Manchester Eagles Pop Warner Football and Cheerleading Bylaws
Manchester Eagles Pop Warner Football and Cheerleading Bylaws TABLE OF CONTENTS
ARTICLE I-
NAME
ARTICLE II-
STATEMENT OF AFFILIATION
ARTICLE II-
SITE OF PRINCIPAL OPERATION
ARTICLE III-
DESCRIPTION
ARTICLE IV-
OBJECTIVE
ARTICLE VI-
MEMBERSHIP
ARTICLE VII-
BOARD POSITIONS
ARTICLE VIII-
GOVERNMENT
ARTICLE IX-
PROTEST OF DECISIONS BY THE BOARD
ARTICLE X-
HEAD COACHES
ARTICLE XI-
INSURANCE
ARTICLE XII-
MEETING & QUORUM
ARTICLE XIII-
AMENDING THE BYLAWS
ARTICLE XIV-
DISSOLUTION
2 Manchester Eagles Pop Warner Football and Cheerleading Bylaws
Adopted: March 1, 2006 Written by Jefferson Canny ARTICLE I - NAME The name of this association shall be known as Manchester Eagles Pop Warner Football and Cheerleading. ARTICLE II- STATEMENT OF AFFILIATION Manchester Eagles Pop Warner Football and Cheerleading (hereinafter referred to as MEPW) shall be affiliated with Pop Warner Little Scholars, Inc. (hereinafter referred to as PWLS, Inc.) and shall be governed by, and comply with the principles, rules, and regulations enunciated and decreed by PWLS, Inc. and the Highest Local Authority (hereinafter referred to as HLA) as chartered by PWLS Inc.; in which MEPW, Inc. is a member. MEPW will follow all guidelines enforced by the City of Manchester, including but not limited to the Manchester Parks and Recreation Department. ARTICLE III – SITE OF PRINCIPAL OPERATION The principal operation of MEPW shall be in and about the towns of Manchester, Auburn, Candia, Goffstown and Litchfield but may extend into such areas as permitted by the rules and regulations of PWLS, Inc. and said HLA in which MEPW is a member. ARTICLE IV – DESCRIPTION MEPW will consist of one or more football and/or cheerleading teams at levels established by PWLS, Inc. Each said teams will be hereby known as the Manchester Eagles. The MEPW team colors will be black, gold and white with any two being the predominate color and the remaining will be trace colors. A logo has yet to be determined but will be voted on by the board at a later date. ARTICLE V – OBJECTIVE MEPW is organized to develop the ideals of sportsmanship, teamwork, honesty, integrity, courage, loyalty and scholastic excellence in all of our participants (regardless of race, creed, religion or national origin) so that they may grow to become solid adult citizens in their respective communities.
3 ARTICLE V – OBJECTIVE (CONT) It is the responsibility of the Board to assure equal and fair treatment of both the football and cheerleading programs. It is vital to our organization that we maintain impartiality when voting and governing the two sports that we oversee.
ARTICLE VI-MEMBERSHIP Any parent or legal guardian of a participant in good standing is hereby considered a vote member of MEPW. Current board members, coaches and individuals actively involved as a volunteer or participant in MEPW shall also be granted full voting rights. All voting members must be 18 years old at the time of elections. Section 1: Eligibility All participants must meet all requirements set forth by PWLS, Inc. and HLA to which MEPW is a member in order to be eligible to participate in any of the Association’s functions. No registration will be accepted to those that have outstanding debts to MEPW unless approved by majority vote through the Board of Directors. Cases of financial hardship need to be addressed to the Board of Directors in writing prior to the child being placed on a roster. The Board of Directors will make a decision in regards to the petition within 30 days. There shall be no refunds one the registration is processed and the child is placed on a roster. The only exceptions to this would be the inability of MEPW to roster the child due to weight restriction, failure to pass a physical, relocation prior to August 1, placement on a waiting list or disbandment of the team at the required age and weight level. All members of MEPW and their parents/guardians are required to sign the Association’s Code of Conduct prior to beginning practice. Section 2: Voting Rights and Elections Members of MEPW in good standing will be eligible to place one vote per position at the annual elections, which are held on the fourth Tuesday in October each calendar year. Nominations for those wishing to be placed on the ballot may be submitted to the President or Secretary during a time frame, which is established by the Board of Directors. This announcement must be advertised on the MEPW website as well as through a handout to all current participants.
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Absentee ballots may be requested through the President or Secretary at any time leading up the election date, but all votes must be received before the stated time of the closing of the polls. Votes will be cast via secret ballet with all votes being tabulated with three current board members present that are running unopposed on said ballot.
ARTICLE VII – BOARD POSITIONS Section 1: Board Makeup The MEPW Board of Directors shall consist of no more than 15 members, 11 of which are elected by the membership each October. The four remaining possible positions are filled on an “At-Large” basis at the January meeting. Nominations for “At-Large” positions come from current board members with the winners being determined by secret ballot. Section 2: Responsibilities ***All members of the MEPW Board of Directors are expected to attend all monthly meetings and assist with game day activities and special events (i.e. Jamboree, Playoffs, Banquet, etc.) President: The President shall preside at all meetings of MEPW. He/She shall also be responsible for the overall administration of the Association and act as spokesperson concerning any internal and external problems/conflicts. The President of MEPW is also expected to represent the Association at regular State meetings. The President is responsible for imposing and enforcing any disciplinary action voted on by the Board of Directors. Vice President: The Vice President shall assist the President with his/her duties. In the absence or disability of the President, the Vice President shall perform the duties of the President. Will also be expected to maintain the MEPW website. The Vice President shall also act as an assistant to the Treasurer. Aiding in the dispersing of funds as well as checking financial records and statements for accuracy. Secretary: The Secretary records the proceedings of all meetings, prepares the minutes and sends out the meeting notices (with a copy of the minutes from the previous meeting and a copy of the agenda) no later than two days prior to the meeting date. The Secretary will maintain all other records of the program, except financial records. The Secretary is responsible for the collection of paperwork from each participant as well as the preparation of all certification books. The Secretary will handle all paperwork, rosters, make necessary changes to said rosters and maintain files for MEPW. In addition, the Secretary will oversee the scheduling of Picture Day and the actual booking of the photographer.
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Treasurer: The Treasurer collects and disperses all funds, prepare budgets, reports on the status of the funds and maintain all financial records. The Treasurer will work in conjunction with the MEPW President and/or the Vice President to ensure account accuracy. All monies collected will be collected will be counted and documented by the Treasurer with at least one other Board Member.
Football Coordinator: The Football Coordinator oversees the football part of the MEPW program and acts as a liaison between the coaches and the Board of Directors. He/She is responsible for organizing coaches and will report to the Board of Directors all business of the football program. The Football Coordinator shall submit candidates for Head Coaching positions to the Board of Directors for approval. Also, the Football Coordinator will schedule scrimmages for all MEPW teams and will set all of the football rosters.
Cheerleading Coordinator: The Cheerleading Coordinator oversees the cheering part of MEPW program and acts as liaison between the coaches and the Board of Directors. He/She is responsible to report to the Board of Directors all business of the cheering program. The Cheerleading Coordinator shall submit candidates for Head Coaching positions to the Board of Directors for approval. Also, the Cheerleading Coordinator will set all of the cheerleading rosters.
Equipment Manager: The Equipment Manager is responsible for the organization of the equipment, overseeing the handout and collection of all football and cheerleading equipment belonging to MEPW and preparing an equipment budget to present to the Board of Directors for discussion/approval.
Director of Fundraising: The Director of Fundraising is responsible for overseeing the activities needed to raise the funds required to cover the expected budget for the year. All fundraising is to be reviewed and voted on the Board of Directors. If a suitable candidate is not elected the Fundraising roll will be filled by the Treasurer.
Concessions Manager: The Concessions Manager is responsible for all concessions related activities, which are intended to raise funds on behalf of MEPW. These activities include but are not limited to training, purchasing, setting prices at the discretion of the Board of Directors and vendor management. All discretionary spending is to be reviewed and voted on by the Board of Directors.
Volunteer Coordinator: The Volunteer Coordinator is responsible for the scheduling of volunteer personnel for all home games and special events and will also make sure that league handouts make it to Team Parents for timely disbursement.
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Little Scholars Coordinator: The Little Scholars Coordinator is responsible figuring the grade point average for all participants in MEPW as well as filing all necessary paperwork for scholastics at the State, Regional and National level. If a suitable candidate is not elected the Little Scholars role will be filled by the Volunteer Coordinator.
“At-Large” Members: All “At-Large” members will attend regular monthly meetings and assist in areas deemed necessary. Up to, but no more than, 4 “At-Large” members will serve on the Board at any one time. Section 3: Removal of Office Any member of the Board of Directors may remove himself or herself from office at any time and for any reason. With just cause, Board Members can also be removed with a ¾ vote of the Board of Directors. In this case, a replacement will be nominated and elected to complete the term of said Board Member. Reasons for removal include, but are not limited to behavior that is detrimental to the Association, lack of attendance at regular meetings, theft, violation of the code of conduct etc. Section 4: Replacement of Board Member If a Board Member resigns from office or is removed by the process outlined in Article VII, Section 3, nomination and election of a replacement will take place at the next scheduled meeting. ARTICILE VII – GOVERNMENT MEPW will abide by all rules and regulations of the HLA of which it is a member under the guidelines set forth by the official rules of PWLS, Inc. To deal effectively with any problems and or conflicts, MEPW will use the following chart of communications: 1.) Head Coach of respective squad 2.) Football Coordinator or Cheerleading Coordinator
3.) President of MEPW
If the conflict is not resolved within a reasonable amount of time (7 days), a letter must be written to the Board of Directors offering explanation of said issue. No complaint or request shall be acted upon unless all details are given in writing and signed by all those requesting action.
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ARTICLE VIII – GOVERNMENT (CONT.) A complaint or request submitted to the Board will not be acted upon until the next monthly meeting with the stipulation that all prior regulations have been followed. The party(s) requesting the action will receive a response within 7 days of said meeting. The President reserves the right to call an Emergency Meeting with the Board of Directors if he/she deems the issue to be an urgent matter. ARTICLE IX – PROTEST OF DECISIONS BY THE BOARD A formal written protest must be submitted to the Board of Directors within 21 days of the original decision along with a reason for the protest. A final decision will be sent to all involved parties within 14 days. A formal protest may be submitted for record protesting the decision of the Board of Directors. However, all decisions of the Board of Directors are deemed final. ARTICLE X – HEAD COACHES All Head Coaches in MEPW will be nominated by the Football Coordinator and Cheerleading Coordinator and approved by the Board of Directors on an annual basis. They are responsible for ensuring that their actions and those of their Assistant Coaches abide by the Coaches Code of Conduct as enunciated by PWLS, Inc. If an Assistant Coach or Head Coach is in violation of said Code of Conduct, a hearing before the Board of Directors is mandated. At such time, a ruling will be made in regards to the future participation of said Coach. All members of the MEPW Board of Directors (except for the President) are eligible to hold positions of Head Coach or Assistant Coach unless superceded by the HLA or PWLS, Inc. The President of MEPW may not hold any coaching position within the Association. All Head Coaches must be 21 yrs of age as of August 1 of the calendar season in which they wish to participate. ARTICLE XI – INSURANCE MEPW shall purchase adequate insurance coverage for all participants, coaches and Board of Directors in accordance with limits set by PWLS, Inc.
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ARTICLE XII – MEETING & QUORUM Section 1 – Meeting format Robert’s Rules of Order shall be the authority for this Association and for all matters not specifically covered by the bylaws and its standing rules. A. The following format shall be followed at all MEPW meetings: 1.) President’s Report 2.) Secretary’s Report 3.) Treasurer’s Report 4.) Football Coordinator’s Report 5.) Cheerleading Coordinator’s Report 6.) Equipment Manager’s Report 7.) Fundraising Director’s Report 8.) Concession Manager’s Report 9.) Old Business 10.) New Business 11.) Adjournment B. Any action taken shall be approved by simple majority of the members present. C. Items can be placed on the agenda if the Secretary is notified in writing seven days prior to the meeting date.
Section 2 – Regular Meetings To be held monthly as set at the annual meeting. All regular monthly meetings require a 10-day notice to all members of the Board of Directors.
Section 3 – Annual Meeting To be held as an Open Meeting in February with the entire membership invited to attend.
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ARTICLE XII – MEETING & QUORUM (CON’T) Section 4 – Emergency Meetings When it is necessary to call an emergency meeting, it must be done so by the President. A 24-hour notice to all members of the Board of Directors is required. Section 5 – Open Board Meetings In accordance with PWLS, Inc. bylaws, MEPW will hold minimum of two Open Board Meetings per calendar year, which is open to the membership. The meeting will be advertised on the MEPW website as well as through a mailing to all current members. Section 6 – Quorum A Quorum of 51% or more is necessary in order to hold a meeting.
ARTICLE XIII – AMENDING THE BYLAWS Proposed changes to the bylaws may be submitted in writing to the President or Secretary prior to July 31 for consideration at the August Monthly Meeting.
ARTICLE XIV - DISSOLUTION In the event that MEPW dissolves as it is now chartered, all property owned by MEPW shall be distributed to the City of Manchester as required by the office of the Secretary of State. In the event that the City of Manchester is unable or unwilling to receive the assets, they will then be offered to the next member town(s) in order of enrollment. If none of the towns are willing to receive the assets, they will be distributed for one or more exempt purposes within the meaning of Section 501C (3) of the Internal Revenue Code or corresponding section of any further tax code or shall be distributed to the Federal Government, State or Local Government for a public purpose.
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ARTICLE XV – ADOPTION We, the undersigned Board Members of Manchester Eagles Pop Warner, do agree to the conditions set forth in these Bylaws. The terms and conditions stated in the above document shall serve as the basis for the governing of our programs now and in the future. It is our goal to work toward equitability and fairness in both of our sports, football and cheerleading. We will act in such a manner to further the ideals set forth by Pop Warner at the National, Regional and State level. We will do this while remaining unbiased and impartial toward all of our programs. We have voted to adopt these Bylaws this day March 1, 2006.
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Conflict of Interest Policy
Any possible conflict of interest by a Board Member of the Manchester Eagles Pop Warner shall be disclosed whether in writing or not, pursuant to the State of New Hampshire RSA 7:19 and Addendums. This disclosure shall happen annually and when the interest involves a specific issue before the Board. Where the transaction involving a board member exceeds $500 dollars but is less than $5000 in a fiscal year, a 2/3 vote of disinterested board members is required. The minutes of meeting will reflect the conflict stated, the abstention from voting and the results of any voting. All Board members will be made aware of this policy and shall sign an agreement prior to assuming their elected position. The Board of the Manchester Eagles Pop Warner will adhere to all requirements of New Hampshire Law and these provisions are incorporated into and made part of this policy statement.
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Article of Dissolution
In the event that Manchester Eagles Pop Warner dissolves as it is now chartered, all property owned by the Manchester Eagles Pop Warner shall be distributed to the City of Manchester as required by the office of the Secretary of State. In the event that the City of Manchester is unable or unwilling to receive the assets, they will then b e offered to the next member town(s) in order of enrollment. If none of the towns are willing to receive the assets, they will be distributed for one or more exempt purposes within the meaning of Section 501C (3) of the Internal Revenue Code or corresponding section of any further tad code or shall be distributed to the Federal Government, State or Local Government for a public purpose.
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Amendment I
It is the decision of the MEPW 2006 Board of Directors that the #3 jersey shall be retired from this point forward. The #3 jersey will be retired in honor of Richard A. “Ricky” McGregor, whose passing affected all of MEPW family. Under NO circumstances shall this jersey number be worn in game play or at practices. The #3 shall be displayed per the decisions of future BOD on any apparel or equipment.
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Amendment II
From this point forward, it is the decision of the Manchester Eagles 2007 Board of Directors (BOD), that one of the at large members shall now hold the responsibility of maintaining the Manchester Eagles website. This elected position, known as Webmaster/At Large Member, will have full voting rights on the BOD. The Webmaster will only alter and post at direction of the entire BOD. Under NO circumstance shall the Webmaster make changes to www.manchestereagles.org without the approval of the BOD.
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Amendment III
We, the 2007 Manchester Eagles Board of Directors (BOD), have decided to adopt our motto, “Give to Live”. This motto embodies the values that we hope to impart to the youth of Manchester: That the only way to live a full life is to give back to others around you and to our community. This motto maybe displayed on any merchandise that the BOD finds appropriate.
ARTICLE I-
NAME
ARTICLE II-
STATEMENT OF AFFILIATION
ARTICLE II-
SITE OF PRINCIPAL OPERATION
ARTICLE III-
DESCRIPTION
ARTICLE IV-
OBJECTIVE
ARTICLE VI-
MEMBERSHIP
ARTICLE VII-
BOARD POSITIONS
ARTICLE VIII-
GOVERNMENT
ARTICLE IX-
PROTEST OF DECISIONS BY THE BOARD
ARTICLE X-
HEAD COACHES
ARTICLE XI-
INSURANCE
ARTICLE XII-
MEETING & QUORUM
ARTICLE XIII-
AMENDING THE BYLAWS
ARTICLE XIV-
DISSOLUTION
2 Manchester Eagles Pop Warner Football and Cheerleading Bylaws
Adopted: March 1, 2006 Written by Jefferson Canny ARTICLE I - NAME The name of this association shall be known as Manchester Eagles Pop Warner Football and Cheerleading. ARTICLE II- STATEMENT OF AFFILIATION Manchester Eagles Pop Warner Football and Cheerleading (hereinafter referred to as MEPW) shall be affiliated with Pop Warner Little Scholars, Inc. (hereinafter referred to as PWLS, Inc.) and shall be governed by, and comply with the principles, rules, and regulations enunciated and decreed by PWLS, Inc. and the Highest Local Authority (hereinafter referred to as HLA) as chartered by PWLS Inc.; in which MEPW, Inc. is a member. MEPW will follow all guidelines enforced by the City of Manchester, including but not limited to the Manchester Parks and Recreation Department. ARTICLE III – SITE OF PRINCIPAL OPERATION The principal operation of MEPW shall be in and about the towns of Manchester, Auburn, Candia, Goffstown and Litchfield but may extend into such areas as permitted by the rules and regulations of PWLS, Inc. and said HLA in which MEPW is a member. ARTICLE IV – DESCRIPTION MEPW will consist of one or more football and/or cheerleading teams at levels established by PWLS, Inc. Each said teams will be hereby known as the Manchester Eagles. The MEPW team colors will be black, gold and white with any two being the predominate color and the remaining will be trace colors. A logo has yet to be determined but will be voted on by the board at a later date. ARTICLE V – OBJECTIVE MEPW is organized to develop the ideals of sportsmanship, teamwork, honesty, integrity, courage, loyalty and scholastic excellence in all of our participants (regardless of race, creed, religion or national origin) so that they may grow to become solid adult citizens in their respective communities.
3 ARTICLE V – OBJECTIVE (CONT) It is the responsibility of the Board to assure equal and fair treatment of both the football and cheerleading programs. It is vital to our organization that we maintain impartiality when voting and governing the two sports that we oversee.
ARTICLE VI-MEMBERSHIP Any parent or legal guardian of a participant in good standing is hereby considered a vote member of MEPW. Current board members, coaches and individuals actively involved as a volunteer or participant in MEPW shall also be granted full voting rights. All voting members must be 18 years old at the time of elections. Section 1: Eligibility All participants must meet all requirements set forth by PWLS, Inc. and HLA to which MEPW is a member in order to be eligible to participate in any of the Association’s functions. No registration will be accepted to those that have outstanding debts to MEPW unless approved by majority vote through the Board of Directors. Cases of financial hardship need to be addressed to the Board of Directors in writing prior to the child being placed on a roster. The Board of Directors will make a decision in regards to the petition within 30 days. There shall be no refunds one the registration is processed and the child is placed on a roster. The only exceptions to this would be the inability of MEPW to roster the child due to weight restriction, failure to pass a physical, relocation prior to August 1, placement on a waiting list or disbandment of the team at the required age and weight level. All members of MEPW and their parents/guardians are required to sign the Association’s Code of Conduct prior to beginning practice. Section 2: Voting Rights and Elections Members of MEPW in good standing will be eligible to place one vote per position at the annual elections, which are held on the fourth Tuesday in October each calendar year. Nominations for those wishing to be placed on the ballot may be submitted to the President or Secretary during a time frame, which is established by the Board of Directors. This announcement must be advertised on the MEPW website as well as through a handout to all current participants.
4
Absentee ballots may be requested through the President or Secretary at any time leading up the election date, but all votes must be received before the stated time of the closing of the polls. Votes will be cast via secret ballet with all votes being tabulated with three current board members present that are running unopposed on said ballot.
ARTICLE VII – BOARD POSITIONS Section 1: Board Makeup The MEPW Board of Directors shall consist of no more than 15 members, 11 of which are elected by the membership each October. The four remaining possible positions are filled on an “At-Large” basis at the January meeting. Nominations for “At-Large” positions come from current board members with the winners being determined by secret ballot. Section 2: Responsibilities ***All members of the MEPW Board of Directors are expected to attend all monthly meetings and assist with game day activities and special events (i.e. Jamboree, Playoffs, Banquet, etc.) President: The President shall preside at all meetings of MEPW. He/She shall also be responsible for the overall administration of the Association and act as spokesperson concerning any internal and external problems/conflicts. The President of MEPW is also expected to represent the Association at regular State meetings. The President is responsible for imposing and enforcing any disciplinary action voted on by the Board of Directors. Vice President: The Vice President shall assist the President with his/her duties. In the absence or disability of the President, the Vice President shall perform the duties of the President. Will also be expected to maintain the MEPW website. The Vice President shall also act as an assistant to the Treasurer. Aiding in the dispersing of funds as well as checking financial records and statements for accuracy. Secretary: The Secretary records the proceedings of all meetings, prepares the minutes and sends out the meeting notices (with a copy of the minutes from the previous meeting and a copy of the agenda) no later than two days prior to the meeting date. The Secretary will maintain all other records of the program, except financial records. The Secretary is responsible for the collection of paperwork from each participant as well as the preparation of all certification books. The Secretary will handle all paperwork, rosters, make necessary changes to said rosters and maintain files for MEPW. In addition, the Secretary will oversee the scheduling of Picture Day and the actual booking of the photographer.
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Treasurer: The Treasurer collects and disperses all funds, prepare budgets, reports on the status of the funds and maintain all financial records. The Treasurer will work in conjunction with the MEPW President and/or the Vice President to ensure account accuracy. All monies collected will be collected will be counted and documented by the Treasurer with at least one other Board Member.
Football Coordinator: The Football Coordinator oversees the football part of the MEPW program and acts as a liaison between the coaches and the Board of Directors. He/She is responsible for organizing coaches and will report to the Board of Directors all business of the football program. The Football Coordinator shall submit candidates for Head Coaching positions to the Board of Directors for approval. Also, the Football Coordinator will schedule scrimmages for all MEPW teams and will set all of the football rosters.
Cheerleading Coordinator: The Cheerleading Coordinator oversees the cheering part of MEPW program and acts as liaison between the coaches and the Board of Directors. He/She is responsible to report to the Board of Directors all business of the cheering program. The Cheerleading Coordinator shall submit candidates for Head Coaching positions to the Board of Directors for approval. Also, the Cheerleading Coordinator will set all of the cheerleading rosters.
Equipment Manager: The Equipment Manager is responsible for the organization of the equipment, overseeing the handout and collection of all football and cheerleading equipment belonging to MEPW and preparing an equipment budget to present to the Board of Directors for discussion/approval.
Director of Fundraising: The Director of Fundraising is responsible for overseeing the activities needed to raise the funds required to cover the expected budget for the year. All fundraising is to be reviewed and voted on the Board of Directors. If a suitable candidate is not elected the Fundraising roll will be filled by the Treasurer.
Concessions Manager: The Concessions Manager is responsible for all concessions related activities, which are intended to raise funds on behalf of MEPW. These activities include but are not limited to training, purchasing, setting prices at the discretion of the Board of Directors and vendor management. All discretionary spending is to be reviewed and voted on by the Board of Directors.
Volunteer Coordinator: The Volunteer Coordinator is responsible for the scheduling of volunteer personnel for all home games and special events and will also make sure that league handouts make it to Team Parents for timely disbursement.
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Little Scholars Coordinator: The Little Scholars Coordinator is responsible figuring the grade point average for all participants in MEPW as well as filing all necessary paperwork for scholastics at the State, Regional and National level. If a suitable candidate is not elected the Little Scholars role will be filled by the Volunteer Coordinator.
“At-Large” Members: All “At-Large” members will attend regular monthly meetings and assist in areas deemed necessary. Up to, but no more than, 4 “At-Large” members will serve on the Board at any one time. Section 3: Removal of Office Any member of the Board of Directors may remove himself or herself from office at any time and for any reason. With just cause, Board Members can also be removed with a ¾ vote of the Board of Directors. In this case, a replacement will be nominated and elected to complete the term of said Board Member. Reasons for removal include, but are not limited to behavior that is detrimental to the Association, lack of attendance at regular meetings, theft, violation of the code of conduct etc. Section 4: Replacement of Board Member If a Board Member resigns from office or is removed by the process outlined in Article VII, Section 3, nomination and election of a replacement will take place at the next scheduled meeting. ARTICILE VII – GOVERNMENT MEPW will abide by all rules and regulations of the HLA of which it is a member under the guidelines set forth by the official rules of PWLS, Inc. To deal effectively with any problems and or conflicts, MEPW will use the following chart of communications: 1.) Head Coach of respective squad 2.) Football Coordinator or Cheerleading Coordinator
3.) President of MEPW
If the conflict is not resolved within a reasonable amount of time (7 days), a letter must be written to the Board of Directors offering explanation of said issue. No complaint or request shall be acted upon unless all details are given in writing and signed by all those requesting action.
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ARTICLE VIII – GOVERNMENT (CONT.) A complaint or request submitted to the Board will not be acted upon until the next monthly meeting with the stipulation that all prior regulations have been followed. The party(s) requesting the action will receive a response within 7 days of said meeting. The President reserves the right to call an Emergency Meeting with the Board of Directors if he/she deems the issue to be an urgent matter. ARTICLE IX – PROTEST OF DECISIONS BY THE BOARD A formal written protest must be submitted to the Board of Directors within 21 days of the original decision along with a reason for the protest. A final decision will be sent to all involved parties within 14 days. A formal protest may be submitted for record protesting the decision of the Board of Directors. However, all decisions of the Board of Directors are deemed final. ARTICLE X – HEAD COACHES All Head Coaches in MEPW will be nominated by the Football Coordinator and Cheerleading Coordinator and approved by the Board of Directors on an annual basis. They are responsible for ensuring that their actions and those of their Assistant Coaches abide by the Coaches Code of Conduct as enunciated by PWLS, Inc. If an Assistant Coach or Head Coach is in violation of said Code of Conduct, a hearing before the Board of Directors is mandated. At such time, a ruling will be made in regards to the future participation of said Coach. All members of the MEPW Board of Directors (except for the President) are eligible to hold positions of Head Coach or Assistant Coach unless superceded by the HLA or PWLS, Inc. The President of MEPW may not hold any coaching position within the Association. All Head Coaches must be 21 yrs of age as of August 1 of the calendar season in which they wish to participate. ARTICLE XI – INSURANCE MEPW shall purchase adequate insurance coverage for all participants, coaches and Board of Directors in accordance with limits set by PWLS, Inc.
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ARTICLE XII – MEETING & QUORUM Section 1 – Meeting format Robert’s Rules of Order shall be the authority for this Association and for all matters not specifically covered by the bylaws and its standing rules. A. The following format shall be followed at all MEPW meetings: 1.) President’s Report 2.) Secretary’s Report 3.) Treasurer’s Report 4.) Football Coordinator’s Report 5.) Cheerleading Coordinator’s Report 6.) Equipment Manager’s Report 7.) Fundraising Director’s Report 8.) Concession Manager’s Report 9.) Old Business 10.) New Business 11.) Adjournment B. Any action taken shall be approved by simple majority of the members present. C. Items can be placed on the agenda if the Secretary is notified in writing seven days prior to the meeting date.
Section 2 – Regular Meetings To be held monthly as set at the annual meeting. All regular monthly meetings require a 10-day notice to all members of the Board of Directors.
Section 3 – Annual Meeting To be held as an Open Meeting in February with the entire membership invited to attend.
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ARTICLE XII – MEETING & QUORUM (CON’T) Section 4 – Emergency Meetings When it is necessary to call an emergency meeting, it must be done so by the President. A 24-hour notice to all members of the Board of Directors is required. Section 5 – Open Board Meetings In accordance with PWLS, Inc. bylaws, MEPW will hold minimum of two Open Board Meetings per calendar year, which is open to the membership. The meeting will be advertised on the MEPW website as well as through a mailing to all current members. Section 6 – Quorum A Quorum of 51% or more is necessary in order to hold a meeting.
ARTICLE XIII – AMENDING THE BYLAWS Proposed changes to the bylaws may be submitted in writing to the President or Secretary prior to July 31 for consideration at the August Monthly Meeting.
ARTICLE XIV - DISSOLUTION In the event that MEPW dissolves as it is now chartered, all property owned by MEPW shall be distributed to the City of Manchester as required by the office of the Secretary of State. In the event that the City of Manchester is unable or unwilling to receive the assets, they will then be offered to the next member town(s) in order of enrollment. If none of the towns are willing to receive the assets, they will be distributed for one or more exempt purposes within the meaning of Section 501C (3) of the Internal Revenue Code or corresponding section of any further tax code or shall be distributed to the Federal Government, State or Local Government for a public purpose.
10
ARTICLE XV – ADOPTION We, the undersigned Board Members of Manchester Eagles Pop Warner, do agree to the conditions set forth in these Bylaws. The terms and conditions stated in the above document shall serve as the basis for the governing of our programs now and in the future. It is our goal to work toward equitability and fairness in both of our sports, football and cheerleading. We will act in such a manner to further the ideals set forth by Pop Warner at the National, Regional and State level. We will do this while remaining unbiased and impartial toward all of our programs. We have voted to adopt these Bylaws this day March 1, 2006.
_________________________________
__________________________________
_________________________________
__________________________________
_________________________________
__________________________________
_________________________________
__________________________________
_________________________________
__________________________________
_________________________________
__________________________________
_________________________________
__________________________________
_________________________________
__________________________________
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Conflict of Interest Policy
Any possible conflict of interest by a Board Member of the Manchester Eagles Pop Warner shall be disclosed whether in writing or not, pursuant to the State of New Hampshire RSA 7:19 and Addendums. This disclosure shall happen annually and when the interest involves a specific issue before the Board. Where the transaction involving a board member exceeds $500 dollars but is less than $5000 in a fiscal year, a 2/3 vote of disinterested board members is required. The minutes of meeting will reflect the conflict stated, the abstention from voting and the results of any voting. All Board members will be made aware of this policy and shall sign an agreement prior to assuming their elected position. The Board of the Manchester Eagles Pop Warner will adhere to all requirements of New Hampshire Law and these provisions are incorporated into and made part of this policy statement.
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Article of Dissolution
In the event that Manchester Eagles Pop Warner dissolves as it is now chartered, all property owned by the Manchester Eagles Pop Warner shall be distributed to the City of Manchester as required by the office of the Secretary of State. In the event that the City of Manchester is unable or unwilling to receive the assets, they will then b e offered to the next member town(s) in order of enrollment. If none of the towns are willing to receive the assets, they will be distributed for one or more exempt purposes within the meaning of Section 501C (3) of the Internal Revenue Code or corresponding section of any further tad code or shall be distributed to the Federal Government, State or Local Government for a public purpose.
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Amendment I
It is the decision of the MEPW 2006 Board of Directors that the #3 jersey shall be retired from this point forward. The #3 jersey will be retired in honor of Richard A. “Ricky” McGregor, whose passing affected all of MEPW family. Under NO circumstances shall this jersey number be worn in game play or at practices. The #3 shall be displayed per the decisions of future BOD on any apparel or equipment.
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Amendment II
From this point forward, it is the decision of the Manchester Eagles 2007 Board of Directors (BOD), that one of the at large members shall now hold the responsibility of maintaining the Manchester Eagles website. This elected position, known as Webmaster/At Large Member, will have full voting rights on the BOD. The Webmaster will only alter and post at direction of the entire BOD. Under NO circumstance shall the Webmaster make changes to www.manchestereagles.org without the approval of the BOD.
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Amendment III
We, the 2007 Manchester Eagles Board of Directors (BOD), have decided to adopt our motto, “Give to Live”. This motto embodies the values that we hope to impart to the youth of Manchester: That the only way to live a full life is to give back to others around you and to our community. This motto maybe displayed on any merchandise that the BOD finds appropriate.
