POQUOSON YOUTH FOOTBALL AND CHEERLEADING ASSOCIATION BYLAWS
REVISED: February 2016
I. OBJECTIVE: The objective of the Poquoson Youth Football and Cheerleading Association (PYFCA) is to promote the physical, emotional and intellectual development of the youth of the City of Poquoson (and/or neighboring communities) by providing the opportunity to participate in organized football and cheerleading. The association will, at all times, endeavor to instill fundamental life skills in our youth. These skills include, but are not limited to, physical conditioning, discipline, and dedication to a commitment. We will emphasize safety and stress competitiveness and good sportsmanship. Each person associated with our league will represent the league, and community, in a positive and dignified manner.
II. BYLAWS The Peninsula Youth Football and Cheerleading Organization (PYFCO) our parent organization, maintains bylaws that take precedence over these bylaws. The PYFCO bylaws shall be consulted for guidance on topics to which these bylaws are silent. Any shortfalls by either set of bylaws will be compensated for by the sound judgment agreed upon by the current Board of Directors. At any time in which the Board of Directors approves an amendment to the current bylaws, an amendment must be incorporated and filed with the State Corporation. Board approval of the amendment shall be granted, in open forum, during a stated meeting which will be advertised via league website, and/or the following: local paper, or local cable channel. Bylaws should be reviewed and approved annually or as needed.
III. ORGANIZATION: The Association shall be composed of five divisions: Mini Mites, Mites, Mighty Mites, Midgets, and Juniors. Each division will be comprised of one football team and one cheerleading squad. The Association may include Competition Cheerleading squad(s). The eligibility criteria for each football division will conform strictly to the rules set forth by the PYFCO.
1. Each football team and cheerleading squad should endeavor to have a maximum of thirty participants on its roster. The Board of Directors shall reserve the right to vote on the team sizes should the maximum number of participants be exceeded at any time.
2. Age and weight limits as set by PYFCO will determine football player’s division.
3. Sideline Cheerleading squad ages shall be structured according to PYFCO bylaws, however exceptions may be made for grade levels at the discretion of head coaches. Mascot presence and number shall be at the discretion of head coaches.
4. The Competition Cheerleading squad(s) shall be structured on an annual basis by the Board of Directors, as required, depending on current circumstances. The PYFCO bylaws have no criteria on this subject, except for minimum/maximum age limits identified above.
5. Competition Cheerleading amendment is as follows:
A cheerleader will be allowed to cheer for the squad division one level above her assigned squad division* as determined by her age and grade level if the following criteria are met:
A. Movement to the squad division above the cheerleader’s assigned squad division is ONLY allowed for a cheerleader who is involved in year round cheerleading, not for other sports, i.e., softball, dance, soccer, gymnastics, etc. This is because she will be participating in the same sport, working on improving skills for said sport, not another one.**
B. The cheerleader’s parent/guardian must notify the PYFCA Board of the cheerleader’s intent to participate on a year round competition squad at or by the time of PYFCA Open Registration and the cheerleader will register for the squad division appropriate for her age/grade level. (Please reference Section III, Item 1 in the PYFCA bylaws for information regarding maximum number of participants.)
C. Practice nights for the year round competition squad and the sideline cheerleading squad to which she is assigned by her age/grade level, conflict so that the cheerleader will not be able to attend sideline practices as required by her assigned coach, thus, preventing her from participating in Saturday sideline cheerleading activities.
D. There must be slots available on the upper squad division to allow a cheerleader to move up after PYFCA Open Registration closes and she and her parent/guardian must be willing to adhere to the upper squad division’s practice schedule. Practice schedules will be available for parents/cheerleaders no later than July 1st as to allow for possible voting on exceeding the number of maximum participants for cheerleading squads. This vote will occur at the July PYFCA Board meeting.
E. If these requirements cannot be met, the cheerleader and her parent/guardian must then make a choice between participation in sideline cheerleading and year round competition cheerleading. Practice schedules will be available for parents/cheerleaders no later than the July PYFCA board meeting as to allow for possible voting on exceeding the number of maximum participants for cheerleading squads.
F. If PYFCA does not have a football team for a division, cheerleaders from that division may participate in the competition team.
Refunds will be issued as necessary according to PYFCA policy.
*This is similar to the PYFCO rule allowing parents to move their football player up on level with their signed waiver.
**This is similar to the rules and regulations for Poquoson Parks and Recreation Swim Team requirements, in that a person is excused from Parks and Recreation mandatory practices if you are practicing with a year round swim team.
IV. GOVERNMENT: The Association governing body shall be composed of the following directors, on a voluntary basis, and shall be known as the Poquoson Youth Football and Cheerleading Association Board of Directors:
1. President (Executive Board Position)
2. First Vice-President (Executive Board Position)
3. Second Vice-President (Executive Board Position)
4. Secretary (Executive Board Position)
5. Treasurer (Executive Board Position)
6. Football Coordinator/Player Safety Coach
7. Cheerleading Coordinator
8. Football Equipment Manager
9. Fundraising Coordinator
10. Concession Chairperson
11. Special Events/Awards Coordinator
12-16. Head Coaches of Football Teams
17-20. Head Coaches of Cheerleading Squads
21. Head Coach(s) of Competition Cheerleading Squad(s)-(if such a squad exists)
Total number of directors may vary depending on availability of volunteers, number of Competition Cheerleading squads, etc. Directors should have a child in the program unless approved by the board.
The Executive Board positions shall be elected for two-year terms, in a staggered fashion. This process will begin in January, of the odd years, with the election of the President and 1st Vice President, and continuing with the election of the 2nd Vice President, Secretary and Treasurer, in January, of even years. All other Board positions shall be elected for a one-year term.
A. Elections: The above positions shall be voting members of the Board of Directors and will be elected during each January Board meeting by the officers from the previous year. The intent to run for an open position shall be provided, in writing, to the President or the secretary, by the advertised deadline (approximately one month before the January elections). The Secretary will record in the Association records and forward it to the Webmaster for posting on the Association website. Votes on the above positions shall be written (secret) ballots; the ballots will be counted by the President, and Secretary, in open forum. The outcome of elections (to include candidates running unopposed) will be decided by a majority of a quorum of voting Board members. The election winners shall be announced by the President, without revealing specific vote totals, and then placed on file by the Secretary. A candidate involved in an election is entitled to verify the vote totals of that specific election, prior to the adjournment of that meeting. A member may run for only one position at a time. (Unless an executive board member may only hold executive position.)
If an assistant coach/team mom/dad holds an executive board position, than he/she shall understand that the executive (voting) position takes precedence over the assistant coaching/team mom/dad position (non-voting), if additional positions need to be filled.
PYFCA’s Head coaches shall identify their prospective Assistant coach(s). These positions are subject to approval by a majority of a quorum of voting Board members which will be indicated by closed ballot. A closed meeting of the Board of Directors shall be held no later than May 31st of the current year for the purpose of discussion/approval of candidates for these positions. This time-frame will facilitate the commencement of appropriate coaching certifications which shall occur on, or about, the 1st scheduled practice of the current year. The cheer coach certifications shall be monitored by the Cheer Coordinator and the football coach certifications shall be monitored by the Football Coordinator.
B. Quorum: A majority (51%) of a quorum (2/3) of voting Board members (indicated by a raised hand) shall be required for approval of motions presented to the Board of Directors.
Official voting can take place with a minimum of 2/3 (quorum) of the entire voting membership of the Board of Directors. Decisions by voting Board members should be determined with the benefit of discussion/debate during open forum at Association meetings. Therefore, voting by proxy is prohibited. Voting by e-mail, teleconference, or by “walk-around”, is to be used for emergency situations only, and must be approved by the Association President. In the event of a “tie” vote, whether by written ballot or show of hands, an ensuing discussion/debate not to exceed ten minutes in length, shall be conducted, followed by a re-vote. This process may be repeated, as required, until a majority vote is obtained. As an alternative, if practical, the Board may vote to “table” the issue until a later time, to be determined.
C. Board Positions
All board positions shall keep he/she notebook to turn over to the next person in that position.
1. President: The Association President shall be the administrative head of the Association. They shall be responsible for calling meetings of the Board of Directors and shall act as chairperson of the Board. They shall be responsible for the orderly conduct of business within the meetings, using Robert’s Rules of Order as guidance. They shall serve as a Director of the Peninsula Youth Football and Cheerleading Association and attend PYFCO meetings or assure PYFCA is represented by proxy.
2. First Vice-President: They shall coordinate communication between Team Moms and oversee League Website as Webmaster for communications when necessary. They shall ensure that each team has a team mom and instruct the Team Moms on their duties/responsibilities. They shall provide the Team Mom contact information to the board. They shall review any suggestions, complaints, or grievances from Parents through the Cheerleading Communication Coordinator. They shall be responsible for coordinating team equipment needs with cheer coordinator. They shall review any suggestions, complaints, or grievances from Board Members, participants or coaching staffs. They shall confer with 2nd Vice-President to take action on suggestions, complaints, or grievances or to determine if suggestions, complaints, or grievances rise to the level of attention of the Association President and if deemed necessary the entire Executive Board. They shall be responsible for overseeing teams during practice. They oversee all home concessions and provide support.
3. Second Vice-President: They shall be responsible for overseeing fundraising activities with the Fundraising Chairperson. They shall review any suggestions, complaints, or grievances from Parents through the Football Coordinator. They shall confer with 1st Vice-President to take action on suggestions, complaints, or grievances or to determine if suggestions, complaints, or grievances rise to the level of attention of the Association President and if deemed necessary the entire Executive Board. They shall be responsible for inventory, maintenance, and identification of needs for Association prime physical assets (equipment/uniforms). They shall conduct background checks in accordance with PYFCO bylaws. They shall be responsible for coordinating team equipment needs with the Equipment Manager/Cheer Coordinator. They shall attend all PYFCA games/competitions to oversee activities and provide support, (set-up and break down) as required. If they are unable to attend a game/competition etc., then a proxy shall be appointed.
4. Secretary: They shall be responsible for scheduling meeting places, publishing meeting agendas and forwarding to the Webmaster for posting on the Association website, and notifying Board Members of meetings. They will have physical custody of original documentation of Association meeting minutes. They shall record minutes of meetings and review prior meeting minutes at the beginning of each meeting. Minutes should be typed and sent to the board of directors before the meeting. They shall be responsible for any secretarial duties (typing, etc.) required by the PYFCA Board of Directors. They shall maintain accurate, and up-to-date, Association records with the State Corporation Commission. They shall be responsible for all having a copy of all official rosters, registration forms, liability forms for participants, code of ethic forms for coaches and board members and all insurance forms. They shall be responsible for obtaining correspondence from PYFCA post office box prior to meetings and as needed.
5. Treasurer: They shall administer the PYFCA’s central account fund. They shall prepare budgets for presentation to the Board of Directors. They will have physical custody of original documentation of association financial records. They shall provide financial reports for the Board of Directors of cost analysis, as required. Once money is in Treasurer’s possession he/she has 5 business days to deposit all monies paid via counter deposit or lock bank deposit bag. They shall be responsible for depositing all funds raised at events sponsored by the Association. All cash money raised per event shall be counted, acknowledged and verified by signature of two parties. These individuals shall include (1) Treasurer and a Board member (not to be the same parent and/or board member each time). There cannot be a relation between any of the two persons counting monies by blood or by marriage. They shall be responsible for a monthly reconciliation of all PYFCA bank accounts as well as generating a monthly Treasurer’s Report to be submitted to the Board at each monthly meeting. They shall be solely responsible for tax information gathering and filing with the Internal Revenue Service. The ability for dual signatures on PYFCA bank accounts shall be addressed by listing an alternate Board member (preferably the President; there cannot be a relation between any persons signing by blood or bymarriage) to sign checks or deposit monies in the event of the Treasurer’s absence.
6. Football Coordinator/Player Safety Coach: They shall operate as coordinator and player safety coach for football parents and coaches. They must have a child active on an Association football team. They will be responsible for taking complaints and communicating them to the 2nd Vice-President for attention. This Position is also responsible for ensuring that all Football Coaches have completed the certification required by the PYFCO bylaws and maintaining proof of such certifications. The Football Coordinator has the authority to maintain orderly conduct and safety with all Coaches at games and practices. They have final say on weather issues. They are to ensure there are enough assistant Coaches for each team. They shall be required to have a chain crew (3 adults) available prior to the start of each home game. They shall be responsible for providing numerical rosters for the announcer’s booth at both home and away games, as required. They shall attend registration, and coordinate any football camps the league may want to attend or hold. They shall attend required PYFCO training and relay training information to all football coaches prior to, or about, the 1st scheduled practice of the current year.
7. Cheerleading Coordinator: They shall operate as coordinator for sideline cheerleading parents and coaches. They shall be responsible for all sideline cheerleading uniforms/equipment needs, to include obtaining prices for the Board of Directors for approval, and purchasing. They shall be responsible for completing a physical asset inventory each year, prior to the start of the season, and report such to the Board of Directors. They shall organize sideline cheerleading uniform/equipment issue/turn-in days at an appropriate time and place. They shall be responsible for notifying head coaches and Board of Directors of any individuals who have not complied with equipment turn-in. They shall be responsible for providing rosters for the announcer’s booth at both home and away games, as required. TheCheerleading Coordinator has the authority to maintain orderly conduct with all Coaches at games and practices. They will be responsible for overseeing coach’s certification per PYFCO bylaws. They shall attend required PYFCO training and relay training information to all sideline cheerleading coaches prior to, or about, the 1st scheduled practice of the current year. They shall coordinate set up and purchase of professional photographs of sideline cheerleaders, including location, times, and costs.
8. Football Equipment Manager: They shall be responsible for all football equipment/uniform needs, to include obtaining prices for the Board of Directors for approval, and purchasing. They shall be responsible for completing a physical asset inventory each year, prior to the start of the season, and report such to the Board of Directors. The Second Vice-President may assist with equipment acquisition and/or management. They shall organize PYFCA wide football equipment/uniform issue/turn-in days at an appropriate time and place. They shall be responsible for notifying head coaches and Board of Directors of any individuals who have not complied with equipment turn-in.
9. Fundraising Coordinator: They shall be responsible for coordinating and scheduling fundraising activities to support PYFCA. They shall be responsible for accounting funds acquired during these activities to include any, and all, fundraising functions. They shall report any fundraising activity to the Board of Directors, prior to implementing, for approval. They shall coordinate activities with the Second Vice-President or President. They shall coordinate set up and purchase of professional photographs of football players, including location, times, and costs. They may appoint others to assist them with these activities with the Board of Directors approval. They are responsible for the collection of all funds associated with fundraising activities, as well as turning over said monies or deposits to the Treasurer, within 5 business days along with an itemized, detailed financial report (which should also include pre-ordered inventory). This report will be submitted to the Board of Directors during the Board Meeting directly following the end of the fundraising event. No PYFCA fundraising activity shall be conducted without Board approval.
10. Concession Chairperson: They shall be responsible for coordinating the scheduling of parents to operate the concession stand during home games, and in conjunction with the 1st Vice President. They shall be responsible for manning, stocking of materials, and operation of the concession stand at all home games. They shall acquire the necessary funds required to operate the concession stand from the Treasurer prior to each home game. They shall be responsible for any items (food, drinks, ice, etc.) required in the concession stand. They shall be responsible for all funds made at games and assure the Treasurer receives these fund immediately following the last game of the day, for bank deposit. They shall be responsible for assuring the concession stand and outside concession areas are cleaned. They may appoint others to assist them with these activities with the Board of Directors approval. All monies raised per event shall be counted, acknowledged and verified by signature of two parties. These individuals shall include (1) Treasurer and one of the following: an independent parent or a Board member (not to be the same parent and/or board member each time). There cannot be a relation between any of the two persons counting monies by blood or by marriage.
11. Special Events/Awards Coordinator: They are responsible for planning, coordinating and implementing all special events to include but not limited to Clam Bowl, Pep Rallies and other events determined by the Board. They shall be responsible for PYFCA Media relations (newspaper, TV, website, etc.). They are responsible for coordinating with each division to collect report cards, per PYFCO guidelines, for any child that wishes to participate with Academic All-Stars event. They are responsible for attending all PYFCO meetings required for Academic All-Stars awards and turn in our recipients. They are responsible to attend the Super Bowl to distribute and/or collect awards for our participants. They shall be responsible for obtaining prices for all Association trophies and/or awards, for Board approval. They are also responsible for the Clam Bowl awards. They shall be responsible for the purchase and distribution, end of the year trophies
12-16. Head Coaches of Football Teams: They shall be responsible for rosters required by the PYFCO for weigh-ins, jersey numbers, birth certificates, etc., as required, for PYFCA participants to become legal players in PYFCO. They shall be responsible for all equipment issued to their team and assure return at the end of the season. The first division to play shall be responsible for field set-up one hour prior to the start of each home game. The last division to play will be responsible for removing/storing yard markers, chains, etc., at the end of each home game day. Head Coaches must be prepared to conduct a well-structured practice to provide for efficient use of time for each player. They shall be certified per PYFCO bylaws.
17-21. Head Coaches of Sideline and Competition Cheerleading Squads: They shall be responsible for rosters required by PYFCO or other governing bodies, birth certificates, etc., as required, for PYFCA participants to become official cheerleaders within their governing bodies. They shall be responsible for all uniforms/equipment issued to his/her team and assure its return at the end of the season. They shall be certified per PYFCO bylaws. Head coaches must be prepared for each game and practice. The first division to play shall be responsible for bringing equipment (pom-poms, cones, chains, etc.). The last division to play will be responsible for taking equipment home.
V. OPERATIONAL PROCEDURES:
A. Operating Funds
B. Registration Fees
C. Coaching Conduct
D. Player/Cheerleader Discipline
F. Background Checks
H. Member Rights
I. Association Address
J. Property Insurance
A. Operating Funds: A checking and/or savings account and/or credit card(s) shall be established at a local bank and shall be administered by the Treasurer. Arrangements shall be made to provide for dual signatures (preferably the Treasurer & President) on all Association accounts and credit cards.
If there is ever any question of impropriety concerning PYFCA money or resources, then a report compiled by the Executive Board, documenting the circumstances involved, shall be submitted for review by the Board of Directors. This report must be accomplished within 1 month of a question being raised and filed with the league records.
If no explanation can be given for the money/resources in question and any money/resources remain unaccounted for, then the Board may pursue criminal action in an attempt to make recovery and to identify the responsible person(s). Any person(s) proven by criminal action to be responsible for impropriety concerning PYFCA money and resources shall not be eligible indefinitely to hold a Board position or have any part in the decision making for the league or handling of PYFCA money/resources. This includes any Board member who resigns or is terminated from their position due to strong suspicion of impropriety.
B. Registration Fees: A registration fee voted on, and approved, by the Board of Directors prior to PYFCA sign-ups shall be remitted by each participant. Should a family have more than one child participating, a deduction shall be allowed for each additional participant. The Board of Directors shall vote on, and approve, fees for these conditions. Proven financial hardship may result in PYFCA’s forfeiture of registration fee collection from said individuals, not to include the minimum required by PYFCO; this can be approved by the Association President. This does not preclude working minimum requirements for PYFCA.
C. Coaching Conduct: Coaches will at all times refrain from conduct unbefitting of a lady/gentleman. Swearing, use of tobacco products, use of alcohol, and poor sportsmanship will not be tolerated at Association events where minors are present. Intentional contact of a football player’s helmet is prohibited. The Executive Board shall have the right to discipline/dismiss any Football/Cheerleader Coach from the PYFCA if deemed necessary.
D. Player/Cheerleader Discipline: All players/cheerleaders will be required to meet PYFCA’s standards of participation. Coaches shall have the right to dismiss/discipline any player/cheerleader from their roster should said player’s/cheerleader’s behavior be considered detrimental to the goals of PYFCA. The suspended participants may appeal to the Board of Directors. Violation of Code of Ethics may result in dismissal from the roster.
E. Sidelines: Only the PYFCA President, appropriately certified PYFCA coaches, team parent, and the chain crew of the division actively participating shall be permitted on the sidelines at PYFCA games. It shall be the responsibility of the Blue Hats (in accordance with PYFCO guidelines) to enforce this ruling. Parents or other participants will not be allowed at any time on the sidelines.
F. Background Checks: Background checks shall be conducted by the 2nd Vice-President, in accordance with PYFCO guidelines.
G. Meetings: Stated PYFCA Board meetings shall be held monthly, at a place and time to be determined by the Board of Directors, and shall be advertised on the PYFCA website. Meetings shall be conducted using “Robert’s Rules of Order” as guidance. Business shall be discussed during stated meetings with the benefit of an agenda, which shall be posted on the website prior to the meeting. The PYFCA President may call additional meetings, or non-voting work sessions. Meetings/work sessions shall not be conducted without knowledge of this being made available to the entire Board. Closed meetings of the entire Board, or Executive Board, may be conducted, with approval of the Board, concerning sensitive matters that require the protection of the privacy of individual(s). Regular (70% attendance) and prompt attendance of meetings is expected of each Board member, to the fullest extent possible.If a board member is not attending meetings regularly then the Board has the option to remove that person from the board. All PYFCA members are encouraged to attend stated Board meetings and are required to notify a member of the executive board if they will not be attending a scheduled meeting. Board members are required to find out what was missed during meetings.
H. Member Rights: A member is considered to be anyone with children currently involved, or who is a financial sponsor, or on the coaching staff (assistants included) are entitled to the following:
1. Attend stated Board meetings.
2. Full disclosure of all PYFCA documentation including, but not limited to, financial records, meeting minutes, etc., of which PYFCA reserves the right to charge reasonable expenses for copies.
3. Right to address the Board of Directors, directly, in a public forum during stated meetings.
4. All requested material must be provided to requestor at the next scheduled board meeting.
I. PYFCA Address: PYFCA’s mailing address shall be maintained at the United States Post Office in Poquoson.
J. Property Insurance: The liability/accident insurance arranged through PYFCO covers PYFCA divisions, but provides no coverage for PYFCA property. Therefore, PYFCA shall maintain an insurance policy to cover property owned (i.e. football/cheerleading equipment & uniforms, concessions equipment, etc.). The arrangements for this property insurance policy shall be maintained annuallyby Board of Directors.
K. Website: An Association website shall be maintained.