 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”.
OBJECTIVES
The primary objectives of WYF/C are to teach football and cheerleading skills while imparting the ideals of good sportsmanship, honesty, loyalty and respect for one’s self and others and to keep the participants free from any adult personal agenda, ambition, and or glory.
To achieve these objectives, WYF/C will provide a supervised program under the Rules and Regulations as set forth by the SAFL By-Laws, the WYF/C By-laws, the WYF/C Participant Handbook, and the WYF/C Coaches Manual. WYF/C shall operate exclusively as a non-profit educational organization providing a supervised program of competitive football and recreational cheerleading.
WYF/C By-Laws
By-laws stated herein will be approved by the WYF/C Board of Directors by a simple majority vote. By-laws will be reviewed annually and approved in accordance with Article IV Section 1.
WYF/C Participant Handbook(s) – Football and Cheer
The WYF/C Participant Handbook(s) stated herein will be approved by the WYF/C Board of Directors by a simple majority vote.
The WYF/C Participant Handbook(s) will be reviewed annually and approved in accordance with Article V Section 1.
WYF/C Coaches Handbook
The WYF/C Coaches Handbook stated herein will be approved by the WYF/C Board of Directors by a simple majority vote.
The WYF/C Coaches Handbook will be reviewed annually and approved in accordance with Article VI Section 1.
MEMBERSHIP
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/C, and who resides within the authorized boundaries of WYF/C 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/C.
(b) Regular Members: Any person upon registering their child(ren) to participate in WYF/C and during the term that their child(ren) remains a Participant Member is a Regular Member. Residents of the WYF/C community with a demonstrated commitment to the objectives and goals of
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WYF/C 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
• Only the Board of Directors are eligible to nominate, vote, or hold an office or any
other
elected or appointed position in WYF/C.
(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/C.
(d) Sustaining Member: Any person not a Regular Member who makes financial or other
contribution(s) to WYF/C 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/C.
Other Affiliations
Neither members nor their family members may actively engage in the participation, promotion or operation of any other football or cheer program, except for football or cheer programs sponsored by WYF/C, without a unanimous vote by the Board of Directors for a waiver application.
Suspension or Termination resulting from Extreme Violations
A complete description of the disciplinary process is outlined in the WYF/C Participation Hand- book. 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/C and/or the League. Termination of WYF/C membership will endure for the remainder of the current WYF/C season and one additional WYF/C
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/C membership and right to future WYF/C 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.
vote.
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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/C 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/C 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/C, 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/C including, but not limited to Head Coach, Assistant Coach, or Board of Directors. Termination of WYF/C membership will endure for the remainder of the current WYF/C season and one additional WYF/C season.
VOTING
Regular Members
Regular members are guardians whose children participate in the program. They are permitted to attend all WYF/C Board Meetings but will not be allowed to vote.
Board of Directors
All members of the WYF/C Board of Directors are eligible to nominate, vote, and hold an office or any other elected or appointed position in WYF/C. A motion will be passed based upon a majority vote.
Executive Board
The WYF/C Executive Board may override a Board of Directors vote and is also required for any contended Board of Directors position. A two-thirds majority vote of the Executive Board is required to override a Board of Directors vote; this includes a contended Officer position. An explanation for the override vote will be provided at the next scheduled Board of Directors meeting
FEES
Participant Members
A reasonable participation fee will be assessed each year to ensure the operational continuity of WYF/C. It is the policy of WYF/C that the inability to pay participation fees shall not keep an individual from participation in the program. A returned check fee will be assessed for any check returned for non-sufficient funds.
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/C. It will be based on income guidelines set by the WYF/C 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 sixteen (16) hours in program activities. Payment plan arrangements can also be made with the President.
ARTICLE VIII
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ARTICLE IX
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ARTICLE X
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ARTICLE XI
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Refunds
Prior to equipment and uniform handouts, 100% refunds will be given upon request. After the first practice, no refunds will be granted. Termination of WYF/C membership due to violation of WYF/C 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.
PLAYING RULES
Rules and Regulations
Consistent with these by-laws, WYF/C will follow such rules and regulation as recommended by the AACCA: Youth Recreational League Rules, and 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.
Responsibility
The Coach responsible for failure to conform to the AACCA Youth Recreational League Rules or 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.
FINANCIAL ACCOUNTING
The Board of Directors shall decide all matters pertaining to the finances of WYF/C 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.
The Board of Directors shall not permit the contribution of funds or property to individual teams except where the Equipment Commissioner and President shall need equipment due to financial loss or physical loss of property.
The Board of Directors shall not permit the solicitation of funds in the name of WYF/C unless all the funds so raised are placed in the WYF/C treasury.
The Board of Directors shall not permit the disbursement of WYF/C funds for other than the conduct of WYF/C activities in accordance with the rules and policies as set forth herein.
No Board of Directors member shall receive monetary compensation at any time for any reason.
All monies received shall be deposited to the credit of WYF/C in a local bank and all disbursements shall be made by check signed by an authorized Board member.
At the beginning of each season, the Treasurer and President 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.
Upon dissolution of WYF/C and after all outstanding debts and claims have been satisfied, the Members shall distribute the property of WYF/C to such other federally incorporated entity maintaining any objective similar to that set forth in.
ARTICLE XII
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ARTICLE XIII
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INSURANCE
The Board of Directors shall obtain yearly the two following insurances: (a) Directors and Officers Coverage.
(b) Property insurance for all WYF/C property
BOARD OF DIRECTORS
Board Management
The management of the property and affairs of WYF/C shall be vested by the Board of Directors. The Board of Directors shall be elected by majority vote designated by the Executive Board prior to the end of the regular season.
Board Membership
The Executive Board membership shall be comprised of the following elected Officers:
President, Vice-President, the Head Coaches from PeeWee, Junior, and Senior teams, Cheer Coordinator, and Flag Division Coordinator.
Other elected Board of Directors are:
SAFL Representative, Treasurer, Secretary, Registrar, Web Master, Parent Volunteer Coordinator, Merchandiser, Fundraising Coordinator, Equipment Commissioner, and Concessionaire.
Nomination / Election
Any member of the current Board of Directors shall make nomination for the election of Directors for the Board. These officers will be nominated at the October meeting, elected by ballot at the November meeting (by Executive Board), and begin their elected position stating January 1st for a period of (1) year.
Vacancies
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.
Terms of Office
Term of office is set at (1) year. There shall be no limit set on the number of terms a Director may serve.
Meetings / Quorums
Meeting and Quorum notices of the Board shall be held monthly. The President or Vice President may, whenever he/she deems it advisable, notify in writing to the Executive Board three (3) days prior to issue a special meeting of the Board. One third of the Executive Board shall constitute quorum.
Member Responsibilities
Members shall be familiar with these by-laws and WYF/C Participant Handbook(s). Each member shall devote their energies to promote the purpose of Westfield Youth Football, Cheer and the SAFL. Each Director shall be prepared to report on their respective area of responsibility at each Board meeting.
Executive Sessions
Executive sessions that deal with administrative issues will consist of Board of Director members only.
Fiscal Year
The fiscal year of WYF/C shall commence on January 1st and conclude on December 31st in the same calendar year.
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ARTICLE XIV
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Attendance
The Board of Directors are expected to attend all WYF/C meetings. Upon missing three (3) consecutive meetings without notifying the President, Vice-president, or Secretary with a valid excuse, that Director will be dismissed.
Communication
Any and all email addresses created by a Board Member for the purpose of communication on behalf of WYF/C will be held by a minimum of two Board Members, one being the Web Master, with access (including password) accessible at all times by the parties. The related email address and appropriate access information shall be passed on to any person holding the Board position.
BOARD DUTIES
President
The President shall:
(a) Conduct all affairs of the WYF/C and execute the policies established by the Board of Directors, the AACCA, and the SAFL.
(b) Preside over all meetings of the Board of Directors as chairperson.
(c) Represent WYF/C 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/C in all matters that the Board of Directors is authorized to act.
(e) Communicate to Board of Directors such matters as deemed appropriate, and make suggestions in the best welfare of WYF/C.
(f) Be responsible for the conduct of WYF/C in strict conformity to the Policies, Principles, Rules and Regulations of the league as set forth in the WYF/C By-laws and Participant Handbook(s).
(g) Work with Vice President 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/C and report his/her findings to Board of Directors.
(j) Appoint committees as necessary to complete WYF/C objectives as stated in these By-laws.
(n) The President will oversee the WYF/C budget forecasting and execution.
Vice-President
The Vice-President shall:
(a) Review budget submitted by Treasurer and President prior to February’s meeting.
(b) WiththeassistanceoftheRegistrar,examinetheapplicationsandsupportproofofage documents of every player candidate and certify residence and age eligibility before the player is accepted in WYF/C.
(c) Notify President of upcoming Coaching Clinics and football camps.
(d) Chairperson in conjunction with Fundraising Coordinator of all fundraising.
(e) Must submit fundraising schedule by February meeting in conjunction with Fundraising Coordinator.
(f) Supervise Parent Volunteer Coordinator.
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• (Coaches Selection, Fundraising, Discipline)
(k) The President may not hold the position of Head Coach at any level in WYF/C
(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.
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(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/C.
Head Coach(es)
The Head Coach(es) shall:
(a) The Head Coach is held accountable to the Board of Directors.
(b) Be responsible for all team operations, including administrative issues for the team and coaching staff.
(c) Be responsible for immediate access to medical paperwork for all players during practices and games.
(d) Set a proper example for his coaching staff and provides a positive image of WYF/C.
(e) Be responsible for end of year banquet.
(f) Be responsible for accounting of all uniforms/inventory prior to and end of season.
Cheer Coordinator(s)
The Cheer Coordinator(s) shall:
(a) Cheer Coordinator is held accountable to the Board of Directors.
(b) Be responsible for all team operations, including administrative issues for the team and coaching staff.
(c) Be responsible for immediate access to medical paperwork for all players during practices/games.
(d) Set a proper example for his/her coaching staff and promotes a positive image of WYF/C. (e) Be responsible for end of year banquet.
(f) Be responsible for accounting of all uniforms/inventory prior to and end of season.
Flag Division Coordinator
The Flag Division Coordinator shall:
(a) Flag Division Coordinator is held accountable to the Board of Directors.
(b) Be responsible for all team operations, including administrative issues for the team and coaching staff.
(c) Be responsible for immediate access to medical paperwork for all players during practices/games.
(d) Set a proper example for his/her coaching staff and promotes a positive image of WYF/C. (e) Be responsible for end of year banquet.
(f) Be responsible for accounting of all uniforms/inventory prior to and end of season. SAFL Representative
The SAFL Representative shall:
(a) Manage and represent all coaches at the Board of Directors meeting.
(b) Organize all SAFL coach’s applications and turn them into the Registrar by the second week of August.
(c) Represent the WYF/C Organization at all necessary SAFL events.
Treasurer
The Treasurer shall:
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(a) Keep records for the receipt and disbursement of all moneys and securities of WYF/C.
(b) 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 President before the February meeting.
(d) Prepare a written report to the Board of Directors monthly, including status of income and expenditures.
(e) Have WYF/C 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.
Secretary
The Secretary shall:
(a) Be responsible for recording the activities of WYF/C 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 (newsletters, directions, thank you letters) not otherwise specifically delegated in connection with said meetings and is responsible for carrying all orders, votes and resolutions not otherwise committed.
(d) Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incidental to the office of Secretary.
Registrar
The 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/C only Representative at SAFL official weigh ins with SAFL Representative
Web Master
The Web Master shall:
(a) Be responsible for oversight and maintaining of the WYF/C website and online applications, including Facebook and any other Social Media as determined by the WYF/C Board of Directors.
(b) Responsible for Organization emails and communications.
(c) Responsible for maintaining and updating appropriate documentation for the WYF/C website. (d) Assist other Board of Directors as necessary with any and all electronic / online applications. (e) Be back-up on any and all electronic communication / email addresses held for benefit of WYF/C.
Parent Volunteer Coordinator
The Parent Volunteer Coordinator shall:
(a) Assist the Registrar as follows:
• Organizing of volunteers and assist in operating Registration sign-ups.
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• Organizing of volunteers and assist in operating the ‘chain gang’ at home games.
Merchandiser
The Merchandiser(s) shall:
(a) Have overall responsibility for team merchandise; sourcing/ordering, inventorying and storing. (b) Beresponsibleformerchandisesaleset-upandclean-upatallPractices,aswellasHomeGames.
(c) Present all purchase orders and receipts to Treasurer for immediate payment.
(d) Be responsible for ensuring all proceeds from the sale of any merchandise is delivered to the Treasurer or other persons as appointed by the President of the WYF/C at the end of any event. (e) Maintains records of procedures, contacts, suppliers, etc. for future reference.
Fundraising Coordinator
The Fundraising Coordinator shall:
(a) Have overall responsibility for all fundraising efforts; including establishing and planning annual activities (existing and new).
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activities.
(c) Maintains established relationship with current supports and builds relationships with new supports to encourage long-term commitment and giving.
(e) Ensures all donors receive proper recognition and appreciation.
(f) Be responsible for ensuring all fundraising proceeds are delivered to the Treasurer or other persons as appointed by the President of the WYF/C at the end of any event.
(g) Maintains records of procedures, contacts, donors and dates, etc. for future reference.
Equipment Commissioner
The 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 equipment, 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/C, 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) Organize roster numbers.
(i) SubmitbudgetwithTreasurerbeforetheFebruary’smeeting.
(j) File paperwork with School systems for use of room or gym for SAFL weigh-ins.
(b) Assist the Concessionaire as follows:
• Organizing of volunteers and assist in operating the Concession Stand at home games.
(c) Assist the Head Coaches as follows:
• Golf Tournament, Calendar Raffle, School Dances, Team Sales, Community Events etc.
• Generate / process / coordinate new fundraising approaches.
• Work with other Web Master to properly publicize events; email, website, social media. (b) Shall form committees as necessary and/or directed by the Board of Directors for
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Date to be determine by March meeting.
Concessionaire
The Concessionaire shall:
(a) Be responsible for all concession activities.
(b) Prepare menu items and submit budget to Treasurer by February’s meeting.
(c) Coordinate volunteer assistance with Parent Volunteer Coordinator.
(d) Procure the necessary items and equipment consistent with the approved WYF/C budget.
(e) Assure set up and take down before beginning and following games.
(f) Assume responsibility for and assure the safe disposition of WYF/C owner equipment.
(g) Supervise Concession Volunteers.
(h) Be responsible for ensuring all cash is property stored and/or delivered to the Treasurer or other persons as appointed by the President of the WYF at the end of any event.
Game Day Coordinator:
Source Game Day announcer
Coordinate Volunteers with Volunteer Coordinator Inflate and deflate helmet and smoke machine Communicate game day music with HC’s
Ensure Westfield Parks and Rec paints and sets up field Ensure proper placement of sponsor banners
Print and distribute game day handouts
Mediate any parent or coaching conflicts
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