Gardendale Youth Football Organization



Gardendale Youth Football Organization

By-Laws

In Service for the Youth of Gardendale

These by-laws were incorporated to ensure guidelines and compliance with the direction of the Gardendale Youth Football Association.

ARTICLE I

NAME AND LOCATION

Section 1 The name of the organization shall be the Gardendale Youth Football Association.

Section 2 The Association’s mailing address is 2109 Moncrief Road, Gardendale, Alabama 35071.

Section 3 The principal offices for the transaction of business shall be located at such place as determined by the Board of Directors.

ARTICLE II

OBJECTIVES

The primary objective of the Gardendale Youth Football program shall be to provide the best possible organized youth Program for the promotion of football and cheerleading.

ARTICLE III

MEMBERSHIP

The membership of the program shall be all of the individuals who are interested in developing attitudes of Good sportsmanship and athletic ability in the youth of the Gardendale area.

ARTICLE IV

OFFICERS AND CHAPTER MANAGEMENT

Section 1 The membership shall, the last three (3) weeks of regular season play, begin the process to elect a President, 1st Vice-President, 2nd Vice-President, Secretary, Treasurer, Athletic Director, Equipment Director, Special Events/Publicity Director, Cheerleading Director, Concession Supervisor, Assistant Athletic Director, Assistant Concession Supervisor, Assistant Equipment Director, Assistant Cheerleading Director and Assistant Special Events/Publicity Director.

Section 2 Vacancies occurring during the year shall be filled by the Board of Directors.

Section 3 A. Management of the Association shall be vested in a Board of Directors comprised of the officers outlined in Article IV, Section 1.

B. Eight (8) voting members of the Board of Directors shall constitute a quorum to transact business.

C. In a Board meeting called where all voting members have been notified; business may be transacted by voting members present if a quorum is not called.

D. The Board of Directors shall cause the books of Gardendale Youth Football to be compiled annually by a Certified Public Accountant selected by the Directors, who shall neither be Directors nor Officers of the Association and the report of the Accountants shall be available to Association members upon request. A copy of the compiled Financial Statement shall be provided to the Park and Recreation Department of Gardendale, as well as a monthly financial statement.

E. The Board of Directors shall meet at least once a month during football season, and at such other times and intervals as they deem necessary.

F. All bills are to be approved at monthly board meetings.

Section 4 A. Election of the Officers for the Organization will be held the last three (3) weeks of regular season play, with these positions being effective January 1st of the following years.

B. Officers shall be elected by secret ballot at the park after nominations have been posted for a period of no less than one (1) week.

C. Nominations will be accepted as follows:

i. By recommendation from a qualified voter, in writing, during the week of the nomination process.

ii. A “Nomination for the Board of Directors” form must be completed and turned into the concession stand to be considered for election.

iii. To be eligible to be a nominee for the Board of Directors you must already have a child enrolled in the park.

D. After the advertisement of those nominated for positions has been posted at the concession

stand for a period of no less than one (1) week, voting will be done by ballot at the concession stand, for a period of no less than one (1) week.

Section 5 A. Voting will be restricted to parents and grandparents of registered children in the program and will be limited on a family basis and not by the number of children in the program.

B. All voters will be required to sign in at the time of vote and each qualified voter will be allowed to vote only once.

C. Election results will be posted as soon as practical after election days. Newly elected officials will take office January 1st of the following year.

ARTICLE V

OFFICER'S DUTIES

Section 1 The President shall preside over all General Membership Meetings and Board Meetings. He shall be an Ex Officio Member of all standing and appointed committees. The President is charged with overall administration of the Organization and ensuring that all elected officials are doing their jobs as outlined in the Article. The President, 1st Vice-President, 2nd Vice President, Athletic Director and/or Assistant Athletic Director are also responsible for attending all league meetings. The President or 1st Vice President is responsible for checking the mail and distributing it to the proper board member.

Section 2 The 1st Vice-President shall preside at meetings in the absence of the President and other duties as assigned by the President. They shall also be responsible for the maintenance of facilities. They shall coordinate all facility requirements with the Gardendale Park and Recreation Board and shall report all facility deficiencies to the same. They shall be responsible for the scheduling of gate workers and their responsibilities. The 1st Vice-President, President, and/or Athletic Director are also responsible for attending all league meetings. The 1st Vice-President along with the Athletic Director will be responsible for scheduling times of home games and team practice locations. The 1st Vice-President shall serve as Parliamentarian for all meetings utilizing "Roberts Rules of Order". The President or 1st Vice President is responsible for checking the mail and distributing it to the proper board member.

Section 3 The 2nd Vice President shall be responsible for all matters relating to the registration process and other duties assigned by the President. During home games, they shall be responsible for scheduling of golf cart shuttle drivers, placement of any vendors and any problems that arise with the facilities including restrooms, full trash cans, etc.

Section 4 The Athletic Director shall be responsible for preparing game schedules for all teams. The Athletic Director is responsible for all interpretations of the league rules as well as disciplinarian complaints on the Coaches. The Athletic Director, President, 1st Vice President, 2nd Vice President and/or Assistant Athletic Director are responsible for attending the league meetings weekly. The Athletic Director along with the 1st Vice-President will be responsible for scheduling times of home games and team practice locations. The Athletic Director is also responsible for coordinating the football and cheerleading activities in conjunction with the Cheerleading Director.

Section 5 The Treasurer shall receive all monies, disperse all funds as approved by the Board of Directors and shall maintain a current, accurate record of all receipts and expenditures. This includes but not limited to any fundraising, sponsorships, or donations. The Treasurer shall have a general knowledge of basic accounting procedures. The Treasurer shall present a written financial report at all Board Meetings. The Treasurer must also submit a financial statement monthly during the football season and posted as and where applicable. All Organization monies other than concession account shall be maintained in a checking account under the name Gardendale Youth Football. All checks must be signed by the President, 1st Vice-President, Athletic Director or Treasurer. All checks require two signatures. A general ledger accounting of all income/expenses incurred during each Board of Directors term is to be finalized and provided no later than January 15th to the Park and Recreation Board as well as the incoming Board. The Treasurer shall post a current and accurate financial statement on the bulletin board at the Concession Stand by the tenth of every month during playing season.

Section 6 The Concession Supervisor shall be responsible for the concession stand, to include purchasing of supplies. Concession funds shall be maintained in a checking account under the name Gardendale Youth Football - Concession Account. All checks must be signed by the Concession Supervisor, President, 1st Vice President or Treasurer. All checks require two signatures. The Concession Manager shall maintain a current and accurate ledger of receipts and expenditures and shall coordinate those with the Treasurer. It is the expectation that the concession stand will be open during all home games, scheduled practices, and any scheduled practice games.

Section 7 The Equipment Director shall develop an equipment list and be responsible for the distribution of equipment and uniforms. Upon Board approval, the Equipment Director and President shall be the only individuals authorized to purchase equipment for the Organization unless another Board Member is duly appointed by one of the above individuals. A complete accounting of equipment inventoried must be completed within one week of the last football game per team (playoff and bowl games) each season. This is to reflect by team; beginning equipment assigned and ending equipment returned. It is the

coaches' responsibility to ensure that the equipment is turned in appropriately and timely. The Equipment Director is also responsible for game day field set up with the assistance of other Board Members.

Section 8 The Cheerleading Director is responsible for all aspects of the cheerleaders, their uniforms and equipment, sponsors and competition. The Cheerleading Director is responsible for ensuring that the Sponsors provide support to the park by assisting in the various daily activities.

Section 9 The Secretary shall also handle all official correspondence for the registration of players and other duties as assigned by the President. At every Board Meeting, the Secretary will read the minutes of the last meeting. The Secretary will also be responsible for the election process of new Board Members. The Secretary shall keep minutes of all General Membership Meetings and Board Meetings.

Section 10 The Special Events/ Publicity Director shall oversee all aspects of pictures, homecoming and any fun day or banquet that may be scheduled by the board. They also shall be responsible for all advertisements (registration, Jamborees, fun days, banquets, board nominations and voting, etc.) They shall be responsible for the Football and Cheerleading program book with the help of other board members assigned by the President.

Section 11 The Assistant Special Events/ Publicity Director shall assist the Special Events/ Publicity Director in whatever capacity deemed necessary, as well as other duties assigned by the President and/or Special Events/ Publicity Director.

Section 12 The Assistant Athletic Director shall assist the Athletic Director in whatever capacity deemed

necessary, as well as other duties assigned by the President and/or Athletic Director.

Section 13 The Assistant Concession Supervisor shall assist the Concession Supervisor in whatever capacity deemed necessary, as well as other duties assigned by the President and/or Concession Supervisor. It is the expectation that the concession stand will be open during all home games, scheduled practices, and any scheduled practice games.

Section 14 The Assistant Equipment Director shall assist the Equipment Director in whatever capacity deemed necessary, as well as other duties assigned by the President and/or Equipment Director.

Section 15 The Assistant Cheerleading Director shall assist the Cheerleading Director in whatever capacity deemed necessary, as well as other duties assigned by the President and/or Cheerleading Director.

Section 16 The Media Relations Coordinator shall operate and maintain website on a daily basis. Additionally to manage and oversee all media related functions, including programs, as well as other duties assigned by the President.

Section 17 It is the responsibility and expectation that all Board Members will be at all home games and provide assistance throughout the entire day for the various functions; gate, concession stand, press box, field maintenance and supplies.

Section 18 It is the responsibility and expectation that the current Board of Directors meet with the incoming new Board of Directors to provide them with all the necessary information needed to continue all orders of business.

ARTICLE VI

PROCEDURES FOR HANDLING CASH

Cash is defined as, but not limited to, gate money and concession stand money.

There will be a minimum of two (2) gate workers at all times.

The Concession Supervisor will be responsible for concession money until it is picked up to be counted

and logged.

1. There will be a minimum of three (3) board members present when any cash money is counted. There will be no exception to this rule!

2. All cash money counted will then be logged into a ledger and the ledger signed and dated by all board members present.

3. After the final cash count at the end of day's last game or practice has been counted and logged into the ledger, a deposit slip will be filled out and signed by all board members present. A copy of this deposit slip will be made and filed.

4. All money and deposit slip will be placed in a bank bag and placed into the safe.

5. On Monday morning, no less than two (2) board members will take bank bag to bank and make the deposit. The deposit slip received from the bank will then be attached to the copy of original deposit slipped and filed accordingly.

6. The cash ledger, filed deposit slips and any other financial information shall be public records and made available to any member of the Gardendale Youth Football Association, the City of Gardendale and any other organization requesting access to said records.

ARTICLE VII

TEAM MANAGEMENT

Section 1 Each team shall have one (1) Adult Manager (Head Coach) and may have, as many Assistant Coaches as necessary but the park will only recognize five (5) total coaches including the Head Coach. Only the designated five (5) coaches will be allowed on the sidelines during game days. It is the coaches' responsibilities to ensure that parents (non assistant coaches) are not on the sidelines during games.

Section 2 Both the Head Coach and the Assistant Coach(es) must be active in the management of the team.

Section 3 All Coaches and Cheerleading Sponsors must represent the Gardendale Youth Football Association and the Team with dignity and leadership. Any Coach or Sponsor that does not represent the values of Gardendale Youth Football Association or the team may be removed from their position. Any and all issues will be discussed with the Board of Directors and the decision of the Board will be final.

Section 4 All Coaches and Cheerleading Sponsors are expected to assist the Board during each home game with various functions; gate, concession stand, press box, and field maintenance. All gate workers must be approved by the Board of Directors prior to each home game and must be at least 18 years of age. A schedule will be posted at the concession stand prior to each home game.

Section 5 Each Cheerleading squad will have a Sponsor and Co-Sponsor. It is the Sponsor's responsibility to arrange everything for her squad in writing, to the Cheerleading Director for approval. This includes but is not limited to squad practices times and fundraisers. The Sponsors are to teach and help with cheers, chants, jumps, dance, motion techniques, and material for competition and games. All competition material must be approved by the Cheerleading Director.

ARTICLE VIII

SELECTION OF COACHES/CHEERLEADING SPONSORS

Section 1 It is the expectation of the Board of Directors that the Coaches/Cheerleading Sponsors begin with the program at the first weight division and then move forward with the team/squad for continuity.

Section 2 Incoming Board of Directors shall review the coaching/sponsor surveys, if any, as well as discuss any complaints or issues on the existing coaches/sponsors for the coming season. If a change needs to be made, the Incoming Board of Directors will make that decision and either the President and/or Athletic Director will contact that coach and the President and/or Cheerleading Director will contact the sponsor.

Section 3 New coaches will be discussed with the Board of Directors and a decision must receive a majority vote. It is the expectation that on the beginning weight class, an assistant coach from the previous year that had a younger player be elevated to the head coaching position but still must be approved by the Board of Directors.

Section 4 It is desirable, but not necessary, that a coach/sponsor be knowledgeable in football/cheerleading, but, it is absolutely necessary that the coach/sponsor be of high moral character and that he/she exemplifies that character in dealing with his/her team.

ARTICLE IX

FINANCIAL

Section 1 The Gardendale Youth Football Association is a non-profit organization. All monies collected shall be used to further the aims of the Association.

Section 2 No Officer or Director shall receive any compensation for services rendered as such Officer or Director.

Section 3 No person, Officer, or Board Member may purchase on credit or cash, in the name of the Gardendale Youth Football Association, any item for use in the program unless they have been approved to do so by the Board.

Section 4 No person shall be reimbursed for any purchase in the name of this Association unless authorized by the Board or if that is your duty. Every reimbursement or invoice must have a total dollar amount represented on the payment voucher and/or invoice.

Section 5 The duly elected Equipment Director and/or President shall be the only persons authorized to purchase any item of sporting equipment to be used in this program unless requested and authorized by one of the above. All purchases must be approved by the Board of Directors.

ARTICLE X

GENERAL RULES

Section 1 Coaches and Players of one team shall not be guilty of any action designed to upset, disrupt or discredit the players and activities of the opposing team. Should this occur, it could result in ejection from the game. Any coach or player using any manner of profanity or abusive language toward anyone in the area of the playing fields, stands, or press boxes will be required to leave the park and may become ineligible to participate in the next scheduled game. The Board of Directors will review the first offense and provide a determination on eligibility. A second such offense in any one season will result in expulsion from the Organization for the remainder of the current year. Any such offense should be reported to the President or Athletic Director immediately using a "Grievance Form". The Grievance Forms will be located in the Concession Stand.

Section 2 Spectators shall remain courteous and refrain from interfering with any activities on and off the playing field and shall not be allowed to criticize coaches, cheerleading sponsors, cheerleaders, players or referees. Should this occur, it could result in immediate ejection from the park. Further action will be determined by the board of directors. In no event should a parent be allowed on the sideline during a game unless they are a coach or sponsor with the exception of the sideline chain crew.

Section 3 FOOTBALL ATTENDANCE AND PARTICIPATION - Attendance at all practices and

games is required. Any absence must be reported to the coach prior to a practice or

game. Failure to attend practice(s) may result in less playing time and in some cases, no

playing time in the game. Repeated failures to attend practices or games may result in

dismissal from the team with no refund. The head coach must bring this proposal of

removal to the Athletic Director and the Board of Directors. Participation at all practices is

required. Refusal to participate in practice may result in less playing time and in some

cases, no playing time in the game. Parents are responsible for getting their children to

practice on time. At any time if the coach feels that a football player is uncooperative,

unprepared to participate, or disobeying the rules, the coach may restrict that player from

participating in any or all of the teams activities.

Coaches are the final authority as it pertains to playing time. While attendance and

participation are required of all players, they do not guarantee playing time. Coaches will

decide the appropriate amount of playing time relative to these factors and to the player

safety, player readiness, and divisional goals of their particular team.

Section 4 Players/Cheerleaders not showing an adequate interest in the team effort by failing to report for called practice sessions and/or scheduled games may be dropped from the team or prohibited from playing/cheering during a defined amount of time until they resume their participation; but only after the approval of the Board of Directors. This includes football games as well as any cheerleading competition.

Section 5 Any coach/sponsor/player/cheerleader displaying poor sportsmanship, such as mutilating equipment or using abusive language shall be suspended for the remainder of the game. Any additional discipline will be determined by the Athletic Director with the approval of the Board of Directors.

Section 6 Any dissatisfaction with the program, coaches, sponsors, players, cheerleaders or parents shall be reported to the Athletic Director or any Board Member. If the Athletic Director cannot resolve the problem within 48 hours, a Grievance Form should be filed. If the proper steps are not followed, the problems will not be handled.

Section 7 It is the responsibility of each coach to ensure that the equipment is turned in after the last regular season game or at the latest, one week past the last playoff or bowl game. Where possible, a Board Member will be at the last game to take up the equipment and ensure that all equipment including footballs has been returned. If a player's equipment is not returned, that player (parents) will be held responsible for the purchase price of new equipment.

Section 8 Any activities, fundraisers, event notifications or publications bearing the Gardendale Youth Football Association name must be approved by the Board of Directors prior to the sanctioned event, notification, and/or publication. Fundraising activities that compete with the concession stand will not be allowed. All fundraising money from cheerleading should be turned in to the Cheerleading Director and the Treasurer for reimbursement. All fundraising money from football should be turned in to the Athletic Director and the Treasurer for reimbursement. If fundraising money is in the form of a check, either personal or from a company, reimbursement will not take place until said check has cleared the bank. THERE WILL BE NO EXCEPTIONS TO THIS RULE!

Section 9 All registration fees must be paid in full prior to receiving football equipment and uniforms. Upon Board approval certain hardships may establish a payment system and each case will be handled individually and privately by the President and Treasurer. There will be a $35.00 check return fee for any checks that are returned.

Section 10 All teams must practice as a team at least three (3) days prior to receiving equipment.

Section 11 Any equipment that is lost or destroyed, other than on the football field, must be replaced immediately and it is the financial responsibility of the parent/guardian to ensure payment for the replacement equipment.

Section 12 No refunds will be allowed once the season starts. Up until that time, a prorated refund may be allowed after Board review and approval.

Section 13 Each child is expected to play or cheer with his or her age group and/or weight class. Any exceptions must be submitted in writing for consideration by the Board of Directors.

Updated & Approved by Board 8-11-2011

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