Article I -Meetings and Voting
Section 1 - A
general meeting of the members of this Corporation shall be held once a year at
the principal office of the Corporation, or at any other place determined by a
resolution of the Board of Directors. Written notice of the time and place of
the annual meetings shall be delivered personally to each voting member or sent
to each voting member by email, mail, or other form of written communication,
charges prepaid, addressed to him/her at his/her address as it is shown on the
records of the Corporation. Any notice shall be mailed or delivered at least
ten (10) days before the date of the meeting.
Section 2 - Special
meetings of the League membership may be called by the President, or by
majority vote of the Board of Directors, or upon written request to the
Secretary by not less than 15 members of the League. Notice of time and place
of special meetings of the League membership shall be made known to the
membership of the League not less than ten days prior to the date of the
meeting.
Section 3 - At
each annual or special meeting of the League every eligible member present
shall be entitled to vote. There shall be no proxy voting. A majority of those
present and eligible to vote shall be required for election and questions
brought to a vote.
Section 4 - The
presence of not less than 10% of the general membership eligible to vote shall
be required to constitute a quorum for the transaction of business at any
special or annual meeting of the League.
Article II -Election
of Board of Directors
Section 1 - At
the meeting prior to the annual meeting, a Nominating Committee shall be
appointed by the President, consisting of two members of the Board of Directors
and two members of the general membership, to obtain and nominate officers for
the following year.
Section 2 - At
the annual meeting of the League membership every eligible member present shall
be entitled to vote. There shall be no proxy voting.
Section 3 - The
term of office for the Executive board shall be 2 years. All other board
members shall be one year beginning January 1st continuing through December 31st.
Section 4 - All
board members in good standing shall be eligible for election & re-election.
Any past or present Board Member, who fails to fulfill their obligations as
stated in the By-Laws, or resigns their post before their term ends, will not
be held in good standing and must present themselves to the current Board of
Directors to determine eligibility for nomination, election or appointment.
"No person shall serve on the Executive Board for more than three
consecutive terms." Exception: The Vice President shall be eligible for
the office of President.
Section 5 - Executive
Board positions shall be available for any board member who has served on the
board for at least one year. Should an executive board position not be filled,
the President may elect a person otherwise not eligible to fill the position.
This must be voted on & approved by the majority of the incoming Board
.
Section 6 - In
the event of the death, resignation, or inability to perform the duties of
office for any reason, of any officer, the Board of Directors, by majority vote
of the entire board, shall be empowered to select a replacement for such
officer who shall serve until the following annual meeting.
Article III -Board of
Directors
Section 1 - The
Board of Directors shall include the Executive Board, Football Coordinator,
Cheer Coordinator, Equipment Manager, Field Director, Marketing Director,
Fundraising Coordinator, Snack bar Coordinator, Player Agent Representative, Publicity
agent, Webmaster, Team Parent Coordinator, Community representative, Scholarship
Representative, Sponsorship Coordinator and Safety Coordinator. No board member
shall occupy two positions.
Section 2 - New
offices may be created and filled at any meeting of the Board of Directors.
Each officer shall hold office until his successor shall have been duly
elected. The Executive board shall hold a 2 year term all other terms are 1
year.
Section 3 - The
Board of Directors shall meet at least once a month at such time and place
determined by the President. Special meetings of the Board may be called by the
President, or by the Secretary, upon receipt of the written request of at least
three members of the Board of Directors.
Section 4 - The
Board of Directors shall approve all policy regarding the operation of the
league.
Section 5 - The
Board of Directors shall have the authority to suspend, discharge or otherwise
discipline any member, coach, player, league official, or other person whose
conduct is considered detrimental to the best interests of the League.
Article IV -Financial
Policy
Section 1 - The
Board of Directors shall decide all matters pertaining to the finances of the
league, bearing the responsibility to conduct the financial affairs of the
league in a sound business-like manner.
Section 2 - To
equalize the benefits of the League for all participating teams, solicitation
of funds shall be for the treasury of the League and contributions to
individuals or teams shall be discouraged.
Section 3 - The
Board of Directors shall institute policy relative to the preparation and
acceptance of an annual budget, and periodic and annual presentation of
financial reports, and an annual audit of the books of the League.
Section 4 All
checks, drafts or orders for payment of money, notes or other evidence of
indebtedness issued in the name of the Corporation shall be signed by such
officer or officers, agent or agents of the Corporation and in such manner as
shall be determined by resolution of the Board of Directors, such instrument
shall be signed by the Treasurer and countersigned by the President,
Vice-President or Secretary of the Corporation.
Section 5 The
fiscal year of the Corporation shall begin on the first day of January and end
on the last day of December of each year.
Article V -Duties of board
of directors
Section 1 - All
board positions require participation at board meetings and events throughout
the year. All board members shall perform such duties as may be assigned
by the President outside their scope of
duties for the betterment of the league. At the discretion of the board anyone
missing three consecutive meeting may be asked to step down from their position
on the board.
President
The President shall be the principal executive officer of
the Corporation and shall in general supervise and control all of the business
and affairs of the Corporation. He/she shall preside at all meetings of the
Board of Directors and meetings of the member. He/she may sign, with the
Secretary or any other proper officer of the Corporation authorized by the
Board of Directors, any deeds, mortgagees, bonds, contracts, or other
instruments which the Board of Directors have authorized to be executed, except
in cases where the signing and execution thereof shall be expressly delegated
by the Board of Directors or by the By-Laws or by statute to some other officer
or agent of the Corporation; and in general he/she shall perform all duties
incident to the officer of President and such other duties as may be prescribed
by the Board of Directors from time to time.
Vice-President
In the absence of the President or in the event of his
inability or refusal to act, the Vice-President/Community Coordinator shall
perform the duties of the President, and when so acting shall have all of the
powers of and be subject to all the restrictions upon the President and shall
perform such other duties as from time to time may be assigned to him/her by the
President or by the Board of Directors. If both the President and
Vice-President shall be absent from any meeting, the Secretary shall call the
meeting to order and a temporary chairman shall be elected to preside over said
meeting.
Treasurer.
The Treasurer shall collect all monies due the Club.
He/she shall keep books and shall have general charge of the books and accounts
of the Club; shall receive and deposit all Club monies, and perform such other
duties as the Directors may from time to time require. The Treasurer must file
a tax return for the Fiscal Year by April 30 of each year. Prior to the filing,
a complete audit of the books must be conducted by the Audit Committee and/or
an outside, independent firm.
Secretary
The Secretary shall keep the minutes of the meetings of
the members and of the Board of Directors in one or more books provided for
that purpose; see that all notices are duly given in accordance with the
provisions of these By-Laws as required by law; be custodian of the corporate records
and of the seal of the Corporation and see that the seal of the Corporation is
affixed to all documents, the execution of which on behalf of the Corporation
under its seal is duly authorized in accordance with the provisions of these
By-Laws; keep a register of the post office address of each member, which shall
be furnished to the Secretary by such member; and in general perform all duties
incident to the office of Secretary, and such other duties as from time to time
may be assigned to him/her by the President or by the Board of Directors.
Athletic Director
The Athletic director shall attend all IVYF Board of
Director meetings. Shall be elected to and expected to serve 2 year term. AD
shall screen all applicants for Head Coach along with Football Coordinator and
Cheer Coordinator. He or She will be member of Head Coaches Selection Committee. Once head coach applicants have been screened and
approved, they will be presented to the board for approval. AD shall attend any
and all AYF coaches meetings. AD shall assume the duties of Sergeant of Arms at
all IVYF Board Meetings. Football AD shall attend all IVYF home games and as
many away games as possible. AD shall assist the Football Coordinator and Cheer
Coordinator with recruiting assistant coaches. AD shall be responsible to know
all rules and standard operating procedures of AYF. AD shall enforce the
Coaches code of conduct under the authority of the president and shall be a
member of Rules and Conduct Committee. AD shall investigate all complaints
against coaches and take necessary action when directed to do so by the Rules
and Conduct Committee and the President. AD shall complete an activity report
for any incidents/complaints as described above for distribution and discussion
at the next RCC meetings. AD shall work directly with Football Coordinator and
Cheer Coordinator.
Player Agent
The Player agent shall be
responsible for registration, physical examinations and preparation of official
rosters, subsequent roster corrections and appropriate notifications thereof. He/She
is responsible for all information regarding insurance be it association,
conference or national matters. He/She will have insurance forms available for
coaches and parents when needed. He/She shall assign late registrants to teams
as directed by the Board of Directors. He/She will ensure that all contracts
are completed in their entirety prior to their submission to conference. He/She
will field all problems between Players, Parents and Coaches and will present
those problems to the Board of Directors for resolution. He/She will not resolve these issues on
his/her own. Whether the
issue is resolved through the process with the constituents or requires Board
involvement, the issue(s) are to be brought before the Board.
.
Football Coordinator
The Football Coordinator will
attend all Board of Directors meetings. He/She will oversee the football coaches,
schedule practices, and training clinics He/She will act as liaison between the
Head Football Coaches and the Board of Directors. He/She will collect coaching
applications, screen and interview perspective coach’s along with the
athletic director and ensure that all team staff members have completed and
passed the required background check before being assigned to an official roster.
Should a background check be flagged, the Football Coordinator and the
President will address the matter with the individual involved. Because of the
sensitive nature of the personal information of these individuals, the final
decision to approve or not approve a staff member will rest with the Football
Coordinator and the President.
Cheer Coordinator
The Cheer Coordinator shall be the
designated person in charge of the cheer program as a part of Inland Valley
Youth Football & Cheer. He/She will oversee the cheer coaches, organize and
plan cheer practices, uniforms, training clinics and competitions. He/She shall
work closely with the Player Agent in resolving any issues that affect the
program as a whole and will perform their assigned duties in accordance with
the requirements as set for by the association bylaws. He/She is the focal
point of the Cheer Program with an additional responsibility towards the
association. The Cheer program is to be viewed as an equal part of the program.
To enjoy equal standing as to the benefits of the association will require that
this officer be a responsible member of the Board and a consultant to the Board
as to what is required from the Association in order to properly support the
Cheer program.
Equipment Manager
The Equipment Manager will attend
all Board of Director and General Meetings and shall not be a member of a team
staff. He/She shall inventory all equipment and property of the Corporation at
the beginning and end of the playing season and submit a written report to the
Board of Directors. He/She shall be responsible for selecting, purchasing and
disbursing all Association equipment and property with the approval of the
Board of Directors. There is to be no independent purchasing without Board of
Directors approval and no power to sign binding contracts. He/She shall advise
the Head Coach of the proper care and maintenance of all uniforms and
equipment.
He/She is required to be in
attendance at the equipment shed during the first month of practice or assign
an assistant to be present in order to address equipment issues. He/She will
organize distribution of uniforms and provide coaches with date, place and time
in concurrence with the Board of Directors. He/She will collect or delegate the
collection of all issued uniforms and equipment at the completion of the final
game. He or she will notify all Head Coaches for assistance and have them
notify their teams of collection time and place.
Field Director
Field Director will properly set
up and close down the playing field at all home games and work with the
President on providing field use. He/She will inform Head Coach of their
responsibility to help set up or break down the field. May request the support
of Head Coaches, Parents or Board Members to assist in the performance of their
duties, but are to be held responsible for those duties nonetheless.
Snack Bar Coordinator
The Snack Bar Coordinator shall be
responsible for all activities regarding the Snack Bar, including the inventory
of all equipment and property of the Snack Bar, organizing the supplies needed
to operate the Snack Bar on a continuing basis, to include the restocking of
foods and beverages. He/She shall coordinate Team Parents to operate the Snack
Bar. The Coordinator shall give an updated report at each Board meeting or
arrange for someone to prepare and present that report if the Coordinator is
unable to attend on how the Snack Bar is operating and the profitability or
lack thereof. All proceeds are to be directed to the Treasurer for deposit.
Fundraising
Coordinator
The Fundraising Coordinator will
attend all Board of Directors meetings. He/She will make sure that all teams
have a Team Parent. He/She will relate all pertinent information from the Board
of Directors to the Team Parents and will provide the Team Parents with
instructions of their responsibilities. He/She will hold Team Parent meetings
throughout the season as needed.
He/She will facilitate all league-wide fundraising events.
Publicity Agent
The Publicity Agent shall be
responsible for publicizing all information regarding league, including but not
limited to, notice of sign-ups, reporting of game scores and the arrangement of
any articles or stories to be placed in the newspapers. Any articles that could be construed as
controversial to the members of the Board, the constituents of the Association
or the general public are to be brought before the Board of Directors for
approval prior to any contact with newspaper personnel. He/She shall also coordinate the season
program and maintain the association website.
Team Parent
Coordinator
The Team Parent Coordinator will
attend all Board of Directors meetings.
He/She will make sure that all teams have a Team Parent. He/She will relate all pertinent information
from the Board of Directors to the Team Parents and will provide the Team
Parents with instructions of their responsibilities. He/She will hold Team Parent meetings
throughout the season as needed. He/She will facilitate all league-wide
fundraising events.
Community Representative
The Community Representative is responsible for all
community service, community outreach and charitable programs. Responsibilities
include but are not limited to the development, implementation and or promotion
of all programs, activities, events, etc. for the enrichment of community and
its residents.
Scholarship Representative
The Scholarship Representative is responsible for all
Scholarship Programs. Responsibilities include but are not limited to the
development, implementation and or promotion of all programs, activities,
events, etc. in regards to Scholarships, Financial Assistance, Payment Plans,
Family Discounts, etc.
Sponsorship Coordinator
The Sponsorship Coordinator is responsible for all corporate and large
sponsorship/donation solicitations. He or she will contact local corporation, businesses,
private foundations, etc. for the purpose of large contributions for league
either in monetary, gift, free usage of equipment, venues, etc.
Safety Coordinator
The Safety Coordinator is responsible for all safety procedure and policy
of league; He or She will coordinate safety programs, clinics, meetings, etc.
with AD, Football and Cheer Coordinators.
He or She will prepare an annual report and present to Board of
Directors at annual meeting.
Article VI –
Committees
Section 1 - Committees
may be appointed by the President or any board member for such special purposes
as deemed necessary. Committee duties and responsibilities shall be outlined
and the time of appointment and such committees shall be dissolved at the
annual meeting following appointment, but may be re-appointed at any time
following the annual meeting. All
committees shall appoint a secretary who shall keep and transmit to the Board
of Directors a copy of the minutes of each meeting.
Section 2 - One
member of each committee shall be appointed by the President as the Chairman.
Section
3 - Committee
members outside the board of directors shall have no voting rights
Article VII–
Members at Large
Section 1 - Members
at Large are members who wish to help the board but do not want the
responsibilities of office. These members may be appointed to the Board of
Directors by the President and voted in by the majority of the board, for such
special purposes as deemed necessary. These members may fill in for any Board Member
that temporarily may be unable to fulfill their duties. Members at large must
come to no less than three meetings of the board to be approved by the board of
directors and shall have full voting rights
Article VIII -Roberts
Rules
Section 1 - The
rules contained in the most current edition of "Roberts Rules of
Order" shall govern League meetings and meetings of the Board of Directors
and League Committees in all cases in which they are applicable and not
inconsistent with these Bylaws and any special rules of order the League shall
adopt.
Article IX
-Amendments
Section 1 - These
Bylaws may be amended by majority vote of the League membership at the annual
meeting or a special meeting called for that purpose provided notification for
special meetings for this purpose provided to the membership at least 10 days
in advance of the date of such meeting.
CERTIFICATE OF SECRETARY
I, the undersigned, do hereby certify:
1. That I am the Secretary of INLAND VALLEY YOUTH
FOOTBALL AND CHEER, a non-profit California
corporation; and
2. That the foregoing By-Laws, consisting of seven (7)
pages and nine (9) Articles, constitute the By-Laws of said Corporation as duly
approved by the unanimous vote of the Board of Directors of this Corporation at
a meeting of the Board of Directors duly held on this ____14th_____day of
_January______, 2010, in the Temecula, County of Riverside, State of California.
IN WITNESS THEREOF, I have hereunto subscribed my name
and affixed the Seal of the Corporation this _________day of ______________, 2010.
INLAND VALLEY YOUTH FOOTBALL AND CHEER,
A Non-Profit California Corporation
By___________________________________
Secretary
