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BYLAWS OF THE WEST MILFORD MIDGET FOOTBALL ASSOCIATION

Last Modified: March 3001
Last Reviewed: January 2003



ARTICLE I
Name


The name of this organization shall be the "West Milford Midget Football =
Association", hereinafter,=20
referred to as the "WMMFA" or the "Association".


ARTICLE II
Purpose


The object of this association is to teach as many young men and women =
as possible to do their best,=20
to seek excellence and to develop individual spirit and sportsmanship =
through participation in the football=20
and cheerleading programs.


ARTICLE III
Members


Membership in this Association shall consist of:

    

  1. All current Association Officers.

  2. All parents or legal guardians of a participating child.

  3. All team coaches, advisors, coordinators, league representatives, =
and committee chairpersons.

  4. Any other participating adult as approved by a two-thirds vote of =
the Executive Board.




ARTICLE IV
Meetings


A. BUSINESS MEETINGS:

    

  1. Regular meetings of the Association shall be held at a time and =
place specified by the board, unless=20
otherwise so ordered, and shall be as follows:

      

    1. On the last Monday of February for the purpose of approving the =
Annual Budget.

    2. On the last Monday of October to make nominations for officers, =
Directors and League Representatives=20
as specified in Article V-B.

    3. On the last Monday of November for the election of officers.

    

  2. Special meetings of the association can be called by the President =
or a majority of the Executive Board=20
or called upon by the written request of ten (10) members of the =
Association, with a minimum of five (5) days=20
notice. The purpose of the meeting shall be stated in the call. A =
majority of the Executive Board must=20
be present.

  3. All meetings shall be conducted by the rules contained in the =
current edition of Robert's Rules of Order=20
Newly Revised except as specified elsewhere in the Bylaws.

  4. At regularly scheduled meetings, the order of business shall be:

      

    1. Reading and approval of minutes

    2. Financial report

    3. Reports of officers, Executive Board and Committees

    4. Unfinished business

    5. New business

    6. Election of officers (at Annual Meeting)

    

  5. Only members of the Association shall be eligible to vote at =
meetings.

  6. A quorum for the transaction of business at any meeting of the =
Association consists of all members=20
present and voting.



B. ANNUAL ELECTION MEETING:

The regular November meeting of the Association shall be known as the =
Annual Meeting and shall be for the purpose=20
of electing officers, receiving reports of officers and committees, and =
for any other business that may arise.


ARTICLE V
Executive Board


A. MEETINGS:

    

  1. Regular meetings of the Executive Board lor conducting of business =
shall be held once each month at a=20
predetermined time and place. If an association member wishes to attend =
the Executive Board meeting,=20
they must notify the President, in writing. The Executive Board will =
decide if the association member=20
can attend the meeting.

  2. Regular meetings of the Association for conducting of business shall =
be held on the last Monday of each=20
month at a predetermined time and place. Regular meetings are open to =
all members.

  3. Special meetings may be called at any time by the President or by a =
majority of the Executive Board by=20
means of advance notice to each Board member of the time, place, and =
purpose thereof.

  4. A two-thirds (2/3) vote of the Executive Board present is required =
to pass a motion.

  5. A two-thirds (2/3) vote of the Executive Board present is required =
to override any Directors decisions.

  6. By-laws shall be read and reviewed at the January meeting. If deemed =
necessary by the Executive Board,=20
a committee can be appointed to review such By-laws. Any proposed =
changes must be presented to the membership=20
for review at the next regular meeting.



B. ELECTION

    

  1. The Association officers and four (4) directors, consisting of the =
Football Director, the Football League=20
Representative, the Cheerleading League Representative, and the =
Cheerleading Director shall constitute the=20
Executive Board.

  2. The Football Director shall be elected at the Annual Election =
Meeting by the rostered football coaches.

  3. The Cheerleading Director shall be elected at the Annual Election =
Meeting by the rostered cheerleading advisors.

  4. The Football League Representative shall be elected at the Annual =
Election Meeting from and by the respective=20
rostered coaches.

  5. The Cheerleading League Representative shall be elected at the =
Annual Election Meeting from and by the respective=20
rostered advisors.



C. VACANCIES

In the event of a vacancy on the Executive Board, the President shall =
appoint a member with ratification of the Board,=20
to fill the un-expired term.

D. DUTIES

    

  1. The Executive Board shall have all powers and authority over the =
affairs of the Association except as otherwise set=20
out in these By-laws. It shall be authorized to adopt rules and =
regulations as it may deem proper for the economy,=20
progress and success of the Association, provided they do not conflict =
with these By-laws.

  2. All members of the Executive Board shall assist in the recruiting of =
persons to participate in the Association at=20
all levels.




ARTICLE VI
Officers


A. The officers of the Association shall be a President, Vice President, =
Secretary, Treasurer, and Financial Secretary.=20
These officers shall perform the duties prescribed by these Bylaws and =
by parliamentary authority adopted by the=20
Association.

B. Open nominations for officers shall be at the October regular =
meeting.

C. The officers shall be elected by ballot to serve for one year or =
until their successors are elected, and their term=20
of office shall begin January 1st and end December 31st. A majority vote =
wins.


ARTICLE VII
Duties and Responsibilities


A. OFFICERS:=20
At least one (1) officer shall be present at every home game in which =
the Association participates.=20
In the event of controversy, they shall make decisions under the =
guidelines of the League and Association By-laws as=20
deemed necessary. The Executive Board shall review such decisions at a =
later date.


    

  1. The President shall:

      

    1. Preside over meetings.

    2. Be the leader ofthe Association.

    3. Have the power to appoint committee Chairperson with the Board's =
approval.

    4. Be the spokesperson for the Association along with the Publicity =
Chairperson.

    5. Review all financial records semi-annually and sign a statement that =
they have been reviewed and have been found=20
to be acceptable.

    6. Delegate which Officers should be at each home game, as specified in =
Article VII-A.

    7. Serve as a member of The Football Coaches Committee.

    8. Serve as a member of The Football Cheer Committee.

    

  2. The Vice-President shall:

      

    1. Preside over meetings in the absence of the President.

    2. Automatically become President for the unexplored term should that =
office be vacated.

    3. Organize such matters as:

        

      1. Registration

      2. First Aid Squad

      3. Insurance

      4. Bus Transportation

      5. Special games and Youth Bowl

      6. Certification of All Coaches and Advisors

      7. Such other matters deemed necessary by the board for the smooth =
functioning of the Association=20

      8. Review all financial records semi-annually and sign a statement that =
they have been reviewed and have been found to=20
be acceptable

      

    4. The Secretary shall:

        

      1. Keep the minutes of all Association/Board meetings.

      2. Handle the correspondence of the Association.

      3. Notify Board members of meetings.

      4. Post notices of general Association meetings.

      5. Keep accurate records of all current membership according to lists =
obtained from the Football Director and=20
Cheerleading Director

      


    5. The Treasurer shall:

        

      1. Receive all Association funds, issue receipts for all funds =
received, properly bank them within three (3) business=20
days and submit accurate categorized records of same to the Financial =
Secretary for recording.

      2. Disburse those funds only as directed by a two-thirds (2/3) vote of =
the Board.

      3. Assist the Financial Secretary to prepare the books for the annual =
audit.

      


    6. The Financial Secretary Shall:

        

      1. Keep accurate categorized records of all financial transactions.

      2. Submit a written report of the financial condition of the =
Association at each regular meeting and present the books=20
for inspection.

      3. Prepare the books for annual audit.

      4. Submit the books semi-annually for review by the President and =
Vice-President

      

    

B. DIRECTORS

      

    1. The Football Director shall:

        

      1. Serve as a member of the Football Coaches Committee.

      2. One month prior to the opening day of practice submits to the =
Football Coaches Committee for approval, a proposed=20
list of coaches. Upon confirmation of a final list, assigns coaches =
duties as deemed necessary.

      3. Schedules practices and equipment dispersal and collection.

      4. Supply a roster of Football Coaches Committee approved coaches by =
August 20 to the Executive Board for the purpose=20
of rostered voters and to the Vice-President for the purpose of =
certification.

      5. Schedule coaches meetings and training

      


    2. The Cheerleading Director shall:

        

      1. Serve as a member of the Football Cheer Committee.

      2. One month prior to the opening of practice submits to the Football =
Cheer Committee for approval a proposed list of=20
advisors and coaches

      3. Assign all cheerleading squads according to the cheerleading =
policies adopted by the cheerleading coaches and advisors.

      4. Has full authority and responsibility for scheduling registrations, =
clinics, tryouts and selections of judges.

      5. Schedule practices and equipment dispersal and collection.

      6. Supply a roster of all Football Cheer Committee approved Advisors by =
August 20 to the Executive Board for the purpose=20
of rostered voters and to the Vice President for the purpose of =
certification.

      7. Schedule advisor and coaches meetings and training.

      


    3. The Football League Representative shall attend all meetings of the =
Football League and report all activities and=20
actions to be taken by the League back to the Association and shall =
represent the decisions of the Association as=20
instructed by the Executive Committee. The Football League =
Representative shall also serve as a member of the Football=20
Committee.


    4. The Cheerleading League Representative shall attend all meetings of =
the Cheerleading League and report all activities=20
and actions to be taken by the League back to the Association and shall =
represent the decisions of the Association as=20
instructed by the Executive Committee. The Cheerleading League =
Representative shall also serve as a member of the Football=20
Cheer Committee.

    

C. COACHES AND ADVISORS:

      

    1. A coach or advisor may be suspended by their Director, for reasons =
of moral or ethical misconduct, or behavior in a=20
manner calculated to bring the Association into disrepute. A two-thirds =
(2/3) vote of the entire Board is required to=20
terminate any coach or advisor.

    2. All coaches and advisors are required to conduct themselves in a =
manner that will display High moral and ethical=20
conduct. Every Coach and Advisor must strongly promote our purpose =
statement as present in Article II.

    


    ARTICLE VIII
Committees and Duties
    

A. COMMITTEE

      

    1. The President, with ratification by the Executive Board, shall =
appoint the chairperson of standing committees,=20
their term to run concurrent with that of the President. Chairpersons =
shall choose their own committee, which shall=20
be responsible to the Board.

    

B. STANDING COMMITTEES AND THEIR DUTIES ARE:

      

    1. Concession Stand:

        

      1. Obtain money from the Treasurer, with Board approval, to purchase =
items for sale at the refreshment stand.

      2. Returns all profits to the Treasurer.

      3. Returns the proper accounting of debits and credits to the Financial =
Secretary.

      4. Returns a copy of receipt of profits to the Financial Secretary.

      5. All records and profits must be submitted to the proper officers =
after each home game.

      6. Handles all other duties necessary for the smooth running of the =
concession stand.

      


    2. Field Management:

        

      1. The home team football coaches and cheering advisors are to make =
sure the field is ready for play at all times,=20
including, but not limited to: a PA system, bleachers, scale, markers, =
and any other items necessary for hosting a=20
football game.

      


    3. Fund Raising:

        

      1. Coordinates fundraising efforts after Board approval.

      2. Keeps adequate records of expenses and sales.

      3. Returns copies of records promptly to the Financial Secretary.

      4. Returns all profits promptly to the Treasurer.

      


    4. Publicity:

        

      1. Serves as the spokesperson for the Association along with the =
President=20

      2. Recruits persons to write up new releases on all games and such =
other publicity as is deemed appropriate.

      


    5. Head Team Parent:

        

      1. Recruits and coordinates team parents to staff the refreshment stand =
in coordination with the Concession Chairperson,=20
handle fundraisers, and for such other tasks as may be needed.

      


    6. Equipment Manager:

        

      1. The issuance and collection of all equipment

      2. The proper inventory of equipment

      3. The maintenance and refurbishing of equipment

      4. Annual Inventory of equipment



      5. Football coaches Committee:
The Football Coaches Committee shall consist of the Football Director, =
the President and the Football League Representative.

The Committee:

          

        1. Approves the list of coaches at least one (1) month prior to the =
start of each season.

        2. Has final enforcement of all football rules and regulations

        3. Has the authority to suspend and issue disciplinary action against =
coaches who break the rules and regulations

        4. Review charges of moral and ethical misconduct or behavior in a =
manner calculated to bring the association into=20
disrepute by coaches and recommends action to be taken to the Executive =
Board. All charges must be in writing and signed=20
by at least one (1) member of the Association.

        5. Approves the assignment of all football players

        6. A 2/3 majority of the committee is needed to approve any and all =
decisions made by the committee

        7. All coaches denied appointment by the committee must be notified as =
to the reason in writing

        


      6. Football Cheer Committee:

The Football Cheer Committee shall consist of the Cheerleading Director, =
the President and The Cheerleading League=20
Representative. The Committee:

          

        1. Approves the list of all advisors and coaches at least one (1) month =
prior to the start of each season.

        2. Has final enforcement of all cheerleading rules and regulations.

        3. Has the Authority to suspend and issue disciplinary action against =
advisors and coaches who break the rules=20
and regulations.

        4. Reviews charges of moral and ethical misconduct in a manner =
calculated to bring the Association into disrepute=20
by advisors or coaches and recommends action to be taken to the =
Executive Board. All charges must be in writing and=20
signed by a member of the Association.

        5. Approves the assignment of all cheerleaders.

        6. All Advisors/Coaches denied appointment by the committee must be =
notified as to the reason in writing.

        7. A 2/3 majority of the committee is needed to approve any and all =
decisions made by the committee.

        

      

C. SPECIAL COMMITTEES

And or their chairpersons are appointed by the President and ratified by =
the Board to perform functions not performed=20
by the standing committees and shall serve until their purpose has been =
fulfilled or until dissolved by the President.


      ARTICLE IX
Finances
      

A. BUDGET

        

      1. The proposed annual budget shall be approved by the Board and =
presented to the membership at the February Association=20
meeting for approval.

      2. The Association Fiscal Year is January 1st to December 31st.

      

B. INCOME

        

      1. The Association shall be Financed by:=20

          

        1. Payment of registration fees

        2. Various fundraising projects

        3. Donations

        4. A concession stand

        5. Others as voted bv the Board

        

      

C. EXPENDITURES

        

      1. The Treasurer shall pay all expenditures as authorize by the Board.

      2. No individual member may incur expense without the authorization of =
the Board.

      3. The Association will maintain a checking account which will require =
two signatures at all times.

      4. The Association will maintain a Post Office Box to receive all =
Association mail.=20

          

        1. All checking account statements and canceled checks must be received =
at the Post Office Box.

        2. The President, Vice President, and Treasurer shall be the only key =
holders to the Post Office Box.

        3. The Treasurer shall be responsible for submitting in a timely manner =
all the bank statements and canceled checks=20
to the Financial Secretary.

        

      5. The Financial Secretary will, at no time be authorized to sign =
checks, receive funds or disburse funds for the=20
Association.

      6. All checks for the Association must be disbursed by the Treasurer =
and signed by two officers.

      7. The authorized signatures shall be any two of: President, Vice =
President, Secretary, and or Treasurer.

      

D. AUDIT PROCEDURES

        

      1. The records maintained by the Financial Secretary are audited =
annually.

      2. The records maintained by the Treasurer are audited annually before =
transfer to the incoming Treasurer.

      3. The Board will appoint an auditor from within or outside the =
Association to perform the audit by February 1st;=20
the cost, if any, is to be borne by the Association.

      


      ARTICLE X
Amendments
      

An appeal from any decision, policy determination, or other action of =
the Executive Board may be taken and the issue=20
put to a vote of the rostered Coaches upon submission within 30 days =
after such Board decision, of a written petition=20
objecting thereto, bearing the signatures of 50% of the rostered Coaches =
and Cheerleading Advisors. The petition must=20
request a special meeting be called as well as the exact question (to be =
voted "Yes or No") upon which the vote will be=20
taken. The vote will take place in accordance with the WMMFA By-laws and =
Robert's Rules of Order and a vote of no less=20
than 2/3 of the rostered Coaches and Cheerleading Advisors must be =
present at such meeting.



      ARTICLE XI
      

These By-laws can be amended as follows: At the January meeting or as =
deemed necessary a By-law committee can be=20
appointed by the Executive Board. Changes must be presented by an =
appointed By-law Committee, as described in=20
Article V-6 to the membership. After such committee, has been appointed, =
they may present proposed changes to the=20
membership at the following regular or special meeting may be called =
subject IV-A-2. After such presentation has=20
been made, no less than 30 days later such changes can be voted on by =
the membership. A quorum of 2/3 of the rostered=20
Coaches, Cheerleading Advisors must be present at such meeting.


      ARTICLE XII
Dissolution Provision
      

Upon dissolution of the association all remaining proceeds including =
those that may have been derived from games of chance
will be disbursed to the West Milford High Scholl Football and =
Cheerleading Booster Clubs to be used for the benefit of the youths in =
thos programs.
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