BYLAWS Stow Youth Football & Cheerleading Booster Club, Inc
BYLAWS Stow Youth Football & Cheerleading Booster Club, Inc. ARTICLE I – NAME The official name of this organization shall be Stow Youth Football & Cheerleading Booster Club, Incorporated, “SYF&C.” SYF&C shall consist of the Stow Youth Football & Cheerleading Booster Club (in membership with the “The League” determined by the Director).
ARTICLE II – PURPOSES Section 1: The objectives of this organization are: a. To afford the youths of this organization an opportunity to engage in appropriate team competition with proper physical training, adequate protective equipment and adult guidance. b. To teach and encourage clean living, team work, fair play and good sportsmanship and to bring parents and youths together in companionship and in moral, mental and physical values. c. To initiate and manage fundraising projects in order to provide financial support to SYF&C.
ARTICLE III – POLICIES Section 1: The policies of this organization are: a. To enforce suitable rules of play and conduct for the players and adults of this organization as advised in the SYF&C Bylaws and the Stow Youth Football & Cheerleading Association Standing Rules (SYF&C Standing Rules). b. To cooperate with other organizations active in The League. c. To work together with the Stow‐Munroe Falls High School Athletic Director and Football Coaches in order to develop the skills of the youth in a united effort. ARTICLE IV – MEMBERSHIP AND DUES Section 1: The membership of this organization shall consist of parents and interested parties who will uphold and abide by the SYF&C Bylaws (referred to as a SYF&C Booster Member). Section 2: To be a SYF&C Booster Member requires a membership fee of ten dollars ($10.00) per family. SYF&C Booster Members are required to be 18 years of age. Membership is valid for one year, from January 1st through December 30th and should be paid by the January meeting. Membership is only valid for one year. Section 3: The privilege of holding office, introducing motions and voting on SYF&C business shall be limited to SYF&C Booster Members. Section 4: The fiscal year of this organization shall be from January 1st to December 31st. Section 5: To vote in the election of the Exec. Board Members a SYF&C Booster Member must have paid their dues and have attended 3 SYF&C meetings in the calendar year that the election takes place. ARTICLE V – BOARD MEMBERS AND THEIR ELECTION Section 1: Board Members and their elections:
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a. The SYF&C Booster Members will elect Board Members including one (1) President; one (1) Vice President; one (1) Treasurer; one (1) Parliamentarian; one (1) Recording Secretary; one (1) Concessions Manager, (1) Volunteer Coordinator and five (5) Trustees and one (1) ex officio member of which has to be from Stow‐Munroe Falls High School Athletic Department. b. Only 1 (one) family member can serve as an Exec Board Member per term. c. Board Members shall be elected annually in the month of November according to the following procedure: If uncontested vote may be done by a show of hands If contested follow the guidelines below d. DISTRIBUTE BALLOTS ‐ The Recording Secretary will provide a ballot to each SYF&C Member that is eligible to vote. Eligible voters are SYF&C Members that have attended at least three (3) SYF&C booster meetings in the current calendar year and have paid dues. The current President and the Football Director are not eligible to vote except in the case of a tie. In the case of a tie for President, the Football Director cast the deciding vote. In the case of a tie for any other position, the current President will cast the deciding vote. e. BOARD MEMBER ELECTION SPEECH – The persons nominated for President will be given 2 minutes to speak before the SYF&C Booster Members. f. VOTE FOR EXEC BOARD MEMBER – SYF&C Booster Members that are eligible to vote will write their vote on the ballot. g. REPEAT – Election will continue by nomination, speech and vote for each Board Member position in the following order: Vice President, Treasurer, Parliamentarian, Recording Secretary and trustees. h. Ballots are to be collected by 2 members of the SYF&C booster club who are not running for a position in the election. i. Board Members shall assume their official duties following the close of the annual meeting in December for a term of one (1) year or until the election of their successor. Section 2: The election Process: a. A nominating committee will consist of the parliamentarian and 2 other booster members elected by the booster club. b. To be elected as a board member…(we need to define this) a. You need to be an SYF&C Booster member who has attended one (1) meeting prior to the November meeting. c. Absentee voting – refer to the ORC. a. (We need to define how we will handle absentee voting) b. Definition of Authorized Communications "Authorized communications equipment" means any communications equipment that provides a transmission, including, but not limited to, by telephone, telecopy, or any electronic means, from which it can be determined that the transmission was authorized by, and accurately reflects the intention of, the member or director involved and, with 2
respect to meetings, allows all persons participating in the meeting to contemporaneously communicate with each other. Participation by a member in a meeting through the use of any authorized communications constitutes presence in person of that member at the meeting. c. Meetings of voting members Voting members and proxyholders who are not physically present at a meeting of voting members may attend the meeting by the use of authorized communications equipment that enables the voting members and proxyholders an opportunity to participate in the meeting and to vote on matters submitted to the voting members, including an opportunity to read or hear the proceedings of the meeting, participate in the proceedings, and contemporaneously communicate with the persons who are physically present at the meeting. Any voting member who uses authorized communications equipment under this division is deemed to be present in person at the meeting whether the meeting is held at a designated place or solely by means of authorized communications equipment. d. Voting at elections and votes on other matters may be conducted by mail or by the use of authorized communications equipment. e. Votes can be sent via email to secretary and parliamentarian Section 3: A vacancy occurring in any elected position shall be filled for the remainder of the term according to the following procedure: a. NOTIFICATION – The President or Vice‐President will announce at the Booster meeting that there is a vacancy to be filled. Election to fill the vacancy will be at the following Booster meeting. b. Follow the procedure for regular elections ARTICLE VI – DUTIES AND RIGHTS OF BOARD MEMBERS Section 1: The President shall: a. Preside at all meetings of SYF&C and provide an agenda for all such meetings; b. Preserve order at all meetings and ensure that the SYF&C Bylaws are upheld; c. Be an ex‐officio member of all committees except the audit committees; d. Settle all matters of dispute which the SYF&C Booster Members are dead‐locked in a tie vote (the president may only vote in this instance); e. Coordinate the work of Board Members and chairman of SYF&C in order that the Objectives of the organization may be promoted (ART. II, Section 1). f. Create a strategic plan Section 2: The Vice President shall: a. Act as an aide to the President; b. Perform the duties of the President in the absence or inability of the President to serve; c. Take the President’s chair at any time at the direction of the President; d. Be a co‐signer on checks written by the organization for $1000 or higher; e. Sign any checks under $1000 (either Vice President or Treasurer can sign any checks less than $1000); f. Appoint a chairman for all committees necessary for the operation of SYF&C; 3
g. Create Standing Committees. Standing Committee Chairman are selected by the Board Members or the President (the President shall choose Audit Committee Chairmen); h. Approve plans of work of the Standing Committees; Section 3: The Recording Secretary shall: a. Record all business transacted at each meeting and present the minutes for approval at the next meeting; and send minutes and agenda to all paid members of the booster club prior to the upcoming meeting b. Sign and date approved minutes along with the President and keep all minutes in a notebook as record for SYF&C to view upon request; upload to website c. Notify all Booster Members and Committee Chairman of all meetings at least two (2) days prior to the scheduled meeting set forth by the President; d. Have full charge of all correspondence of SYF&C; e. Make copies of the SYF&C Bylaws and have them available to SYF&C Booster Members as requested; f. Be prepared with ballots for voting at the election meeting; g. Assist the President in other related matters. h. Keep all minutes in an electronic and printable form. Section 4: The Treasurer shall: a. Have custody of all the funds of SYF&C; b. Keep a full and accurate account of receipts and expenditures; c. Make disbursements as authorized by the Board Members, or in association in accordance with the budget adopted by SYF&C; d. Present a treasurer’s report statement in writing to include a Profit & Loss statement at every meeting of SYF&C and at other times when requested by Board Members. (Quickbooks is the recommendation) Prepare an annual report as requested by the Board Members in February of each year; e. Be the chairperson of the Budget Committee; f. Pay all bills for normal operating expenses in accordance with the budget; g. Make sure all monies collected through fundraising projects are counted by two (2) SYF&C Booster Members, one being the Chairman of the said fundraiser. The Treasurer shall verify this amount before money is deposited; h. Be a co‐signer on checks written by the organization; i. Keep records, statements, receipts and other pertinent information available to SYF&C upon request; j. Submit an Operating Budget for all committees for the calendar year to the board; k. Be available with all records, statements and receipts for the Audit Committee in January of each year for the previous year’s business; l. Make sure all checks being disbursed are approved by the budget and/or the Board Members;
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m. Retrieve the financial mail for SYF&C and disburse the mail to the appropriate people of SYF&C; n. Submit the appropriate income tax and government reports and tax returns; Section 5: The Trustees shall: a. Attend all SYF&C Booster meetings; a. Community Relations i. 4th of July Parade ii. SYF Gives Back iii. Chamber Membership b. Fundraising i. Tag Day ii. NATR iii. Corporate Sponsorships c. Team Relations i. Mini Camp ii. Picture Day d. Registration b. Vote on all issues of that required by SYF&C. c. Assist in the annual audit (one (1) trustee will be part of the committee). Section 6: The Parliamentarian shall: a. Preside at all meetings; b. Make sure the League Bylaws, SYF&C Bylaws and SYF&C Standing Rules are being followed by SYF&C; c. Keep updated copies of SYF&C Bylaws and SYF&C Standing Rules and make sure that the President and Recording Secretary have updated copies at all times; d. Make sure SYF&C follows Robert’s Rules of Order and possess a copy of the newly revised version for self and the President; e. Make necessary changes to SYF&C Bylaws and SYF&C Standing Rules as set forth by the SYF&C Bylaws; f. Keep a current member directory (to include payment of dues) of all SYF&C Booster Members and guests at each meeting; g. Adjourn any unruly meeting as necessary; Section 7: The Concession Manager shall: a. Order supplies for the concession stand b. Contact all suppliers regarding rented equipment at beginning and end of season c. Complete initial and other ordering throughout season as needed d. Contact Health Dept. (need 2 inspections per year, need to pay for 1 health license) e. Keep a log of all volunteers f. Submit an operating budget g. Keep track of concession monies and keep it separate from all other money 5
Section 8: The Volunteer Coordinator shall: a. Coordinate all team moms b. Attend registration or send a designee to keep track of volunteer checks and make sure everyone has submitted a check c. Should be present at equipment handout/turn in to handle collecting and returning checks d. Organize volunteers for games e. Follow up with team moms to track who has completed their volunteer hours f. Organize/track all volunteers for the concession stand g. Plan and organize banquets Section 9: All Exec Board Members shall: a. Be reimbursed for any prior approved expenses incurred while serving the SYF&C and will present a receipt and description of the said expenses to the Treasurer for reimbursement; b. Perform the duties prescribed in Robert’s Rules of Order in addition to those outlined in the SYF&C Bylaws; c. Deliver to the successors all official material no later than fifteen (15) days following the election of their successor (December); d. Transact necessary business in the intervals between regular association meetings and such other business as may be referred to it by SYF&C. e. Present a report at the SYF&C meetings; f. Appoint an auditing committee at least one month before the annual meeting to audit the Treasurer’s accounts; g. Register his dependent for the football or cheer program free of charge. This free registration is valid for the calendar year that the Board Member serves on the Board. This free registration is valid for any child that the Board Member claims as a dependent on his federal taxes. h. Attend SYF&C meetings set forth by the President & miss no more than 3 meetings in a Calendar year. i. Participate in registration – there should be a representative or designee from the Football Director & Cheer Director at each registration. ARTICLE VII – COMMITTEES Section 1: Standing Committees a. The Standing Committees shall be Community Relations, Fundraising, Team Relations, and Registration. b. The Chairman of these Committees shall be trustees and their assignments will appointed by the President, subject to approval of the Board Members. c. Their term of office shall be for one (1) year, from January 1st through December 31st. d. The Chairman of all Standing Committees shall present their plans of work to the Board Members for approval before work can be undertaken. 6
e. The Chairman must adhere to the budgets set forth by SYF&C. Any changes need to be approved by the Board Members. Section 2 Nominating Committee (see Article V, Section 2) Section 2: Audit Committee: a. The Audit Committee shall consist of three (3) people. There shall be one (1) Trustee and (1) SYF&C Booster Member (1) SYF&C Board Members. One of these committee members shall be the Chairman. The Trustees will help in appointing the Audit Committee. The President will appoint the Chairman of this committee. b. The Audit Committee will be appointed at the October meeting. c. The Audit Committee will perform the Audit of the Treasurer’s records between January 1st –January 31st for the previous year. d. The duties of the Audit Committee are to audit the complete records and papers of the Treasurer to determine whether everything balances in regards to the financial statements and records reviewed. The Treasurer shall be available to answer questions at the request of the Audit Committee. e. The Audit Committee will sign an audit record sheet if all is correct. f. In the event of discrepancies the committee will report to the Board Members immediately and not sign the books until all issues are resolved. g. Certain members of SYF&C may not serve on the Audit Committee and they are as follows: Any member responsible for handling finances or anyone who is listed on the bank account. ARTICLE VIII DIRECTOR Section 1: The Director of SYF&C is voted in by the Booster Club annually. a. According to Article 19 Section 19.2 – The term of Director shall be for as long as he/she desires to serve with the exception of the following: a. If the Association Executive Board or Booster Club find just cause to relieve Director or Directors is shall be submitted in writing to the Booster Club President and the Association President in writing. The Association President shall have the duty to assemble the Executive Board and Board of Directors within no less than seven (7) days and no more than thirty (30) days for the purpose of hearing the changes and Directors defense. At the end of the hearing, a vote shall be taken to decide whether the Director shall be released. b. A Director wishing to resign must notify the Association Board in writing. He/She must also notify their Booster Club so that they may submit a regular Director for the Association’s approval. b. When there is a vacancy SYF&C Booster Members will nominate candidates for Director at the December SYF&C meeting. c. Exec Board Members will interview the candidates and then vote for the Director. The President does not vote except in the case of a tie. 7
d. Board Members announce the new Director at the January SYF&C meeting. e. In the event the Director is unable to fulfill his/her position then the Board Members will vote in a new Director by this same procedure Section 2: The Director may be relinquished of his/her duties, by a vote from the Board Members for the following instances: a. Failure to have SYF&C represented at three (3) consecutive meetings with The League. b. Under the influence of drugs or alcohol in the presence of children while attending a SYF&C event. c. Use of obscene language or inappropriate conduct among the children of SYF&C. d. Unauthorized use or mishandling of the monies of SYF&C. e. Failure to abide by the SYF&C Bylaws. Section 3 The Duties and Rights of the Director shall be to: a. Make recommendations to the Board Members for Head Coaches of each team by April, Coaches will be notified after the May meeting (see Art. XII), b. Select as many Assistant Directors as necessary and ensure there is a director an away games. c. Manage all equipment including storage, repair, replacement and cleaning with the funds provided by SYF&C. d. Keep up to date team rosters and present rosters to the Directors of The League upon request. e. Keep order at all games and SYF&C events. e. Provide referees at all home games. f. Discharge a coach for misconduct. g. Control all registration forms and insure orderly conduct at all weigh‐ins. h. Maintain or delegate duties of field and property maintenance; i. Assist Head Coaches in selecting a Commissioner for each team as necessary; j. Distribute keys to the Assistant Director(s) and Cheerleading Director and be accountable of the field house and property of SYF&C. k. Register his dependent(s) for the football or cheer program free of charge. This free registration is valid for the calendar year that the Director serves. This free registration is valid for all children that the Director claims as a dependent on his federal taxes. l. Make sure that the referees are paid in accordance with the requirements of The League. m. Present an operating budget to the President by the December Meeting. Section 4: In the instance that the Board Members deem it necessary to replace the Director, the following steps need to be initiated: a. The SYF&C President shall be notified of the charges in writing; b. A special SYF&C meeting shall be called within seven (7) days and no more than thirty (30) days for the purpose of evaluating the misconduct by the Director; and c. The Board Members will vote to determine to release the Director. If the Director resigns, or is released or otherwise leaves the position, all money, equipment, keys, paperwork, documents and supplies of SYF&C remains the property of SYF&C; 8
ARTICLE IX – ASSISTANT DIRECTOR Section 1: The Assistant Director(s) will be assigned duties by the Director. The Director can appoint as many Assistant Directors as he/she wants. Section 2: The Assistant Director may register his dependent(s) for the football or cheer program free of charge. This free registration is valid for the calendar year that the Assistant Director serves. This free registration is valid for all children that the Assistant Director claims as a dependent on his federal taxes. ARTICLE X – CHEERLEADING DIRECTOR Section 1: The duties and rights of the Cheerleading Director shall be: a. According to Article 19 Section 19.2 – The term of Director shall be for as long as he/she desires to serve with the exception of the following: a. If the Association Executive Board or Booster Club find just cause to relieve Director or Directors is shall be submitted in writing to the Booster Club President and the Association President in writing. The Association President shall have the duty to assemble the Executive Board and Board of Directors within no less than seven (7) days and no more than thirty (30) days for the purpose of hearing the changes and Directors defense. At the end of the hearing, a vote shall be taken to decide whether the Director shall be released. b. A Director wishing to resign must notify the Association Board in writing. He/She must also notify their Booster Club so that they may submit a regular Director for the Association’s approval. b. Make recommendations to the Board Members for Head Coaches of each team (see Art. XII), c. Report and answer to the Director on all matters relating to Stow Youth Football & Cheerleading; d. Provide as many cheerleading squads deemed necessary (within the ability to uniform, coach safely and supervise each squad responsibly) by the Director and the Board Members; e. Maintain all avenues of communication between the SYF&C, Director, Board Members and parents regarding cheerleading; f. Comply with the Cheerleading Game Protocol as set forth by The League; g. Coordinate with the High School Athletic Director for a cheerleading tryout camp and a tryout date; h. Procure the best value uniform for each girl, and coordinate fittings, ordering and distributing of uniform needs; i. Provide current cheerleading roster to the Director and the Board Members; j. Inform and uphold all cheerleading rules and responsibilities. All parents and cheerleaders sign and return agreement to abide by rules and regulations; 9
k. Select cheerleading coaches for the season and uphold all coaches to a high standard of behavior and sportsmanship; l. Maintain medical release and permission forms to cheer on each cheerleader and carry to every game (home and away) and activity. m. Be present at all football games (including playoff games) involving SYF&C. In the event that the Cheerleading Director or designee cannot attend a game the Team Parent will be acting in their place and report all matters to the Cheerleading Director upon their return; n. Take disciplinary action with any cheerleader violating any rules or regulations up to and including benching or dismissing from the squad. Any cheerleader who is dismissed from the squad will not be permitted to tryout the following season. Exceptions will be made due to health reasons or deemed appropriate by the Cheer Director, Director and Board Members; o. Register her dependent(s) for the football or cheer program free of charge. This free registration is valid for the calendar year that the Cheer Director serves. This free registration is valid for all children that the Cheer Director claims as a dependent on her federal taxes. p. Select an assistant director to assist with responsibilities. q. Present an operating budget to the President by the December Meeting r. May be relinquished of her duties for failure to have SYF&C represented at three (3) consecutive meetings with The League. ARTICLE XI – ASSISTANT CHEERLEADING DIRECTOR Section 1: The Assistant Director(s) will be assigned duties by the Director. The Director can appoint as many Assistant Directors as he/she wants. Section 2: The Assistant Director may register his dependent(s) for the football or cheer program free of charge. This free registration is valid for the calendar year that the Assistant Director serves. This free registration is valid for all children that the Assistant Director claims as a dependent on his federal taxes. ARTICLE XII – FOOTBALL TEAM COACHES Section 1: The Director will nominate by April Head Coaches for all football teams. A sign up at the end of the previous season will be made available to interested people. Returning coaches will be given preference to continue in their present position. Section 2: Assistant Coaches will be appointed by Head Coaches. Section 3: The coaches must submit equipment needs to the Director. Section 4: The coaches make all decisions regarding playing time and positions. Section 5: The Head Coach will inform the Director of any team or coaching problems. Section 6: All coaches must uphold The League Rules of play as well as the SYF&C bylaws.
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Section 7: Any coach using foul language, or unsportsmanlike conduct will be reviewed by the Director to determine appropriate action. Section 8: The Head Coach of each team shall select a Team Commissioner for their team. Section 9: Every year all Coaches must submit to a FBI/BCI background check by the 1st practice. A current school background check is sufficient. The Exec Board Members will review any negative information vote and make a final decision. SYF&C may pay for background check if requested and approved by the Exec Board. The SYF&C Booster Club will pay for 6 coaches to take a background check. A coach can be removed by a vote of the Exec. Board for questionable conduct. Section 10: Coaches will not make changes to the uniform (Maroon Jersey, Helmet, Maroon Game Pants, and Maroon Socks) issued by SYF&C without prior written approval from the Board. ARTICLE XIII – FOOTBALL TEAM COMMISSIONER Section 1: The Team Commissioner shall perform the following duties: a. Be responsible for the health, safety and welfare of all players; b. Conduct weigh in procedure; c. Conduct player inspection procedure and inspect all equipment provided by SYF&C. d. Inspect the field e. Provide water for all players on game day Section 2: The Team Commissioner shall be appointed by the Head Coach of the team; Section 3: The Team Commissioner will appoint their own Assistant Commissioners who will take over duties in the absence of the Team Commissioner; ARTICLE XIV – MEETINGS Section 1: All SYF&C Booster Members shall be eligible to vote at SYF&C Booster Meetings or to serve in an elected position (see Article IV for membership requirements). A SYF&C Booster Meeting is identified as a single official gathering of SYF&C Booster Members in one room or area, as designated by 2/3 of the Exec Board Members, to transact business for a length of time during which there is no cessation of proceedings and the SYF&C Booster Members do not separate, unless for a short recess. Section 2: SYF&C Meetings are held the 2nd Monday of each month unless otherwise provided by the SYF&C President, a three (3) day notice giving change of the date. Section 3: The SYF&C President may choose to hold Board Meetings at any time as long three (3) days’ notice has been given. Section 4: SYF&C Booster Meetings or Exec Board Meetings may be called by the President or by a majority of the Board Members as long as three (3) days’ notice has been given. No other business than that business which is stated in the call or email shall be transacted at the special meeting.
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Section 5: The President shall determine at which monthly meeting the Board Members and chairmen shall submit their report. Section 6: 2/3 of the Booster Members (who regularly attend meetings) shall constitute a quorum for the transaction of business in any SYF&C Meeting. OR 8 members, 5 being board members shall constitute a quorum. Section 7: The privilege of holding office, introducing motions and voting shall be limited to SYF&C Booster Members whose current dues are paid. ARTICLE XV PROCEDURES AND ORDER OF BUSINESS Section 1: The final authority as to routine and procedure for meetings shall be the most current edition of “Roberts Rules of Order” unless otherwise ordered by a majority vote of the SYF&C Booster Members present at the meeting. Section 2: The order of business of SYF&C Booster Meetings and Exec Board Meetings shall be as follows: a. Call to order by President; b. Roll call of the Board Members and Committee Chairmen; c. Reading and approval of minutes from the previous SYF&C meeting; d. Treasurer’s report will be submitted in writing for approval of report; e. Report of Board Meeting by the President; f. Report of correspondence and bills; g. President’s report and Board Members reports; h. Football Director’s report; i. Cheerleading Director’s report; j. Committee reports; k. Old business; l. New business; m. Comments from the floor. Each SYF&C Member shall be permitted to speak for three (3) minutes. Discussion that follows will continue as long as the SYF&C President permits. n. Election of officers (if necessary); and o. Adjournment ARTICLE XVI – FINANCES Section 1: The Board Members shall have the authority to approve the Operating Budget submitted by the President. a. The budget will be presented to the Board Members for approval at the January SYF&C Booster Meeting. b. Non‐budgeted expenditures in the excess of five hundred ($500) dollars must be approved by the Exec Board Members and SYF&C Booster Members at a SYF&C Booster meeting or in writing. 12
c. Add wording to explain multiple transactions not to exceed $500 limit Section 2: No SYF&C Booster Member shall obligate SYF&C for any amount unless authorized by the Exec Board Members and SYF&C Booster Members. Section 3: All money received by SYF&C shall be deposited in the bank in the appropriate account. All disbursements shall be made out in the form of a check or with the debit card (except payment of officials). All expenditures must have a receipt. All checks issued by the organization must be signed by 2 members the Treasurer, Vice President, or Director. Section 4: All money collected by SYF&C shall be verified by a second party before it is deposited in the bank. And there should be a paper trail of all money collected. ARTICLE XVII – GOVERNMENT The Government of SYF&C is vested in the Board Members as specified in Article VII. Section 1: The SYF&C Members have the power to veto by a majority vote, any motion passed by the Board Members. The Board Members have seven (7) days in which to override a veto which requires a 2/3 majority of the elected Board Members. Section 2: The Board Members will function as a guide for SYF&C in deciding policies, budget and rules. ARTICLE XIX – CODE OF CONDUCT PLAYERS/PARENTS - PARENTS WAIVER AND CONSENT In consideration of the Youth Football or the Ohio Gridiron Youth Football Conference accepting my application of my son or daughter, we the undersigned, intend and agree to be legally bound hereby and for ourselves, our heirs, executors, and administrators, hereby waive and release any and all rights and claims for damages we may against the management of Youth Football, its officers, directors, or coaching staff, or any member of any team or any officer of Ohio Gridiron Youth Football Conference, its representatives, successors and assigns, its affiliated organizations and sponsors, its employees and associated personnel, including owners of the fields and facilities, for any and all injuries to/by me, my son or daughter, at any practice, clinic, scrimmage or game or any other meeting of the Youth Football and/or the Ohio Gridiron Youth Football Conference. In addition, your child will be instructed on the following rule concerning the use of their helmet. “Do not use this helmet to butt, ram, or spear an opposing player. This is in violation of the football rules and can result in severe head, brain, or neck injuries, paralysis or death to you and possible injury to your opponent. There is a risk these injuries may also occur as result of accidental contact without the intent to butt, ram, or spear. Football is committed to the Student Athlete. We also believe strongly in the discipline and structure football/cheerleading teaches each athlete. This does not just mean on the field, but also at home and in the classroom. We ask that members of our program strive to excel in the classroom, be respectful at home, and work hard for their team. By signing below, you the athlete agree to make sure your school assignments are completed on time, you strive to maintain good grades, and you respect and honor your parents and adults. You also commit to your team to be there at every practice and game so that you all can achieve the very best you can. This also includes being in full uniform as prescribed by your coach’s for all games and practices. Be one of the best! ARTICLE XX – AMENDMENTS 13
The SYF&C Board Members and SYF&C Booster Members may amend the SYF&C Bylaws or SYF&C Standing Rules at any SYF&C Meeting by a two thirds (2/3) vote of the SYF&C Booster Members present and voting, provided that notice of the proposed amendment shall have been given at the previous SYF&C Meeting in writing. The Bylaws will be revised every 3 years, changes will sit for 30 days. Section 1: This organization may appoint a committee to submit a revised set of Bylaws and/or Standing Rules. The requirement for adoption of a revised set of bylaws shall be the same as the requirement for adoption of an amendment. In order to propose a Bylaw or Standing rule amendment the revision must be written with the original Bylaw or Standing Rule and proposed at a meeting and then voted on at the next meeting. The Parliamentarian must present the revision proposed by the SYF&C Booster Member. Section 2: The Parliamentarian will be responsible for keeping a record of the SYF&C Bylaws and SYF&C Standing Rules and maintaining them for SYF&C.
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ARTICLE II – PURPOSES Section 1: The objectives of this organization are: a. To afford the youths of this organization an opportunity to engage in appropriate team competition with proper physical training, adequate protective equipment and adult guidance. b. To teach and encourage clean living, team work, fair play and good sportsmanship and to bring parents and youths together in companionship and in moral, mental and physical values. c. To initiate and manage fundraising projects in order to provide financial support to SYF&C.
ARTICLE III – POLICIES Section 1: The policies of this organization are: a. To enforce suitable rules of play and conduct for the players and adults of this organization as advised in the SYF&C Bylaws and the Stow Youth Football & Cheerleading Association Standing Rules (SYF&C Standing Rules). b. To cooperate with other organizations active in The League. c. To work together with the Stow‐Munroe Falls High School Athletic Director and Football Coaches in order to develop the skills of the youth in a united effort. ARTICLE IV – MEMBERSHIP AND DUES Section 1: The membership of this organization shall consist of parents and interested parties who will uphold and abide by the SYF&C Bylaws (referred to as a SYF&C Booster Member). Section 2: To be a SYF&C Booster Member requires a membership fee of ten dollars ($10.00) per family. SYF&C Booster Members are required to be 18 years of age. Membership is valid for one year, from January 1st through December 30th and should be paid by the January meeting. Membership is only valid for one year. Section 3: The privilege of holding office, introducing motions and voting on SYF&C business shall be limited to SYF&C Booster Members. Section 4: The fiscal year of this organization shall be from January 1st to December 31st. Section 5: To vote in the election of the Exec. Board Members a SYF&C Booster Member must have paid their dues and have attended 3 SYF&C meetings in the calendar year that the election takes place. ARTICLE V – BOARD MEMBERS AND THEIR ELECTION Section 1: Board Members and their elections:
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a. The SYF&C Booster Members will elect Board Members including one (1) President; one (1) Vice President; one (1) Treasurer; one (1) Parliamentarian; one (1) Recording Secretary; one (1) Concessions Manager, (1) Volunteer Coordinator and five (5) Trustees and one (1) ex officio member of which has to be from Stow‐Munroe Falls High School Athletic Department. b. Only 1 (one) family member can serve as an Exec Board Member per term. c. Board Members shall be elected annually in the month of November according to the following procedure: If uncontested vote may be done by a show of hands If contested follow the guidelines below d. DISTRIBUTE BALLOTS ‐ The Recording Secretary will provide a ballot to each SYF&C Member that is eligible to vote. Eligible voters are SYF&C Members that have attended at least three (3) SYF&C booster meetings in the current calendar year and have paid dues. The current President and the Football Director are not eligible to vote except in the case of a tie. In the case of a tie for President, the Football Director cast the deciding vote. In the case of a tie for any other position, the current President will cast the deciding vote. e. BOARD MEMBER ELECTION SPEECH – The persons nominated for President will be given 2 minutes to speak before the SYF&C Booster Members. f. VOTE FOR EXEC BOARD MEMBER – SYF&C Booster Members that are eligible to vote will write their vote on the ballot. g. REPEAT – Election will continue by nomination, speech and vote for each Board Member position in the following order: Vice President, Treasurer, Parliamentarian, Recording Secretary and trustees. h. Ballots are to be collected by 2 members of the SYF&C booster club who are not running for a position in the election. i. Board Members shall assume their official duties following the close of the annual meeting in December for a term of one (1) year or until the election of their successor. Section 2: The election Process: a. A nominating committee will consist of the parliamentarian and 2 other booster members elected by the booster club. b. To be elected as a board member…(we need to define this) a. You need to be an SYF&C Booster member who has attended one (1) meeting prior to the November meeting. c. Absentee voting – refer to the ORC. a. (We need to define how we will handle absentee voting) b. Definition of Authorized Communications "Authorized communications equipment" means any communications equipment that provides a transmission, including, but not limited to, by telephone, telecopy, or any electronic means, from which it can be determined that the transmission was authorized by, and accurately reflects the intention of, the member or director involved and, with 2
respect to meetings, allows all persons participating in the meeting to contemporaneously communicate with each other. Participation by a member in a meeting through the use of any authorized communications constitutes presence in person of that member at the meeting. c. Meetings of voting members Voting members and proxyholders who are not physically present at a meeting of voting members may attend the meeting by the use of authorized communications equipment that enables the voting members and proxyholders an opportunity to participate in the meeting and to vote on matters submitted to the voting members, including an opportunity to read or hear the proceedings of the meeting, participate in the proceedings, and contemporaneously communicate with the persons who are physically present at the meeting. Any voting member who uses authorized communications equipment under this division is deemed to be present in person at the meeting whether the meeting is held at a designated place or solely by means of authorized communications equipment. d. Voting at elections and votes on other matters may be conducted by mail or by the use of authorized communications equipment. e. Votes can be sent via email to secretary and parliamentarian Section 3: A vacancy occurring in any elected position shall be filled for the remainder of the term according to the following procedure: a. NOTIFICATION – The President or Vice‐President will announce at the Booster meeting that there is a vacancy to be filled. Election to fill the vacancy will be at the following Booster meeting. b. Follow the procedure for regular elections ARTICLE VI – DUTIES AND RIGHTS OF BOARD MEMBERS Section 1: The President shall: a. Preside at all meetings of SYF&C and provide an agenda for all such meetings; b. Preserve order at all meetings and ensure that the SYF&C Bylaws are upheld; c. Be an ex‐officio member of all committees except the audit committees; d. Settle all matters of dispute which the SYF&C Booster Members are dead‐locked in a tie vote (the president may only vote in this instance); e. Coordinate the work of Board Members and chairman of SYF&C in order that the Objectives of the organization may be promoted (ART. II, Section 1). f. Create a strategic plan Section 2: The Vice President shall: a. Act as an aide to the President; b. Perform the duties of the President in the absence or inability of the President to serve; c. Take the President’s chair at any time at the direction of the President; d. Be a co‐signer on checks written by the organization for $1000 or higher; e. Sign any checks under $1000 (either Vice President or Treasurer can sign any checks less than $1000); f. Appoint a chairman for all committees necessary for the operation of SYF&C; 3
g. Create Standing Committees. Standing Committee Chairman are selected by the Board Members or the President (the President shall choose Audit Committee Chairmen); h. Approve plans of work of the Standing Committees; Section 3: The Recording Secretary shall: a. Record all business transacted at each meeting and present the minutes for approval at the next meeting; and send minutes and agenda to all paid members of the booster club prior to the upcoming meeting b. Sign and date approved minutes along with the President and keep all minutes in a notebook as record for SYF&C to view upon request; upload to website c. Notify all Booster Members and Committee Chairman of all meetings at least two (2) days prior to the scheduled meeting set forth by the President; d. Have full charge of all correspondence of SYF&C; e. Make copies of the SYF&C Bylaws and have them available to SYF&C Booster Members as requested; f. Be prepared with ballots for voting at the election meeting; g. Assist the President in other related matters. h. Keep all minutes in an electronic and printable form. Section 4: The Treasurer shall: a. Have custody of all the funds of SYF&C; b. Keep a full and accurate account of receipts and expenditures; c. Make disbursements as authorized by the Board Members, or in association in accordance with the budget adopted by SYF&C; d. Present a treasurer’s report statement in writing to include a Profit & Loss statement at every meeting of SYF&C and at other times when requested by Board Members. (Quickbooks is the recommendation) Prepare an annual report as requested by the Board Members in February of each year; e. Be the chairperson of the Budget Committee; f. Pay all bills for normal operating expenses in accordance with the budget; g. Make sure all monies collected through fundraising projects are counted by two (2) SYF&C Booster Members, one being the Chairman of the said fundraiser. The Treasurer shall verify this amount before money is deposited; h. Be a co‐signer on checks written by the organization; i. Keep records, statements, receipts and other pertinent information available to SYF&C upon request; j. Submit an Operating Budget for all committees for the calendar year to the board; k. Be available with all records, statements and receipts for the Audit Committee in January of each year for the previous year’s business; l. Make sure all checks being disbursed are approved by the budget and/or the Board Members;
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m. Retrieve the financial mail for SYF&C and disburse the mail to the appropriate people of SYF&C; n. Submit the appropriate income tax and government reports and tax returns; Section 5: The Trustees shall: a. Attend all SYF&C Booster meetings; a. Community Relations i. 4th of July Parade ii. SYF Gives Back iii. Chamber Membership b. Fundraising i. Tag Day ii. NATR iii. Corporate Sponsorships c. Team Relations i. Mini Camp ii. Picture Day d. Registration b. Vote on all issues of that required by SYF&C. c. Assist in the annual audit (one (1) trustee will be part of the committee). Section 6: The Parliamentarian shall: a. Preside at all meetings; b. Make sure the League Bylaws, SYF&C Bylaws and SYF&C Standing Rules are being followed by SYF&C; c. Keep updated copies of SYF&C Bylaws and SYF&C Standing Rules and make sure that the President and Recording Secretary have updated copies at all times; d. Make sure SYF&C follows Robert’s Rules of Order and possess a copy of the newly revised version for self and the President; e. Make necessary changes to SYF&C Bylaws and SYF&C Standing Rules as set forth by the SYF&C Bylaws; f. Keep a current member directory (to include payment of dues) of all SYF&C Booster Members and guests at each meeting; g. Adjourn any unruly meeting as necessary; Section 7: The Concession Manager shall: a. Order supplies for the concession stand b. Contact all suppliers regarding rented equipment at beginning and end of season c. Complete initial and other ordering throughout season as needed d. Contact Health Dept. (need 2 inspections per year, need to pay for 1 health license) e. Keep a log of all volunteers f. Submit an operating budget g. Keep track of concession monies and keep it separate from all other money 5
Section 8: The Volunteer Coordinator shall: a. Coordinate all team moms b. Attend registration or send a designee to keep track of volunteer checks and make sure everyone has submitted a check c. Should be present at equipment handout/turn in to handle collecting and returning checks d. Organize volunteers for games e. Follow up with team moms to track who has completed their volunteer hours f. Organize/track all volunteers for the concession stand g. Plan and organize banquets Section 9: All Exec Board Members shall: a. Be reimbursed for any prior approved expenses incurred while serving the SYF&C and will present a receipt and description of the said expenses to the Treasurer for reimbursement; b. Perform the duties prescribed in Robert’s Rules of Order in addition to those outlined in the SYF&C Bylaws; c. Deliver to the successors all official material no later than fifteen (15) days following the election of their successor (December); d. Transact necessary business in the intervals between regular association meetings and such other business as may be referred to it by SYF&C. e. Present a report at the SYF&C meetings; f. Appoint an auditing committee at least one month before the annual meeting to audit the Treasurer’s accounts; g. Register his dependent for the football or cheer program free of charge. This free registration is valid for the calendar year that the Board Member serves on the Board. This free registration is valid for any child that the Board Member claims as a dependent on his federal taxes. h. Attend SYF&C meetings set forth by the President & miss no more than 3 meetings in a Calendar year. i. Participate in registration – there should be a representative or designee from the Football Director & Cheer Director at each registration. ARTICLE VII – COMMITTEES Section 1: Standing Committees a. The Standing Committees shall be Community Relations, Fundraising, Team Relations, and Registration. b. The Chairman of these Committees shall be trustees and their assignments will appointed by the President, subject to approval of the Board Members. c. Their term of office shall be for one (1) year, from January 1st through December 31st. d. The Chairman of all Standing Committees shall present their plans of work to the Board Members for approval before work can be undertaken. 6
e. The Chairman must adhere to the budgets set forth by SYF&C. Any changes need to be approved by the Board Members. Section 2 Nominating Committee (see Article V, Section 2) Section 2: Audit Committee: a. The Audit Committee shall consist of three (3) people. There shall be one (1) Trustee and (1) SYF&C Booster Member (1) SYF&C Board Members. One of these committee members shall be the Chairman. The Trustees will help in appointing the Audit Committee. The President will appoint the Chairman of this committee. b. The Audit Committee will be appointed at the October meeting. c. The Audit Committee will perform the Audit of the Treasurer’s records between January 1st –January 31st for the previous year. d. The duties of the Audit Committee are to audit the complete records and papers of the Treasurer to determine whether everything balances in regards to the financial statements and records reviewed. The Treasurer shall be available to answer questions at the request of the Audit Committee. e. The Audit Committee will sign an audit record sheet if all is correct. f. In the event of discrepancies the committee will report to the Board Members immediately and not sign the books until all issues are resolved. g. Certain members of SYF&C may not serve on the Audit Committee and they are as follows: Any member responsible for handling finances or anyone who is listed on the bank account. ARTICLE VIII DIRECTOR Section 1: The Director of SYF&C is voted in by the Booster Club annually. a. According to Article 19 Section 19.2 – The term of Director shall be for as long as he/she desires to serve with the exception of the following: a. If the Association Executive Board or Booster Club find just cause to relieve Director or Directors is shall be submitted in writing to the Booster Club President and the Association President in writing. The Association President shall have the duty to assemble the Executive Board and Board of Directors within no less than seven (7) days and no more than thirty (30) days for the purpose of hearing the changes and Directors defense. At the end of the hearing, a vote shall be taken to decide whether the Director shall be released. b. A Director wishing to resign must notify the Association Board in writing. He/She must also notify their Booster Club so that they may submit a regular Director for the Association’s approval. b. When there is a vacancy SYF&C Booster Members will nominate candidates for Director at the December SYF&C meeting. c. Exec Board Members will interview the candidates and then vote for the Director. The President does not vote except in the case of a tie. 7
d. Board Members announce the new Director at the January SYF&C meeting. e. In the event the Director is unable to fulfill his/her position then the Board Members will vote in a new Director by this same procedure Section 2: The Director may be relinquished of his/her duties, by a vote from the Board Members for the following instances: a. Failure to have SYF&C represented at three (3) consecutive meetings with The League. b. Under the influence of drugs or alcohol in the presence of children while attending a SYF&C event. c. Use of obscene language or inappropriate conduct among the children of SYF&C. d. Unauthorized use or mishandling of the monies of SYF&C. e. Failure to abide by the SYF&C Bylaws. Section 3 The Duties and Rights of the Director shall be to: a. Make recommendations to the Board Members for Head Coaches of each team by April, Coaches will be notified after the May meeting (see Art. XII), b. Select as many Assistant Directors as necessary and ensure there is a director an away games. c. Manage all equipment including storage, repair, replacement and cleaning with the funds provided by SYF&C. d. Keep up to date team rosters and present rosters to the Directors of The League upon request. e. Keep order at all games and SYF&C events. e. Provide referees at all home games. f. Discharge a coach for misconduct. g. Control all registration forms and insure orderly conduct at all weigh‐ins. h. Maintain or delegate duties of field and property maintenance; i. Assist Head Coaches in selecting a Commissioner for each team as necessary; j. Distribute keys to the Assistant Director(s) and Cheerleading Director and be accountable of the field house and property of SYF&C. k. Register his dependent(s) for the football or cheer program free of charge. This free registration is valid for the calendar year that the Director serves. This free registration is valid for all children that the Director claims as a dependent on his federal taxes. l. Make sure that the referees are paid in accordance with the requirements of The League. m. Present an operating budget to the President by the December Meeting. Section 4: In the instance that the Board Members deem it necessary to replace the Director, the following steps need to be initiated: a. The SYF&C President shall be notified of the charges in writing; b. A special SYF&C meeting shall be called within seven (7) days and no more than thirty (30) days for the purpose of evaluating the misconduct by the Director; and c. The Board Members will vote to determine to release the Director. If the Director resigns, or is released or otherwise leaves the position, all money, equipment, keys, paperwork, documents and supplies of SYF&C remains the property of SYF&C; 8
ARTICLE IX – ASSISTANT DIRECTOR Section 1: The Assistant Director(s) will be assigned duties by the Director. The Director can appoint as many Assistant Directors as he/she wants. Section 2: The Assistant Director may register his dependent(s) for the football or cheer program free of charge. This free registration is valid for the calendar year that the Assistant Director serves. This free registration is valid for all children that the Assistant Director claims as a dependent on his federal taxes. ARTICLE X – CHEERLEADING DIRECTOR Section 1: The duties and rights of the Cheerleading Director shall be: a. According to Article 19 Section 19.2 – The term of Director shall be for as long as he/she desires to serve with the exception of the following: a. If the Association Executive Board or Booster Club find just cause to relieve Director or Directors is shall be submitted in writing to the Booster Club President and the Association President in writing. The Association President shall have the duty to assemble the Executive Board and Board of Directors within no less than seven (7) days and no more than thirty (30) days for the purpose of hearing the changes and Directors defense. At the end of the hearing, a vote shall be taken to decide whether the Director shall be released. b. A Director wishing to resign must notify the Association Board in writing. He/She must also notify their Booster Club so that they may submit a regular Director for the Association’s approval. b. Make recommendations to the Board Members for Head Coaches of each team (see Art. XII), c. Report and answer to the Director on all matters relating to Stow Youth Football & Cheerleading; d. Provide as many cheerleading squads deemed necessary (within the ability to uniform, coach safely and supervise each squad responsibly) by the Director and the Board Members; e. Maintain all avenues of communication between the SYF&C, Director, Board Members and parents regarding cheerleading; f. Comply with the Cheerleading Game Protocol as set forth by The League; g. Coordinate with the High School Athletic Director for a cheerleading tryout camp and a tryout date; h. Procure the best value uniform for each girl, and coordinate fittings, ordering and distributing of uniform needs; i. Provide current cheerleading roster to the Director and the Board Members; j. Inform and uphold all cheerleading rules and responsibilities. All parents and cheerleaders sign and return agreement to abide by rules and regulations; 9
k. Select cheerleading coaches for the season and uphold all coaches to a high standard of behavior and sportsmanship; l. Maintain medical release and permission forms to cheer on each cheerleader and carry to every game (home and away) and activity. m. Be present at all football games (including playoff games) involving SYF&C. In the event that the Cheerleading Director or designee cannot attend a game the Team Parent will be acting in their place and report all matters to the Cheerleading Director upon their return; n. Take disciplinary action with any cheerleader violating any rules or regulations up to and including benching or dismissing from the squad. Any cheerleader who is dismissed from the squad will not be permitted to tryout the following season. Exceptions will be made due to health reasons or deemed appropriate by the Cheer Director, Director and Board Members; o. Register her dependent(s) for the football or cheer program free of charge. This free registration is valid for the calendar year that the Cheer Director serves. This free registration is valid for all children that the Cheer Director claims as a dependent on her federal taxes. p. Select an assistant director to assist with responsibilities. q. Present an operating budget to the President by the December Meeting r. May be relinquished of her duties for failure to have SYF&C represented at three (3) consecutive meetings with The League. ARTICLE XI – ASSISTANT CHEERLEADING DIRECTOR Section 1: The Assistant Director(s) will be assigned duties by the Director. The Director can appoint as many Assistant Directors as he/she wants. Section 2: The Assistant Director may register his dependent(s) for the football or cheer program free of charge. This free registration is valid for the calendar year that the Assistant Director serves. This free registration is valid for all children that the Assistant Director claims as a dependent on his federal taxes. ARTICLE XII – FOOTBALL TEAM COACHES Section 1: The Director will nominate by April Head Coaches for all football teams. A sign up at the end of the previous season will be made available to interested people. Returning coaches will be given preference to continue in their present position. Section 2: Assistant Coaches will be appointed by Head Coaches. Section 3: The coaches must submit equipment needs to the Director. Section 4: The coaches make all decisions regarding playing time and positions. Section 5: The Head Coach will inform the Director of any team or coaching problems. Section 6: All coaches must uphold The League Rules of play as well as the SYF&C bylaws.
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Section 7: Any coach using foul language, or unsportsmanlike conduct will be reviewed by the Director to determine appropriate action. Section 8: The Head Coach of each team shall select a Team Commissioner for their team. Section 9: Every year all Coaches must submit to a FBI/BCI background check by the 1st practice. A current school background check is sufficient. The Exec Board Members will review any negative information vote and make a final decision. SYF&C may pay for background check if requested and approved by the Exec Board. The SYF&C Booster Club will pay for 6 coaches to take a background check. A coach can be removed by a vote of the Exec. Board for questionable conduct. Section 10: Coaches will not make changes to the uniform (Maroon Jersey, Helmet, Maroon Game Pants, and Maroon Socks) issued by SYF&C without prior written approval from the Board. ARTICLE XIII – FOOTBALL TEAM COMMISSIONER Section 1: The Team Commissioner shall perform the following duties: a. Be responsible for the health, safety and welfare of all players; b. Conduct weigh in procedure; c. Conduct player inspection procedure and inspect all equipment provided by SYF&C. d. Inspect the field e. Provide water for all players on game day Section 2: The Team Commissioner shall be appointed by the Head Coach of the team; Section 3: The Team Commissioner will appoint their own Assistant Commissioners who will take over duties in the absence of the Team Commissioner; ARTICLE XIV – MEETINGS Section 1: All SYF&C Booster Members shall be eligible to vote at SYF&C Booster Meetings or to serve in an elected position (see Article IV for membership requirements). A SYF&C Booster Meeting is identified as a single official gathering of SYF&C Booster Members in one room or area, as designated by 2/3 of the Exec Board Members, to transact business for a length of time during which there is no cessation of proceedings and the SYF&C Booster Members do not separate, unless for a short recess. Section 2: SYF&C Meetings are held the 2nd Monday of each month unless otherwise provided by the SYF&C President, a three (3) day notice giving change of the date. Section 3: The SYF&C President may choose to hold Board Meetings at any time as long three (3) days’ notice has been given. Section 4: SYF&C Booster Meetings or Exec Board Meetings may be called by the President or by a majority of the Board Members as long as three (3) days’ notice has been given. No other business than that business which is stated in the call or email shall be transacted at the special meeting.
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Section 5: The President shall determine at which monthly meeting the Board Members and chairmen shall submit their report. Section 6: 2/3 of the Booster Members (who regularly attend meetings) shall constitute a quorum for the transaction of business in any SYF&C Meeting. OR 8 members, 5 being board members shall constitute a quorum. Section 7: The privilege of holding office, introducing motions and voting shall be limited to SYF&C Booster Members whose current dues are paid. ARTICLE XV PROCEDURES AND ORDER OF BUSINESS Section 1: The final authority as to routine and procedure for meetings shall be the most current edition of “Roberts Rules of Order” unless otherwise ordered by a majority vote of the SYF&C Booster Members present at the meeting. Section 2: The order of business of SYF&C Booster Meetings and Exec Board Meetings shall be as follows: a. Call to order by President; b. Roll call of the Board Members and Committee Chairmen; c. Reading and approval of minutes from the previous SYF&C meeting; d. Treasurer’s report will be submitted in writing for approval of report; e. Report of Board Meeting by the President; f. Report of correspondence and bills; g. President’s report and Board Members reports; h. Football Director’s report; i. Cheerleading Director’s report; j. Committee reports; k. Old business; l. New business; m. Comments from the floor. Each SYF&C Member shall be permitted to speak for three (3) minutes. Discussion that follows will continue as long as the SYF&C President permits. n. Election of officers (if necessary); and o. Adjournment ARTICLE XVI – FINANCES Section 1: The Board Members shall have the authority to approve the Operating Budget submitted by the President. a. The budget will be presented to the Board Members for approval at the January SYF&C Booster Meeting. b. Non‐budgeted expenditures in the excess of five hundred ($500) dollars must be approved by the Exec Board Members and SYF&C Booster Members at a SYF&C Booster meeting or in writing. 12
c. Add wording to explain multiple transactions not to exceed $500 limit Section 2: No SYF&C Booster Member shall obligate SYF&C for any amount unless authorized by the Exec Board Members and SYF&C Booster Members. Section 3: All money received by SYF&C shall be deposited in the bank in the appropriate account. All disbursements shall be made out in the form of a check or with the debit card (except payment of officials). All expenditures must have a receipt. All checks issued by the organization must be signed by 2 members the Treasurer, Vice President, or Director. Section 4: All money collected by SYF&C shall be verified by a second party before it is deposited in the bank. And there should be a paper trail of all money collected. ARTICLE XVII – GOVERNMENT The Government of SYF&C is vested in the Board Members as specified in Article VII. Section 1: The SYF&C Members have the power to veto by a majority vote, any motion passed by the Board Members. The Board Members have seven (7) days in which to override a veto which requires a 2/3 majority of the elected Board Members. Section 2: The Board Members will function as a guide for SYF&C in deciding policies, budget and rules. ARTICLE XIX – CODE OF CONDUCT PLAYERS/PARENTS - PARENTS WAIVER AND CONSENT In consideration of the Youth Football or the Ohio Gridiron Youth Football Conference accepting my application of my son or daughter, we the undersigned, intend and agree to be legally bound hereby and for ourselves, our heirs, executors, and administrators, hereby waive and release any and all rights and claims for damages we may against the management of Youth Football, its officers, directors, or coaching staff, or any member of any team or any officer of Ohio Gridiron Youth Football Conference, its representatives, successors and assigns, its affiliated organizations and sponsors, its employees and associated personnel, including owners of the fields and facilities, for any and all injuries to/by me, my son or daughter, at any practice, clinic, scrimmage or game or any other meeting of the Youth Football and/or the Ohio Gridiron Youth Football Conference. In addition, your child will be instructed on the following rule concerning the use of their helmet. “Do not use this helmet to butt, ram, or spear an opposing player. This is in violation of the football rules and can result in severe head, brain, or neck injuries, paralysis or death to you and possible injury to your opponent. There is a risk these injuries may also occur as result of accidental contact without the intent to butt, ram, or spear. Football is committed to the Student Athlete. We also believe strongly in the discipline and structure football/cheerleading teaches each athlete. This does not just mean on the field, but also at home and in the classroom. We ask that members of our program strive to excel in the classroom, be respectful at home, and work hard for their team. By signing below, you the athlete agree to make sure your school assignments are completed on time, you strive to maintain good grades, and you respect and honor your parents and adults. You also commit to your team to be there at every practice and game so that you all can achieve the very best you can. This also includes being in full uniform as prescribed by your coach’s for all games and practices. Be one of the best! ARTICLE XX – AMENDMENTS 13
The SYF&C Board Members and SYF&C Booster Members may amend the SYF&C Bylaws or SYF&C Standing Rules at any SYF&C Meeting by a two thirds (2/3) vote of the SYF&C Booster Members present and voting, provided that notice of the proposed amendment shall have been given at the previous SYF&C Meeting in writing. The Bylaws will be revised every 3 years, changes will sit for 30 days. Section 1: This organization may appoint a committee to submit a revised set of Bylaws and/or Standing Rules. The requirement for adoption of a revised set of bylaws shall be the same as the requirement for adoption of an amendment. In order to propose a Bylaw or Standing rule amendment the revision must be written with the original Bylaw or Standing Rule and proposed at a meeting and then voted on at the next meeting. The Parliamentarian must present the revision proposed by the SYF&C Booster Member. Section 2: The Parliamentarian will be responsible for keeping a record of the SYF&C Bylaws and SYF&C Standing Rules and maintaining them for SYF&C.
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