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BY LAWS OF THE STILLWATER YOUTH FOOTBALL ASSOCIATION, INC.
ARTICLE I Name and Colors Section I The name of this corporation shall be Stillwater Youth Football Association, Inc. (hereinafter referred to as SYFA). Section II The colors of the organization will be black and gold. ARTICLE II Purpose The purpose for which this charitable corporation is
formed is to further promote the progressive development of the sport of
youth football and cheerleading through organization, training, and
education; to organize a football team or teams to compete and participate
in youth football, to promote the progressive development of the sport of
youth football and cheerleading through the establishment and development
of programs for minors, to secure sponsors for all teams, to receive
gifts, legacies and donations from any source whatsoever to be used solely
to promote the health, welfare and recreation of the general public
through the organization of the corporation for the development of the
sport of youth football and cheerleading. ARTICLE III Voting Membership Section I The voting membership of this organization shall be composed of persons at least eighteen (18) years of age and of good moral character who affirm that they are in accord with the purposes of the organization and who pay to the organization their annual membership fee. The payment of such membership fee shall entitle the individual so paying to be a voting member for a period of one (1) year. Voting membership shall be limited to those persons who reside within the SYFA recruiting boundaries as defined by the Indian Nations Football Conference. Section II The voting membership of this organization shall consist of, and be limited to, those individuals who are not in arrears in the payment of any membership, athletic equipment, or other fees associated with this organization. Section III The Executive Board, the Directors, At-Large Committee
Members, and Head Coaches of the SYFA shall be exempt from payment of
membership fees and shall be counted as voting members. All others must
pay a membership fee no later than September 15th of each
calendar year. The Executive Board will designate the dollar amount to be
charged for the annual membership fee at each January Executive Board
meeting. Membership will begin on January 1st of each year and
will end on December 31st of each year. Each voting member will
be assigned a unique number which will identify the member to the
organization. ARTICLE IV Executive Board, Directors, Program Manager, Supervisors, and Staff Section I The business and property of the SYFA shall be managed by the nine (9) member SYFA Executive Board. The Executive Board of the SYFA shall make written reports to the membership annually as to the matters handled by the Executive Board during the preceding twelve (12) months. Section II The Executive Board shall meet once (1) each month at an appropriate date and time which shall be established by the Executive Board. All board meetings are open to the membership in a non-voting capacity. Any member wishing to present new business before the Executive Board must send a written request to be placed on the agenda or have approval by the President or Secretary. Section III The Executive Board of the SYFA will consist of these nine (9) officers:
Section IV A quorum for the transaction of business at any meeting of the Executive Board shall consist of two-thirds (2/3) or six (6) of the members of the Executive Board. Only the President shall be empowered to call for a special meeting of the Executive Board. All Executive Board members shall be notified by the Secretary. Section V President: The President shall preside at all meetings and shall preserve order and decorum. He/She shall carefully supervise the affairs of the SYFA corporation and labor for its usefulness, efficiency and compliance with the Bylaws of the corporation. He/She may deem necessary and recommend committee formation which is not otherwise provided for herein. The President will serve as Chairperson of the Oversight Committee and will not be eligible to serve or chair any other committees. Committee chairpersons are to be approved by the Executive Board unless otherwise specified in these by-laws. Vice President (Public Relations): The Vice President for Public Relations shall be charged with the duty of public relations officer for the SYFA. He/She will be totally concerned with the enhancement of SYFA's reputation with all parties including and not limited to schools, the city, businesses, conferences, organizations and/or governments or persons of which SYFA might have contact. He/She shall serve as negotiator regarding SYFA business as directed by the Executive Board. He/She shall provide direction and support to the Director of Press. He/She will also serve as media representative with the responsibility of implementing and controlling media coverage under the guidelines of the Executive Board of the SYFA. He/She shall serve as a member of the Oversight Committee. In the absence of the President, the Vice President for Public Relations shall fulfill the duties of that office. Vice President (Football): The Vice President for Football shall provide direction and support to the Director of Coaches, the Director of Tackle Football, and the Director of Flag Football. He/She shall be charged with the supervision of football program activities and shall monitor adherence to policy, both SYFA corporate, football conference affiliation and/or any affiliate of the SYFA. He/She shall serve as Chairperson of the Selection Committee. The Vice President shall make recommendations to the Executive Board concerning present and new activities, rules and disciplinary guidelines and decisions regarding the football program. He/She shall represent SYFA at all Indian Nations Conference meetings regarding Football. Vice President (Cheerleading): The Vice President for Cheerleading shall provide direction and support to the Director of Cheerleaders and the Director of SYFA Boosters. He/She shall be charged with the supervision of the Cheerleading program activities and shall monitor adherence to policy, both SYFA corporate, conference affiliation, and/or any affiliate of the SYFA. He/She shall serve as Chairperson of the Events and Concessions Committee. The Vice President shall make recommendations to the Executive Board concerning present and new activities, rules and disciplinary guidelines and decisions regarding SYFA Cheerleading. He/She shall represent SYFA at all Indian Nations Conference meetings regarding Cheerleading. Vice President (Operations): The Vice President for Operations shall provide direction and support to the Director of Concessions, the Supervisor of Gameday, and the Supervisor of Security. He/She shall be charged with the supervision of the operation of the football field, press box, concessions stands, gate, referees, cleanup crew, and security. He/She will coordinate and organize the efforts of SYFA volunteers. He/She shall serve as Chairperson of the Operations and Property Committee. The Vice President shall make recommendations to the Executive Board concerning all aspects of SYFA operations. Vice President (Fundraising): The Vice President for Fundraising shall provide direction and support to the Director of Marketing. He/She shall be charged with the operation of the SYFA fundraising and donation programs under the direction of the Executive Board. He/She shall serve as Chairperson of the Marketing Committee. Secretary: The Secretary shall issue notices of Board Meetings to all Executive Board members. The Secretary shall attend and keep minutes of all Executive Board and General Membership meeting. Minutes of all meetings shall be issued to all Executive Board members and approved by these officers at the following meeting. The Secretary shall have charge of all corporate books, records, papers and the corporate seal. He/She shall attest all written contracts, mortgages, deeds, and similar instruments of the SYFA. The Secretary shall submit for approval all duties herein to the President. He/She shall serve as member of the Oversight Committee. Treasurer: The Treasurer shall have custody of all SYFA financial records and be responsible for all moneys and securities of the SYFA corporation, shall keep regular books of accounts and shall render detailed reports to the Executive Board for approval. The Treasurer shall be responsible for the preparation and filing of all taxes, accounting forms and payroll as may be required by this corporation or any government agency. At the conclusion of the fiscal year, the Treasurer will make a written detailed financial statement available to be included in the SYFA Annual Report. At the end of the Treasurer's term of office or upon resignation or termination by the Executive Board, all accounts of moneys in his/her charge, together with books, receipts and other relevant material belonging to the corporation, shall be turned over to the President. After the assumption of duties of a new treasurer and the review by officers of the Executive Board, a determination will be made as to the accuracy of these reports. A decision for acceptance by the President and Secretary shall be determined with their signatures, or a call by the President and Secretary for review and/or independent audit will be rendered. He/She shall serve as a member of the Oversight Committee. Registrar: The Registrar shall be held responsible for all duties involved with the registering of any and all persons involved with SYFA. The Registrar shall provide direction and support to the Director of Records. The Registrar shall keep the official list of membership and will assign each new membership number. He/She shall entail the registering of players, coaches, team mothers, coordinators, Executive Board or any persons involved with SYFA. He/She will be charged with the duty of entering into the computer all information concerning participating persons and the responsibility for detailed reports and the accuracy at all times of such reports. The Registrar shall be responsible for filing any and all reports concerning player participants as required by Indian Nations Conference or and such conference by which the SYFA may be affiliated. He/She shall serve as a member of the Selection Committee. Section V The Directors of SYFA will assist the Executive Board with the business of the organization and will consist of the following nine (9) non voting positions:
Section VI Director (Press): The Director of Press shall receive direction from the Vice President for Public Relations. He/She shall organize and direct SYFA volunteers in all manners of reporting on SYFA events and games. Coordinates SYFA press releases and Live Game Spots. Arranges for History of SYFA to be recorded. Arranges for SYFA photo day. Serves as member of the Marketing Committee. Director (Coaches): The Director of Coaches shall receive direction from the Vice President for Football. He/She shall organize and direct SYFA coaches in all manners of preparing for the season including Certification, SYFA policies, INFC rules, and equipment checkout. Serves as member of the Selection Committee. Director (Tackle Football): The Director of Tackle Football shall receive direction from the Vice President for Football. He/She shall organize and direct equipment and uniform checkout and return. Serves as member of the Operations and Property Committee. Director (Mighty Might): The Director of Mighty Might shall receive direction from the Vice President for Football. Under the guidance of the Vice President for Football, He/She will oversee and direct the SYFA Mighty Might Program. Serves as member of the Selection Committee. Director (Concessions): The Director of Concessions shall receive direction from the Vice President for Operations. He/She shall organize and direct all SYFA concessions. He/She shall provide direction to volunteer concession workers at the Game Day Concession stand. He/She shall preside over sales of SYFA merchandise. He/She shall provide for the food acquisition and planning of SYFA events as requested. Serves as member of the Events and Concessions Committee. Director (Cheerleaders): The Director of Cheerleaders shall receive direction from the Vice President for Cheerleading. He/She shall organize and direct SYFA cheer coaches in all manners of preparing for the season including Certification, SYFA policies, INFC rules, and equipment and uniform checkout. Serves as member of the Selection Committee. Director (SYFA Boosters): The Director of SYFA Boosters shall receive direction from the Vice President for Cheerleading. He/She shall organize and direct the SYFA Boosters. He/She shall direct effort to prepare parents for the season by informing them of SYFA policies, Game Day activities, and travel arrangements. He/She works with parents of team members to form team "Spirit Groups" to foster a great Game Day atmosphere. He/She provides direction to the SYFA "Spirit Band" and the SYFA Mascot "Goldie". Serves as member of the Events and Concessions Committee. Director (Marketing): The Director of Marketing shall receive direction from the Vice President for Fundraising. He/She shall assist the Vice President with donation solicitations, the SYFA fund-raiser, SYFA merchandise development and sales. He/She shall serve as member of the Marketing Committee. Director (Records): The Director of Records shall receive direction from the Registrar. He/She shall assist the Registrar with the registering of players, coaches, team mothers, coordinators, or any persons involved with SYFA. He/She shall serve as member of the Operations and Property Committee. Section VII The Program Manager will be established as a paid position to run the business of the SYFA as directed by the Executive Board. The Program Manager will be a member of the Executive Board and will be a non voting position. The Program Manager will report to the President of the SYFA. The Program Manager will supervise all Supervisor Positions of the SYFA as well as SYFA staff. The Program Manager may delegate supervisor authority as he/she deems necessary. The amount of salary will be established annually by the Executive Board. Section VIII The Supervisors of SYFA are paid positions to perform specific services required to deliver the SYFA program. Supervisors will not be eligible to be voting members of the organization. Supervisors applications will be approved annually by a majority vote of the SYFA Executive Board. The rate of pay will be approved annually by a majority vote of the SYFA Executive Board. The following Supervisor positions are established by these by-laws:
The Supervisor of Gameday will receive direction from the SYFA Program Manager. He/She shall be responsible to ensure all work required to carry out game day activities is conducted. He/She shall provide direction to all game day volunteers placed under His/Her service. The Supervisor of Security will receive direction from the SYFA Program Manager. He/She shall be responsible to ensure a safe atmosphere at SYFA game day. He/She shall provide direction to all security volunteers placed under His/Her service. Additional new Supervisor positions may be established by a three fourths (3/4) vote of the Executive Board, or a two thirds (2/3) vote of the voting membership. No person will be permitted to become a paid Supervisor in the SYFA if that person has been convicted of any crime of child neglect, endangerment, or abuse. False or misleading information provided in the application will be grounds for immediate termination and dissociation from the SYFA. Section IX The SYFA may hire staff positions as needed to carryout the business of the organization. All SYFA staff will be under the direction of the Program Manager. No presently paid position of the SYFA may also be a coach. ARTICLE V Elections, Appointments, Resignation and Removal of OfficersSection I The Executive Board will by September 1st of each year appoint a four (4) person nominating committee. This nominating committee will address the three (3) officer positions up for election. The chairman of the nominating committee shall be a current member of the Executive Board whose term does not end the current year. The President of SYFA will not be allowed to serve on the nominating committee in any capacity. The remaining members shall be made up of one (1) additional Executive Board Member (whose term does not end the current year), and two (2) Directors. The nominating committee will meet and present a proposed ballot of eligible nominees to the Executive Board for approval of the ballot no latter than October 1st of each year. The incumbent will shall be automatically placed on the ballot if he/she wishes to run again. An election will be held at the discretion of the Executive Board following one of the methods listed below: Ballots will be mailed to the members for their consideration no later than November 1st. Every ballot returned to SYFA and postmarked no later than December 1st will be counted. Additional eligible nominations may be written in and approved with the consent of the nominee providing the write in candidate meets all the qualifications for eligibility. Nominees will be elected by a simple majority of those returning ballots. A membership meeting may be called and the voting membership can cast their ballot for the nominee of their choice. Nominees will be elected by a simple majority of those casting ballots. There are no term limits on any Officer of the SYFA. Eligibility for officer positions are as follows:
Section II Each fiscal year there will be three (3) Executive Board positions up for election. Each Executive Board Member shall serve for a period of three (3) years and/or until his successor is duly elected and installed. The three year terms will begin following and extending the cycle of years listed below: Officer Beginning years of terms:
These terms or rotations shall never be adjusted for any reason. Section III The officers of the Executive Board of SYFA will be elected by returned ballot no later than the end of the first (1st ) full week of December. A simple majority of the voting members returned ballots shall be sufficient for the election of any officer to the SYFA Executive Board. The results of the election will be ratified at the December Executive Board meeting. Section IV Any officer may resign upon written notice or by informing any two officers of the board verbally. In the event that any vacancy exists in any office, whatever the reason, such vacancy may be filled, as needed, by a two thirds (2/3) vote of the Executive Board. Newly appointed officers shall serve out the remaining portion of that offices term. Section V Any officer (Executive Board) may be removed by three fourths (3/4) vote of the membership. The Executive Board can ask for removal of any officer with three fourths (3/4) vote of the board; however, the office in question will be allowed the right to ask for an appeal to the membership. At such request, the board will call for a special membership meeting within thirty (30) days of the written request for appeal by the officer in question. Section VI New officers shall assume their responsibilities on the Executive Board on January 1st of the year following their election. Section VII The Directors of SYFA will be appointed by a two thirds
(2/3) vote of the Executive Board. The Directors will assume their
responsibilities on January 1st of the year preceding their
appointment. Each of the Directors terms will be for one (1) year ending
December 31st. Any Director may be removed by a three fourths
(3/4) vote of the Executive Board. ARTICLE VI Amendment of Bylaws These Bylaws may be amended by one of the following methods at the discretion of the Executive Board: These Bylaws may be amended by two thirds (2/3) vote of the membership at any membership meeting, provided that notice of intent to do so shall be published and distributed to all of the membership, two (2) weeks prior to the meeting date. These Bylaws may be amended by a two thirds (2/3) vote of
the verified ballots returned by mail from the membership providing the
due date is three (3) full weeks after the amendments are mailed out. ARTICLE VII Rules & Regulations The rules governing the tackle and flag football programs,
as well as members rules and regulations, are set by the Executive Board
of SYFA. The Executive Board will acknowledge and hold firm any and all
rules and policies set by the conference or league of which SYFA is a
member. ARTICLE VIII Fiscal Year The fiscal year for the SYFA shall be from January 1st through December 31st of each year. ARTICLE IX Parliamentary Authority The rules contained in the Robert's Rules of Order shall
govern the SYFA in all cases in which they are applicable and in which
they are not inconsistent with these Bylaws or special rules of order
which the SYFA may adopt. ARTICLE X Nonprofit Status - Dissolution This corporation does not afford pecuniary gain,
incidentally or otherwise, to its members. Upon the dissolution of the
corporation, the Executive Board shall, after paying or making provisions
for payment of all liabilities of the corporation exclusively for the
purposes of the corporation in such manner, or to such organization or
organization organized and operated exclusively for charitable,
educational, religious, literary or scientific purposes as shall at the
time qualify as an exempt organization or organizations under Section 501
(c) (3) of the Internal Revenue Code of 1954, or the corresponding
provision of any future United States Internal Revenue Law, as the Board
of Trustees shall determine. Any such assets not so disposed of shall be
disposed by the District Court of the County in which the principal office
of the corporation is then located, exclusively for such purposes or to
such organization or organizations, as said court shall determine, which
are organized or operated exclusively for such purposes. ARTICLE XI Equal Opportunity Policy It is the policy of this corporation to provide equal
opportunity to all persons without regard to race, age, religion, national
origin, sex, handicap status, or veteran status. ARTICLE XII Standing Committees Section I Standing Committees shall meet as often as required between January 15th and June 15th of each year. Each committee will receive its initial agenda and instruction from the Oversight Committee no later than January 15th of each year. Each Standing Committee work should be concluded no later than June 15th of each year. Minutes will be taken at each committee meeting and will be submitted to the Executive Board at the next scheduled meeting and will become a part of the permanent record. The Oversight Committee will conclude its work no later than January 15th of each year. The At Large Members will be recommended to the Executive Board by the Chairperson and ratified by the Executive Board by a simple majority vote. At Large committee members will serve for a period of one (1) year. The following Standing Committees shall be established by these Bylaws for the purpose of making recommendations regarding SYFA business decisions:
The committee shall set the SYFA fiscal years agenda, set standing committee’s agenda and objectives, develop fiscal year SYFA budget proposal, and nominate new Executive Board Members to fill offices vacated before the end of the term. The committee will oversee SYFA’s long term goals.
The committee shall make recommendations regarding all SYFA property, equipment and equipment needs, and SYFA product sales.
The committee shall make recommendations regarding all SYFA event scheduling and event planning, and concession menu and pricing.
The committee shall make recommendations regarding all SYFA product development, SYFA donations, solicitations, and all SYFA fundraising activities. Makes recommendations to holistically market the SYFA organization.
The committee shall make recommendations regarding all SYFA volunteer coaching selections for the tackle football, mighty might, and cheerleading programs. Reviews all coaching applications and conducts interviews as necessary. Makes recommendations regarding approval to Executive Board on all applicants. Recommendations are for or against approval and grade placement. The committee will work to fill complete staffs and the priority each staff should receive when there are more staffs than teams. Section II A Complaints Committee shall be established by the Executive Board each year for the purpose of finding facts and making recommendations regarding complaints filed against the SYFA organization and it’s members. The Executive Board will name the Chairperson of this committee. This committee shall upon receipt of a written complaint gather facts and interview witnesses. After the committee has reached a consensus, the committee will submit to the Executive Board for consideration a written recommendation containing the findings of the committee and the recommended remedy, Committee members will serve for a period of one (1) year, subject to reappointment. The committee will be made up of four (4) positions which will be appointed by the Executive Board as follows:
Upon receipt of an official written complaint the
committee will meet to gather facts and interview witnesses. The committee
will review the facts and formulate a written report for the Executive
Board. This written report will describe the committees finding of facts
and will propose remedies or penalties to be considered by the Executive
Board. This report will be presented by the chairperson at the next
Executive Board meeting for action and will become a part of the minutes
of the meeting. ARTICLE XIII Building Fund Section I For the purpose of becoming self sufficient and not dependent on other entities for a place to practice, play games, and conduct business, the SYFA will establish a building fund. This fund will be used to acquire, operate and maintain property under sole ownership and control of the SYFA. Section II The SYFA shall deposit an amount equal to two (2) percent of the gross income of all revenues received each fiscal year. This deposit will be made before February 15th of the following year. Section III The SYFA may deposit additional amounts into the Building Fund by a three fourths (3/4) vote of the Executive Board. The SYFA may conduct separate fund raisers or solicit donations specifically targeted for the Building Fund. Section IV The SYFA may only allocate money from the Building Fund
for purposes identified in Section I of this Article by a two thirds (2/3)
vote of the Executive Board or a simple majority (51 percent) vote of the
membership. ARTICLE XIV Removal of Members and Participants The Executive Board shall have the authority to suspend
from the activities of the organization any member or participant whose
conduct is considered, by a simple majority of the Executive Board, to be
detrimental to the best interest of the corporation. ARTICLE XV Annual Report An annual report will be prepared each January by the President of the organization. This report will contain as a minimum:
The Executive Board will ratify the report at the January Executive Board Meeting. This report will be mailed to all members of the organization in the previous fiscal year.
ARTICLE XVI Coaches Section I All Head Coaches of the SYFA must be a minimum of twenty-one (21) years of age. An Assistant Coach shall be a minimum of eighteen (18) years of age. A Mentor Coach shall be a minimum of sixteen (16) years of age. No person will be permitted to become a Head Coach, Assistant Coach, or a Mentor Coach in the SYFA if that person has been convicted of any crime of child neglect, endangerment, or abuse. False or misleading information provided in the application will be grounds for immediate termination and dissociation from the SYFA. Section II A signed application must be submitted by each applicant regardless of prior participation or experience as a coach in the SYFA or any other sports program. All coaches will be screened and prioritized by the Selection Committee. The Selection Committee shall present coaching candidates and staffs to the SYFA Executive Board in regular session for its approval. Section III All Head Coaches, Assistant Coaches, and Mentor Coaches must complete a certification program approved by the Executive Board that shall focus on the fundamentals of coaching football and the use of basic first-aid for sports-related injuries. Section IV Head Coaches will receive direction from the Director of Coaches. The Head Coach is responsible for providing guidance to all coaches on his/her staff. Assistant Coaches receive direction from the Head Coach. Assistant Coaches may take over the responsibilities of the Head Coach at the discretion of the Head Coach or in his/her absence. Mentor Coaches receive guidance from the Head Coach or his/her designated assistants. Mentor Coaches shall never assume the responsibilities of the Head Coach in his/her absence.
Volunteers Section I Volunteers of the SYFA are individuals who have good moral character and are in accord with the purposes of the organization. Volunteers of the SYFA include Executive Board members, Directors, coaches, voting members, parents of participants, and other individuals who receive no compensation for their services to the organization. Section II Security volunteers shall be a minimum of twenty one (21) years old. All other volunteers shall be a minimum of sixteen (16) years old.
The foregoing by-laws of the Stillwater Youth Football Association, consisting of Articles I through XVII are hereby adopted and ratified as amended, and are made part of the permanent corporate records of the Stillwater Youth Football Association. |
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Copyright @ 1999-2008, Stillwater Youth Football Association |
