OUR OFFICERS AND THEIR DUTIES

1.                  President – The President shall preside at all meetings, oversee all association activities, act as the official representative of The Association at all association and official functions or appoint a representative to do so. The President shall fill, by temporary appointment, any elected office that becomes vacant for any reason, arbitrate all conflicts that may arise between members of The Association, designate all meetings, and shall be responsible for imposing and enforcing any association disciplinary action voted on by the Board.  The President is responsible for selecting a member of the Board for processing all required background checks.  The background check information shall be discussed only between said member of the Board and the President.  The President shall distribute, collect, and maintain a list of all keys belonging to The Association or on loan to The Association.  Assist, to the extent possible, with all functions of The Association.

2.                  Vice President – The Vice President shall perform in the absence of the President, participate as an official member of all appointed committees, ascertain that The Association business remain within the duly ratified articles of the GYFA By-Laws and updates the GYFA By-Laws by annotations, deletions, and changes duly ratified by the membership. The Vice President is responsible (with assistance from the Directors) for the recruitment of new football and cheer participants.  The Vice President is responsible for ensuring that all preparation for home games is complete.  This includes bringing EMT nominations and costs to the Board for approval, hiring the approved EMT, communicating the home game information to the EMT, and ensuring that the EMT is paid.  The Vice President shall oversee a committee to drive changes in Football operations and another committee to drive changes in Cheerleading operations.  The goal of these committees is to find ways to improve GYFA.  Assist, to the extent possible, with all functions of The Association.

3.                  Secretary – The Secretary shall maintain a complete record of all agendas and minutes from each meeting of The Association with the time and place documented, whether regular or special, the names of those present and the proceedings thereof to include all motions and votes (including all e-mail motions that occurred since the previous minutes). The Secretary shall email the minutes of all meetings to the Board within 72 hours of the meeting adjournment.  The Secretary shall give notice of all meetings provided for under these By-Laws, attend to and accomplish all administrative assignments and organizational duties as assigned by the Board. Assist, to the extent possible, with all functions of The Association.

4.                  Treasurer – The Treasurer shall keep and maintain all financial records of all accounts, properties and business transactions for the association. Shall administer payments to venders, officials, and others at the discretion of the Board. Shall provide a monthly Treasurer’s report at the Board meetings.  Shall receive documentations and /or proof of bank deposits by other Board members. The Treasurer shall not handle cash deposits unless also co-chairing a fund raising committee. Upon demand, the Treasurer shall permit inspection of any and all of the books or accounts within five days of such demand. The Treasurer shall be responsible for providing the Board with a statement of account each month. The Treasurer shall be responsible for registering all trailers and vehicles with Goffstown and the State of NH.  Assist, to the extent possible, with all functions of The Association.

5.                  Football Director – The Football Director shall provide football league information to the Board for the purpose of selecting Leagues for the football teams for the Fall League and the Arena League.  The Football Director shall ensure that the football coaches and players have everything required to attend practices and participate in the scheduled games.  This includes coordinating coach training.  The Football Director shall act as weigh-master/book-checker or appoint another to do so, shall conduct the required weigh-ins and birth certificate checks, and shall complete all necessary paperwork prior to the certification process for The Fall League and The Arena League for all football teams. The Football Director shall be responsible for the football coaching staff and act as a liaison between football teams, football coaches, and the Board of Directors whenever necessary.  The Football Director shall get MPR volunteers and is also responsible for training the MPR volunteers.  The Football Director shall create and update the GYFA Football Coaching, Training, and Playbook Guidelines to be used by all the GYFA football teams.  These Guidelines are to help train football players in a progressive way from the youngest team to the oldest team.  The Football Director and the Cheer Director are responsible for all aspects of player registrations.  Assist, to the extent possible, with all functions of The Association.

6.                  Cheer Director – The Cheer Director shall provide cheer league information to the Board for the purpose of selecting Leagues for the cheerleading squads for the Fall season.  The Cheer Director shall be responsible for completing all the necessary paperwork prior to the certification process for the Fall League.  The Cheer Director shall be responsible for the cheer coaching staff and serve as liaison between cheer teams, cheer coaches, and the Board of Directors whenever necessary.  The Cheer Director is responsible for all aspects of the cheer fields, the cheer gyms, the Pep Rally, and all Cheerleading Competitions.  The Football Director and the Cheer Director are responsible for all aspects of player registrations.  Assist, to the extent possible, with all functions of The Association.

7.                  Football Assistant Director – The Football Co-Director shall assist the Football Director as specified by the Football Director.  The Football Co-Director shall be responsible for all football-specific fund raising.  Assist, to the extent possible, with all functions of The Association.

8.                  Cheer Assistant Director – The Cheer Co-Director shall assist the Cheer Director as specified by the Cheer Director.  The Cheer Co-Director shall be responsible for all cheer-specific fund raising.  Assist, to the extent possible, with all functions of The Association.

9.                  Football Equipment Coordinator – The Football Equipment Coordinator works directly with the Football Director regarding football equipment and football uniforms.  The Football Equipment Coordinator shall be responsible for the tracking, purchasing, handing out, collecting, and maintaining of all football equipment and uniforms, excluding game and practice field equipment.  The Football Equipment Coordinator shall submit an annual report to the board in December.  Assist, to the extent possible, with all functions of The Association.

10.              Cheer Equipment Coordinator – The Cheer Equipment Coordinator works directly with the Cheer Director regarding cheerleading equipment and cheerleading uniforms.  The Cheer Equipment Coordinator shall be responsible for the tracking, purchasing, handing out, collecting, and maintaining of all cheerleading equipment and uniforms.  The Cheer Equipment Coordinator shall submit an annual report to the board in December.  Assist, to the extent possible, with all functions of The Association.

11.              Scholastic Coordinator – The Scholastic Coordinator is responsible for the calculation of any school grade average required for any report cards and is responsible for all aspects of tracking players’ grades and scholastic forms for awards that are required by The Fall League and The Arena League.  The Scholastic Coordinator works with the Directors in these matters.  Assist, to the extent possible, with all functions of The Association.

12.              Football and Cheer Fund Raising Coordinators – The Fund Raising Coordinators shall develop and coordinate the mandatory fund raising activities on an annual basis and submit it to the Board of Directors. The Fund Raising Coordinators are responsible for the creation and sale of the Program Books.  The Fund Raising Coordinators may chair a committee comprised of at least one adult member representing each football team and each cheerleading squad for the purpose of raising funds for The Association. These positions shall communicate all financial commitments and deposits with the Treasurer in a timely manner. The Fund Raising Coordinators shall provide the Communication Coordinator with any promotional communication after review by the Board of Directors. The Fund Raising Coordinators shall submit an Annual Report to the Board in December. Assist, to the extent possible, with all functions of The Association.

13.              Sponsor Coordinator – The Sponsor Coordinator shall develop and coordinate various sponsors for The Association.  The goal of the Sponsor Coordinator is to raise funds through major donations from individuals, families, or businesses.  The Sponsor Coordinator shall bring sponsorship offers to the Board of Directors for approval prior to being offered.  The Sponsor Coordinator shall provide the Communication Coordinator with any promotional communication after review by the Board of Directors. The Sponsor Coordinator shall submit an Annual Report to the Board in December. Assist, to the extent possible, with all functions of The Association.

14.              Concession Coordinator – The Concession Coordinator shall coordinate the purchase and sales of all supplies and vending materials needed to operate the GYFA concession on game day or any special events that the GYFA may participate in at any given time. This position shall communicate all financial commitments and deposits with the Treasurer in a timely manner.  The Board must approve all purchases of non-food, non-consumable items.  The Concession Coordinator shall submit an Annual Report to the Board in December. Assist, to the extent possible, with all functions of The Association.

15.              Grill Coordinator – The Grill Coordinator shall be responsible for all aspects of the grill area during events where GYFA is operating a concession.  The Grill Coordinator communicates with the Concession Coordinator to ensure that all the needs of the grill area are met for all concession events where the grill area is used.  With permission from the Concession Coordinator, the Grill Coordinator may have his/her own volunteer list and may purchase items for the grill area.  The Board must approve all purchases of non-food, non-consumable items.  Assist, to the extent possible, with all functions of The Association.

16.              Apparel Coordinator – The Apparel Coordinator shall coordinate the purchase and sales of all association apparel for The Association. The Apparel Coordinator shall submit a requisition for all purchases to the Board of Directors for approval. This position shall communicate all financial commitments and deposits with the Treasurer in a timely manner. The Apparel Coordinator shall submit an Annual Report to the Board in December. Assist, to the extent possible, with all functions of The Association.

17.              Field Coordinator – The Field Coordinator may chair a committee of volunteers comprised of at least one adult member representing each football team or may request volunteers on an as-needed basis. Through the Field Coordinator, this committee or the volunteers shall coordinate the maintenance of all practice fields, the field lights, and the score board, shall set-up and clean-up the practice and game day fields, and shall recruit volunteers to announce at home games, provide time keeping, and perform other duties such as chains and MPRs.  The Field Coordinator is responsible for soliciting practice fields and space to play home games as needed.  The Field Coordinator is responsible for all game and practice field equipment.  Assist, to the extent possible, with all functions of The Association.

18.              Communication Coordinator – The Communication Coordinator shall be responsible for all aspects of the GYFA Web site and shall distribute association information to the newspapers, radio, schools, and other media providers.  The Communication Coordinator shall be in contact with the coaching staff and the board members to keep the GYFA web site up to date and useful to the GYFA membership.  The Communication Coordinator shall work with the Board, Head Coaches, and Team Moms to obtain any newsworthy events that would promote The Association. Assist, to the extent possible, with all functions of The Association.

Board of Directors

1.                  The government of this association shall be vested in a Board of Directors (the Board). The Board is responsible for the establishment of all policies and objectives of the GYFA, The Fall League, and The Arena League.

2.                  Each member of the Board of Directors shall be assigned specific areas of responsibility as described further within these By-Laws. Each member of the Board of Directors shall be equally responsible for the success of The Association. Success shall be measured as the limited number of injuries attained during practice sessions and games, total number of participants returning each year, total number of participants, the ability to field all levels of cheerleading squads and football teams, feedback from players, parents and the communities involved, and finally the ability to be competitive against like associations at each level. Each member of the Board of Directors shall conduct themselves with the best interest of the youths and members participating in The Association.

3.                  The Board of Directors shall consist of the following voting members: President, Vice President, Secretary, Treasurer, Football Director, Cheer Director, Football Co-Director, Cheer Co-Director, Football Equipment Coordinator, Cheer Equipment Coordinator, Communication Coordinator, Scholastic Coordinator, Concession Coordinator, Grill Coordinator, Football Fund Raising Coordinator, Cheer Fund Raising Coordinator, Sponsor Coordinator, Field Coordinator, and Apparel Coordinator. In addition, the following Board positions can only be filled by persons that served on the Board for at least nine months during the current or previous two years: President, Treasurer, Football Director, and Cheer Director.

4.                  The Board of Directors will be elected by the general membership for a two-year term with Board positions having staggering terminations.  The Board positions will alternate as follows:

• Odd year elected positions:
• President, Secretary, Football Director, Cheer Co-Director, Cheer Equipment Coordinator, Scholastic Coordinator, Grill Coordinator, Cheer Fund Raising Coordinator, Field Coordinator
• Even year elected positions
• Vice President, Treasurer, Cheer Director, Football Co-Director, Communication Coordinator, Sponsor Coordinator, Football Equipment Coordinator, Concession Coordinator, Football Fund Raising Coordinator, Apparel Coordinator

5.                  The annual elections will be scheduled during the annual award ceremony. The meeting time and location will be emailed to all GYFA members set up to receive email through the registration system and listed on the Screamin’ Eagles Web page at least one week prior to the meeting in order to notify the general membership of said elections.  If nominations for Board positions are made at or prior to the December Board meeting, the nominations will also be placed in the advertisements described above.  The results of the election will take effect on Jan 1st of the new year or the day after the elections, whichever is later.

6.                  In the event there is a vacant Board position due to reasons of resignation, removal, or death, the Board shall be empowered to fill said vacancy for the remainder of the term by selection of member or members in good standing.  The vacant Board position must be emailed to the GYFA members set up to receive email through the registration system and listed on the Screamin’ Eagles Web page at least one week prior to the election; which must be held in a public forum.

7.                  Every act of decision done or made by the Board at a meeting that properly follows the Meeting rules described later in these By-Laws shall be regarded as an act of decision of the Board and shall be binding on The Association in its entirety, unless these By-Laws and/or The Fall League and/or The Arena League rules shall specifically prohibit such an act of decision.

8.                  All members of the Board of Directors shall be bonded. All Board Members will sign an agreement to turn over all previous records, keys, equipment, and all property of the association as requested at the end of their term.

9.                  A member of the Board of Directors shall be removed from the Board of Directors if at least 75 percent of the existing Board of Directors votes to remove said member of the Board of Directors.

10.              Members of the Board of Directors are expected to attend all Board meetings.

11.              Members of the Board of Directors shall volunteer for two half-days at home games to assist in the coordination of the day’s games.  The President is responsible for creating the schedule for the home games for the Board of Directors.  This is to help promote the Board of Directors among the members of the Association as well as help with the various tasks that must be done during the day.

12.              The President, Football Director, Football Co-Director, Cheer Director, and Cheer Co-Director shall not be a Head Coach of a GYFA team during the Summer/Fall season.  If there are no Head Coach applications for a Summer/Fall team and no Head Coach nominations for a Summer/Fall team, then the Board may vote on an exception to this rule to allow a Board member in one of these positions to be nominated for a Head Coach position for a team that has no Head Coach applications and no Head Coach nominations.