EL SERENO STALLIONS FOOTBALL AND CHEER INC. BYLAWS

 Article 1- Name 

The name of the program is The El Sereno Stallions Football and Cheer Inc. The name of the program shall be referred to as the “Stallion Program” or the “Stallions” within  these articles. The Stallions is a not-for-profit organization which is associated with the San Gabriel Valley Jr. All American Franchise. This corporation has been established and organized exclusively for charitable, and educational purposes within the meaning of  Section 501 (c)(3) of the Internal Revenue Code. 

Section 1- Objective/Mission 

The objective of the organization is to promote football and cheer programs at the amateur  level. To inspire the youth of the community, to instill and practice ideals of good health; and to teach sportsmanship, citizenship and character in fair play in contact sports and fellowship through a  supervised and comprehensive program of competitive football, cheer and related  activities.  

Section 2- Purpose 

The Stallion program is a sport, recreation, educational and after school program focused  on the following specific purposes: 

A) To encourage youth from 5-14 years of age towards high scholastic achievement. 

B) To promote and supervise an amateur youth football and cheer program with related  activities.  

C) To provide a positive coaching atmosphere based on teaching, motivating strategies and developing young men and women with healthy competitive life perspectives. 

D) To teach sportsmanship and promote fair play. 

E) To promote parent participation in the Organization. 

F) To provide opportunities for all participants and their family members towards civic  engagement activities. 

G) As of January 1, 2023 the Stallions have incorporated that no youth under the age  of 7 may play tackle football. 

 

Article II – Membership 

Membership shall consist of parents, legal guardians, or family members above 18 years  of age who have children or family; age appropriate for the Stallion program and are active  players or cheer members in the Stallion program. Membership also includes any elected  members of the executive board members, general board members, coaches, and trainers  participating in the Stallion program. No member shall have any vested or other interest  in any of the property of the organization (Corporation). 

All Members must be in good standing in order for their child to be part of the Stallions Program and have paid and resolved all fees, debts, and/or fines then due and owing from the prior/previous/current season/s in the preceding year/s.

All Members will adhere to and follow the El Sereno Stallions 2025 Football and Cheer Application for membership.  

 

SECTION 1: Voting 

 

All active members shall be eligible to cast a vote  biennially  by December 31 for Executive Board membership. If there are vacant positions that need to be filled due to lack of candidates running for a particular office, the Executive Board has the right to recommend and appoint such vacancy.

Article III – Board Members 

The administration and policy setting are the responsibility of the Executive Board  Members, consisting of nine (9) but not limited to, members who are elected by active  members as stated in Article II Section 1. 

A.) The Executive Board shall consist of a: President, Vice President, Secretary,  Treasurer, City Athletic Director, City Cheer Coordinator, Designated Agent,  Event  Coordinator, and General Manager. Within these articles shall be referred to as the  “Executive Board Members”. To apply for the executive board member positions the applicant must have served two years within the past five years as a board  member. The applicant must be in good standing and must be actively participating in Stallions events and or  assisting in  coordinating with daily duties.    

*The President, Vice President(s), Secretary, Treasurer, City Athletic Director and Cheer  Coordinator will not function as the Head Coach, Head Athletic Director during their term of their elected office. 

Section 2 Election Process of Governing Board Members 

The Executive Board 

Elections of the governing board shall take place no later than December 31, based on the  terms under Article II Section 1. The immediate past President and Treasurer shall serve at  least one (1) year, in an advisory and non-voting capacity, upon leaving the position of  President or Treasurer. 

Section 3 Term Limitations 

Members of the Executive Board that were appointed shall serve for a 1-year term and shall  be eligible for re-election. Members of the Executive Board that were elected will serve a  term of two (2) years and shall be eligible for re-election. All Members are eligible to run for office as long as they are in good standing within the Stallions Program at the discretion of the Executive Board.

Section 4 A Quorums for Meetings 

A Quorum of the Board Members shall consist of at least (3/4) of the members, one of  which must be the President or the Vice President. 

The Board Members shall meet monthly; special meetings may be called by the President or Vice President in the event of pressing issues and activities. The Secretary or designee  will notify members at least three (3) days in advance.  In addition to the monthly Board meetings, the Executive Board will meet monthly. The President or Vice President in the event of pressing issues and activities may call a special meeting. The Secretary or designee will notify the Executive Board at least (1) days in  advance. 

Section 5 Removal of Board Member 

Each Executive Board member is required to attend every scheduled meeting. In the event that 

 

 

any Executive Board Member missed three (3) Executive Board Meetings in a year, he/she may be removed from the Executive Board and will not be eligible to serve on the Executive Board for a 

period of one (1) year. Executive Board members may also be  removed for misconduct, disruptive behavior, and failure to exercise the duties of his/her  position by a (3/4) member vote of the Executive Board. 

The Executive Board reserves the right to suspend or expel any board member / Executive Board Member or participant from the program. 

Section 6 Refilling Board Position 

In the event of any vacancies of elected positions during the year, the President will fill in the vacancy by appointment for the remainder of the calendar year, with the approval of the  Executive Board. He/She also has the right to appoint a second Vice President to the  Executive Board; this non-elected member shall assist and receive his/her responsibilities from President. At the end of the current year, elections must be held in accordance to set  rules as stated in Article III section 1. 

Section 7 Meeting and Procedures 

Meetings of the general membership shall be held monthly beginning February through December. All  meetings will be governed by following the most recent edition of Robert’s Rule of Order.

Section 8 Compensation 

All Board members shall not be compensated for their service to the organization, except  for reimbursement of reasonable expenses.  

 

Article IV Executive Board Duties 

The elected Executive Board as stated in Article III, section 1 shall have the power to vote on all issues and matters dealing with the Stallion Program. The President shall vote only in a tiebreaker.  

Section 1 President 

The President shall act as a chairperson at all meetings of the Stallion Program. It shall be  his/her duties to see that resolutions brought and passed by the board are executed.  He/she is responsible for developing and distributing all flyers. Newsletter and brochures  related to the El Sereno Stallions Football and Cheer program. He/she is also responsible  for all mailing, photocopying and maintaining the yearly calendar of events, which will be  distributed to the membership at the start of the season.  He/She is responsible for the development and maintenance of the official Stallion’s website. He/She is also responsible for posting and updating all current information pertaining  to the current season. He/She has the right to delegate these duties as He/She sees fit to other Board Members.

Section 2 Vice President 

The Vice President(s) shall assist the President and act as chairperson of the Board in the  absence of the President. The Vice President(s) shall also oversee all standing committees.  

 

 

 

Section 3 Secretary  

The Secretary is responsible for recording and maintaining all minutes for all Executive  Board meetings and all general meetings. He/She shall be responsible for: 

a) Maintaining a binder with all minutes, which can be accessed by the Board.

b) Scheduling and Notifying all Executive Board members of Executive Board meetings. 

c) Notifying all membership of general meetings. 

d) Notifying all Board members of special meetings. 

e) Distributing copies of minutes of previous Board meetings to all Board members. 

f) Distributing copies of meeting minutes to SGVJAA Football Conference, Inc.

g) Recording and maintaining all attendance records for all meetings. 

h) Assisting and ensuring that all reports for the Stallion Program are completed and filed in a timely manner.

Section 4 Treasurer 

The Treasurer shall oversee all financial matters of the organization and ensure that monies collected are deposited in the appropriate accounts. He/She shall be responsible for: 

a) Keeping records of all funds in the checking or saving account at a local bank. B)Receiving and maintaining receipts of all program funds. 

c) Making monthly financial reports of all activities on account for Board Meetings.

d) Ensuring that all expenditures be approved by the Board in accordance with the  approval of the yearly budget. 

 

e) Debt Approved by the Executive Board will be paid out by the President. 

 

f) Ensuring that all purchases are paid by a traceable manner . 

 

g) Filing all State and Federal Tax documents to the appropriate offices prior to dates  set by 

 

SGVJAA Conference, Inc., State and Federal Government. 

 

h) Maintain records of all donations made to the El Sereno Stallions Football and  Cheer, Inc. 

In addition, he/she shall assure that any purchases or expenditure exceeding any amount  will include the signature of the President of the Stallion Organization on all checks. 

 

 

Section 5 City Athletic Director 

The City Athletic Director shall serve on the Executive Board and will be the liaison  between Conference and Athletic Directors; He/She shall prepare and provide the Secretary  with the minutes from all mandatory conference meetings. He/She will be required to hold monthly mandatory meetings with all Team Athletic Directors beginning the month of May until the end of the season. He/She is responsible for: 

a) Preparing and distributing all materials required for updated AD manuals. 

b) Attending and representing the Stallions at all mandatory conference AD meetings. 

c) For distributing all information and new forms handed out by conference each  season, to all team Athletic Directors. 

d)Preparing all necessary paperwork required for certification day.

Section 6 Cheer Coordinator  

The Cheer Coordinator shall serve on the Executive Board and will govern the activities of the cheer program. He/She will be responsible for: 

 

a) Preparing all necessary paperwork required for certification day. 

 

b) Preparing and presenting to the Board at monthly meetings a calendar of events. c) Attending 

all monthly mandatory conference meetings. 

 

d) Preparing and distributing conference minutes to the Secretary of the Board.

 

e) Conducting along with two (2) members of the Executive Board, one of which  must be the President, interviews for Cheer Head Coaches each year prior to the  month of April. 

 

f) Will oversee all paperwork for all cheer participants. (ID badges for staff and ID  cards for cheer) 

Section 8 Designated City Agent 

The Designated City Agent shall serve on the Executive Board and represent the Stallions at all mandatory conference meetings. He/She is the liaison between the El Sereno Stallions and  SGVJAA Football Conference, Inc. He/She will be responsible for assuring that both the Head Coaches and the President for all teams’ have approved all applicants.

a) Collecting and submitting all staff applications

b) Collecting and submitting player card paperwork and pictures. 

c) Obtaining staff/player cards and badges from conference. 

Section 9 Football General Manager 

The football general manager will be responsible for safety and player development of all stallion participants and will be responsible for overseeing player safety coaches. 

 

a)Ensure all coaches within the organization have completed the USA Football  Level 1 Coach Certification course. 

 

b) Conduct one Heads Up Coaches clinic for all coaches (clinic to cover equipment  fitting, proper 

 

 

tackling, reducing helmet contact and concussion management).

 

 c) Conduct one Player Safety clinic for all parents and players. (Clinic to cover  equipment fitting, proper tackling, reducing helmet contact and concussion  management). 

 

d) Assume responsibility for checking that coaches are using approved practice  plans, properly teaching Heads Up Tackling and using the Levels of Contact  approach to reduce helmet contact in practices. 

 

e) Communicate organization concerns, questions and successes to SGVJAAFC and  USA Football through Player Safety Coach online dashboard (provided by USA  Football). 

 

f) The General Manager must be up to date with all Conference football rules.

 

Article V Elected Board Members 

Elected Board members shall consist of two (2) members but not limited, Player Safety  Coach and Football Equipment Manager. Each member shall serve on the board, but not  have voting rights. Each member shall be voted in by the membership as stated in Article  II, Section 1.

Section 1 Player Safety Coach 

The Player Safety Coach shall serve on the Board in a non-voting capacity and shall work under the Football General Manager in overseeing all   Football activities. He/She is responsible for:

 

a) Observation of practices. As needed, provide guidance to coaches relative to Heads Up  Football’s points of emphasis. 

 

b) Attend games. Serve as an on-field expert, spot-checker and parent liaison at  games to advance Heads Up Football and player safety. 

 

c) Serve as the Stallions organization expert and point of contact for player health  and safety recommendations, particularly from USA Football, the NFL and the  Centers for Disease Control and Prevention. 

Section 2 Football Equipment Manager 

The Football Equipment Manager shall serve on the Board in a non-voting capacity.  He/She will be responsible for: 

 

a) Maintaining inventory of all football equipment prior to the start of each season. b) Presenting a budget at the January Executive Board meeting for all football  equipment required for the upcoming season. 

 

Article VI Fiscal Year 

The fiscal year of the Program shall begin on January 1 and end on December 31 of the  same year. 

Article VII Financial Policy  

The Stallion’s through fundraising projects and fees will raise money to operate the  program. 

 

Section 1 Donations 

All money donated to teams, auxiliaries, and committees or to any individual for the  express purpose of promoting the purpose of the Program shall be considered part of the common treasury of the Program. You shall not request donations during season/ out of  season without the written consent from the executive board. 

Any monies donated to a team or teams using the El Sereno Stallions name the Stallions  Organization will require an expenditure report and will keep the following percentage: 

For a donation of $1.00-$1,000 the stallions will keep 10% 

For a donation of $1,001-$2,000 the stallions will keep 20%. This percentage will remain  in the common treasury of the program and used to promote the purpose of the program.  

Section 2 Dissolution of Program 

Upon dissolution of the Program and after all outstanding debts and claims have been  satisfied the property shall revert to any non-profit after school program set forth herein,  which is entitled to exemption under Section 501(c )(3) of the Internal Revenue Code and  any future corresponding provision. 

Article VIII Team Organization  

Each football and cheer team will be established by the Board as stated in by SGVJAA  Football Conference, Inc., and will consist of: 

 

a) Athletic Director 

 

b) Assistant Athletic Director 

 

c) Coaches 

 

d) Team Medic 

 

e) The Board will assign cheer/Football players through registration. 

 

f) The board may assign additional adult or youth volunteers. 

 

Article IX Refund Policy  

All requests must be in writing and presented to the Executive Board for review. The Following refund policy has been established: 

a) 50% of the registration fee is a nonrefundable deposit.

b) No refunds will be given to any member after the league certification day. No  exceptions. 

 

c) After fitted for complete cheer uniform and accessories, no money will be  refunded. 

 

d) If a child is unable to be certified by the third scrimmage/game of the season, no refund will be given. 

 

e) If a child is unable to commit by the beginning of the third week of practice, no  registration refund will be returned. 

 

 

f) Any other refunds/transfers will be at the discretion of the Executive Board. 

 

g) If for any reason the Stallion program is not able to produce a team, which then  is forced to fold that team before certification, all monies will be refunded to the  players.

 

h) If code of conduct is violated no refund will be given. 

 

Article X Amendments to By-Laws 

These By-laws may be amended, altered, or repealed and new By-laws may be adopted by  majority of the Board of Directors present at any regular meeting or at any special meeting  if at least two (2) days written notice is given intention to alter, amend, repeal, or to adopt  new By-laws at such meetings. 

Article XI interpretations 

All interpretations of these By-laws should be referred to the Executive Board; their  decision will be final and binding. The Program is a participant of the San Gabriel Valley  Junior All-American Football Conference and will adhere to their Manual and By-laws. 

Registration: All fees need to be paid in full at time of registration. $250 for flag; $300  for Tackle Football, and $300.00 for Cheer. It is at the discretion of the Executive Board  to withhold the distribution of equipment, uniforms, pictures, trophies, and so forth,  when there is money owed to the organization (i.e. Raffle ticket money). 

  

Hardship: The Stallion Program is not required by any By-law to waive registration fees. This Program will permit financial hardships and waiver a portion of the registration fee, only in extreme cases. The Executive Board with arrangements to fulfill the fee expense to  be agreed upon with the applicant in writing will do an evaluation of circumstances. 

 

Distribution Of Uniform and Equipment: No equipment will be distributed until all of the participants individual registration is paid in full. Special circumstances will be taken into consideration by the executive board.     

Uniforms: Uniforms (football/Cheer) along with gear shall not be altered in any way. Unless you received  written consent from the executive board. 

This includes but not limited to: Adding names to football jerseys. Altering football pants.  Altering helmets in any way, including adding non-approved stickers. Altering of Cheer Uniforms and gear in any way. All team members must be uniformed per conference rules . All accessories must comply with SGVJAA Conference and The Stallions Executive Board rules.

Fundraisers: A fundraiser is defined as any activity, which collects any item with  monetary value or the sale of such items, including items with the El Sereno Stallion logo. All registered participants must participate in the El Sereno Stallion program’s fundraisers. All organization and team fundraisers must be Board approved. A written  request must be submitted and approved by the Executive Board to avoid conflicting  activities and scheduling. Although all team fundraisers are strongly encouraged, team fundraisers are not mandatory. All monies raised during a fundraiser must be counted in dual and reported to the City Treasurer and City AD/Cheer Coordinator. The Treasurer will keep record of all individual team fundraisers. If  a team is participating in an ongoing fundraiser, weekly updates must be given to the treasurer. Parents/guardians should also be updated with all monies earned. Teams must follow and abide by 

 

all set fundraising rules and /or criteria set by the board.

 

The Head Coach and Athletic Director of any team fundraising without  the approval of the Board will be suspended from the Stallion Program. All teams are  required to have paid in full all of their registration fees by the third week of the beginning of the season, along with their team contribution in order to allow the  team to fundraise; this includes all participants on a team. After all registration has been  paid in full for the team, then a team may commence to fundraise. Each enrolled football  player or cheerleader will be required to sell or purchase a minimum of 40 raffle tickets.  All tickets must be sold by the date selected by the Executive Board. Failure to comply with  the mandatory Stallions organization Fundraiser (not team approved fundraisers) may  result in a $50.00 fine, reduced playing/cheer time or both.

Fundraising Procedures: All Teams fundraising earnings must be reported to the treasurer. At the  end of each fundraiser the team AD or Coach will reconcile the cash and expense receipts with a member of the executive board. Once there is an agreement on the amount earned during the fundraiser, monies earned must be disclosed to the treasurer. All team fundraising must be scheduled and approved through the Event Coordinator. Coaches and Ad’s need to communicate with team parents that fundraising is not mandatory. Fundraising needs to be transparent and timelines need to be set. Itemized receipts need to be saved and costs need to be documented for record keeping. Example: If a check is made payable to the Stallions for the purpose of xyz, a detailed receipt would need to be turned in to the board to account for the full amount of the check made payable to the Stallions. Any money in excess shall remain in the Stallions treasury. 

 

Team Contributions: Football teams will be required to pay $300.00 for tackle and $200 for flag, in order to commence participation in team fundraising. 

 

Snack Bar Contributions: All snack bar sales during our home games are subject to a percentage contribution. The Stallions Organization will keep the following percentage: 

For snack bar sales over $1,000 the stallions will keep 10% .

 

 

Refund Policy for Fundraising: If a child participates in organization or team/individual  fundraisers, under any circumstances that may arise there will be no refunds given for any  monies raised. Transfer of any monies raised will not be allowed. All monies collected will  remain with the team the child participated in. If a child participates in organization fundraisers, it will be at the discretion of the Executive Board to disperse those funds.

Mandatory Volunteer Hours: 

Service Hours: Four (4) service hours per participant are required and must be completed during the football season. If they are not completed by a family member or acquaintance a $50.00 fine, reduced playing/cheer time, or both will be issued per child. 

Homecoming: Each team will be required  to donate one basket to be raffled off during the homecoming game. Each basket must be worth a minimum of $50.00. 

Trunk or Treat: Each participant must also donate at least one - 5 lb bag of candy to their team athletic director to be given out at our annual Trunk or Treat Event. Team Athletic Directors will coordinate with the Executive Board to distribute the treats. 

Complaints: Only signed letters of complaints regarding staff, participants, parents, policy,  or any other issue will be considered for action. The signed letters of complaints should be given to an Executive Board member, which will be kept confidential, unless action is deemed necessary.  

 

Disciplinary Action: The Stallions program has implemented a no-tolerance policy towards player, parental, and staff misconduct. The Executive Board will decide on all disciplinary actions based on the Stallions and SGVJAA Football Conference policies. First, a verbal warning will be given. Second, a written warning will be given. Third, formal disciplinary actions will be taken which may consist of suspension or expulsion of the organization. All appeals must be submitted in writing within five (5) days of ruling notification. The Executive Board has until the next general board meeting to give a final ruling.