BETHEL YOUTH FOOTBALL & CHEER BY-LAWS

 

(Approved June 2018)

 

I. Name 

 

A. The name of this organization is BETHEL YOUTH FOOTBALL & CHEER 

 

II. Purpose 

 

A. The purpose of Bethel Youth Football & Cheer is to promote teamwork, discipline, sportsmanship, respect for authority, fair play and, in general, youth football and cheerleading in Bethel, Ohio. 

 

III. Executive Board 

 

A. The Executive Board is comprised of a President, Vice President, Secretary, Treasurer, Sergeant at Arms, Cheer Coordinator, Assistant of Cheer Operations, Concessions Coordinator, as well as three Trustees.

 

 

B. The Executive Board serves as Trustees and Officers of Bethel Youth Football & Cheer

 

IV. Officer Qualifications 

 

A. Qualifications for election to an Executive Board post include, but are not limited to, the following. 

 

1. Interested in, and devoted to, the purpose of Bethel Youth Football & Cheer 

 

2. In good standing with the community and Bethel Youth Football & Cheer. 

 

3. Active in all activities past, present and future, of Bethel Youth Football & Cheer 

4. Must attend six public Board Meetings of Bethel Youth Football & Cheer 

 

5. Must pass sheriff’s background check; should meet or exceed standards as set forth below in “coaching eligibility”.

 

V. Removal from Office 

 

A. Officers shall not be removed from office except by a two-thirds (66% or greater) vote of the Executive Board. 

 

VI. Duties of Officers 

 

A. President: 

 

1. Presides over all meetings of Bethel Youth Football & Cheer

 

2. Appoints committees as deemed necessary to fulfill the interests of Bethel Youth Football & Cheer 

 

3. Insures that ALL duties of the other Officers are fulfilled. 

 

4. Holds the final interpretation and application of ALL rules and regulations governing Bethel Youth Football & Cheer with the exception of game forfeitures and/or expulsions. 

 

 

5.  For the function of the organization, the President is entrusted with the assignment of the following duties. The President must select from the list of “qualified candidates”, to be defined as any member in good standing of the executive board, including, but not limited to, any officer or trustee. 

 

6. Coordinates the schedule and logistics of bowl games.   

 

 

a. League Representative

 

 1. Represent Bethel Youth Football & Cheer  at all League meetings and events; 

 

2.Responsible for relay of all important information, discussions and rulings to Bethel Youth Football & Cheer via a monthly League Report; Request and report vote results on behalf of Bethel Youth Football & Cheer to the league as needed; and Collect and disseminate paperwork and fees as required between the league and Bethel Youth Football & Cheer

 

 

b. Coaching Coordinator

 

1. Presents candidate head coaches (football) to the Executive Board. Head Coach selection is determined by a majority vote (51% or greater) of the Executive Board. 

 

2. Is responsible for collecting and maintaining Head Coach applications. 

 

3. Coordinates Coaching Interviews with ALL coaching candidates, to include at least four (4) board members.

 

4. Coordinates the schedule and logistics of at least one coach's clinic per season. 

 

5. Coordinates the schedule and logistics of coaching certification programs required by Bethel Youth Football & Cheer 

 

6. Coordinates the schedule and logistics of at least one players clinic and/or camp. 

 

7. Contact point for coaching, and/or parent complaints as they may relate to the coaching staff.  May escalate the complaint to the President if necessary.

 

 

c. Fundraising Coordinator

 

 1. Is responsible for presenting ALL fund raising and promotion opportunities to the Executive Board. Approval of fund raising and/or promotions activities must obtain a majority vote (51% or greater) from the Executive Board. 

 

 

d. Public Relations Coordinator

 

1. Is responsible for the upkeep of the website; must include important “upcoming dates” on the schedule as they relate to Sign-ups, Bowl Schedules, Football/Cheer Camps, Game Schedules, Cheer Competitions, Playoffs and Upcoming Board Meetings;

 

2. Maintain a “devotion to players safety” page on the organization’s webpage.  This page should include information on coaching eligibility requirements as well as player safety training;

 

3. Maintain an up to date Board Members and Coaching directory;

 

 

B.  Vice President 

 

1. Attends all required meetings of Bethel Youth Football & Cheer

 

2. In the absence of the President, presides over all meetings of Bethel Youth Football & Cheer 

 

3. Assists the President in any way suggested by the President and/or Executive Board. 

 

  

4. Is responsible for coordinating the logistics and operation of field and facilities used by Bethel Youth Football & Cheer

 

 

C. Secretary 

 

1. Maintains an accurate written record of ALL Bethel Youth Football & Cheer meetings and other pertinent activities. 

 

2. Reports prior meeting minutes and pertinent activities at ALL Bethel Youth Football & Cheer meetings. 

 

3. Submits copy of meeting minutes to each member of the Executive Board prior to next schedule meeting. 

 

4. Maintains all records of Bethel Youth Football & Cheer with exception of the financial records. 

 

5. Notifies each member of the Executive Board seven (7) days in advance of ALL meetings. 

 

6. Is responsible for collecting, and maintaining police/sheriff background checks. 

7. Maintains a register of all persons attending ANY Bethel Youth Football & Cheer meeting and defines the Electorate Body prior to officer elections. 

 

 

D. Treasurer 

 

1. Is the custodian of all funds and financial records of Bethel Youth Football & Cheer

 

2. Is fiscally responsible for budgeting and using Bethel Youth Football & Cheer  funds to pay ALL obligations incurred by Bethel Youth Football & Cheer 

 

3. Is responsible for securing second signature required for any and all disbursement of funds. 

 

4. Presents a physical financial report at each regularly scheduled Bethel Youth Football & Cheer meeting. 

 

5. Presents a written annual financial statement to each member of the Executive Board at the second regularly scheduled Bethel Youth Football & Cheer meeting. 

 

6. Is authorized to sign for disbursement of Bethel Youth Football & Cheer  funds. 

 

7. Sole Member eligible to receive payment on behalf of Bethel Youth Football & Cheer 

 

E. Sergeant at Arms 

 

1. Maintains order at all Bethel Youth Football & Cheer meetings. 

 

2. Serves as Equipment Manager, responsible for storage, maintenance, disbursement and collection of ALL Bethel Youth Football & Cheer property. 

 

3. Presents equipment, uniform and/or property deficits to the Executive Board. 

 

4. Procures ALL equipment, uniform and/or property as approved by a majority vote (51% or greater) of the Executive Board. 

 

5. Provide copy of ALL equipment, uniform and/or property record and receipts to Treasurer. 

 

6. Coordinates and keeps record of at least one (1) inventory count of ALL equipment, uniform and/or property of Bethel Youth Football & Cheer

 

7. Is the custodian and distributor of medical/1st aid kits for for sidelines and concessions. 

 

8. Is the custodian of spare equipment, uniform and/or property for each team. 

 

 

G. Cheer Coordinator

 

1. Presents candidate head coaches (cheer) to the Executive Board. Head Coach selection is determined by a majority vote (51% or greater) of the Executive Board. 

  

2. Is responsible for collecting and maintaining Head Coach applications. 

 

3. Coordinates the schedule and logistics of at least one cheer clinic and/or camp. 

 

4. Coordinates the cheer schedule and calendar of events.

 

 

H. Assistant of Cheer Operations

 

1. In the absence of the Cheer Coordinator oversees all cheer-related matters at meetings of Bethel Youth Football & Cheer

 

3. Assists the Cheer Coordinator in any way suggested by the President and/or Executive Board. 

 

 

 

I. Director of Concessions

 

1. Is responsible for coordinating the logistics and operation of the concession stand.

 

2. Maintains a sales, purchasing and inventory report, to be distributed at each monthly board meeting; second board member must be present for inventory and receiving.

 

3. Responsible for concessions asset management and upkeep. Any maintenance needs should be reported to the Sergeant of Arms.

 

 

VII. Meetings 

 

A. Regularly Scheduled Meetings 

 

1. A minimum of twelve (12) regular monthly meetings will be scheduled each Bethel Youth Football & Cheer fiscal year. 

 

B. Special Meetings 

 

1. Special Meetings may be required from time to time. These special meetings are called by the President and/or required to be called by a majority (51% or greater) of the Executive Board. 

 

2. Each member of the Executive Board must be notified seventy-two (72) hours prior to holding a special meeting. Notification is the responsibility of the Secretary. 

 

C. Voting Procedure 

 

1. All issues brought before the Executive Board shall require a majority vote (51% or greater)to pass unless otherwise specified by Bethel Youth Football & Cheer by-laws. 

 

2. The President shall vote only in the case of a tie, or when vote is necessary to fulfill quorum requirements. 

 

3. ANY member of the Executive Board under consideration for disciplinary action is NOT eligible to vote on that issue or issues. 

 

4. ANY and ALL disciplinary action must be approved by two-thirds vote (66% or greater) of the Executive Board. 

 

D. Quorum 

 

1. To hold a valid Bethel Youth Football & Cheer meeting a majority of six (6) Executive Board members must be present at the meeting. 

 

VIII. By-Law Amendments 

 

A. Amendments to the by-laws require a two thirds (66% or greater) vote of the Executive Board. 

 

B. ANY member of the Executive Board may make by-laws an amendment proposal to Bethel Youth Football & Cheer

 

IX Elections and Terms of Office 

 

A. The Electorate Body is defined as any persons in good standing, attending at least 6 regular meetings in the current fiscal year. The Secretary will supply to the President a list of those who qualify at the onset of any meeting where nominations or elections of Officers are to take place. 

 

B. ALL members of the Executive Board are to be nominated and seconded for nomination during open meeting by members of the Electorate Body. 

 

C. Executive Board Members are elected by the Electorate Body at the last regularly scheduled meeting of the fiscal year. Closed ballots will be counted and winners verified before meeting is adjourned. 

 

D. Executive Board Members are elected for the following terms:

 

The President’s term shall be three (3) years;

 the VP’s term shall be two (2) years;

 the Treasurer’s term shall be two (2) years, commencing on odd numbered years;

 the Secretary’s term of two (2) years commencing on even numbered years; 

 

all other Executive Board Members are elected to a term of not longer than one (1) fiscal year in office. Term limits do not exist, therefore after one (1) term, Officers must vie for reelection.

 

F. Newly elected Officers will take office on the first day of the month after the election is held. 

 

X. Fiscal Year 

A. The fiscal year for Bethel Youth Football & Cheer will start on the first day of February in the current calendar year and end on the last day of January in the next calendar year. 

 

XI. COACHES AND COACH SELECTION GUIDELINES:

 

A. Qualifications for Head Coaches include, but are not limited to, the following: 

 

1. Interested in, and devoted to, the purpose of Bethel Youth Football & Cheer 

 

2. In good standing with the community and Bethel Youth Football & Cheer 

 

3. Active in all activities, past, present and future, of Bethel Youth Football & Cheer

 

4. Must be certified each year by the appropriate body determined by the Executive Board. 

 

5. Must provide a police/sheriff background check to the Coaching Coordinator. 

 

6. Additional Guidelines:

 

i. No candidate for a coaching position may have a violent crime record; a violent crime includes, but is not limited to: child abuse, domestic violence (within the past six (6) years), assault, and all other crimes deemed violent in nature by the Executive Board of Bethel Youth Football & Cheer.

ii. No candidate for a coaching position may have a criminal history including theft.

iii. No candidate for a coaching position may have been found guilty of any drug related offenses within the past six (6) years.

iv. No candidate for a coaching position may have any criminal charges involving a minor, unless the candidate was under the age of 21 him or herself at the time of the charge.  Only if the candidate was under the age of 21 can the board give the candidate additional consideration.

v. Must submit to a drug test at the discretion of, and at any time, as requested by the Executive Board.  Failure to submit to the test, or failure to pass will result in immediate removal from coaching position. Test will be done at the expense of Bethel Youth Football & Cheer.

 

 

6. The Executive Board will consider Coach Selection Guidelines (see above) in selecting qualified individuals to become Head Coach representatives of Bethel Youth Football & Cheer. Each Head Coach is responsible for selecting assistant coaches for their assigned team and is expected to exercise the same careful selection process.  Assistant coach’s must then be presented to the Executive Board for consent; the Board MUST approve the Head Coach’s nominees provided they meet the necessary coaching criteria as set forth by the Board under the Coach Selection Guidelines (above). 

 

7. Any and ALL issues arising from a Head Coach’s team must be presented to that Head Coach prior to involvement of ANY member of the Board of Executives and/or Board of Directors, except where the Head Coach is ALSO a member of the Board of Directors.  If the Head Coach is unable to resolve any issues, only then should the Board be involved.  Any and ALL coaching issues should be addressed to the Coaching Coordinator, who will oversee the dispute and/or may escalate the issue to the Executive Board for further review.

 

B. Responsibilities of Head Coaches include, but are not limited to, the following: 

 

1. Head Coaches will be appointed by the Executive Board and selected by application as well as an interviewing process. Interviews of all applicants for head coaching positions will be conducted by a committee made up of the Executive Board (to include no less than four (4) members). After all applicants have been interviewed, the Executive Board will vote in closed session and afterwards make the appointments. 

 

2. Each head coach will be responsible for obtaining their own staff, however, each coach must meet all requirements of the Executive Board and receive Board consent as defined above. 

 

3. Will be responsible for maintaining their teams paper work and medical release forms. 

 

4. Coaches will be responsible for their fans actions. If a fan will not leave upon request the police can be called to remove the person. 

 

5. Head coaches can discipline any member of their team for violation of team rules, however, any action must be reported to the Executive Board (as appropriate) in advance, if possible. 

 

6. Each head coach will be responsible for the collection of equipment at the end of the season and will work closely with the Sergeant of Arms to coordinate time to place equipment back into inventory. 

 

7. No coach, assistant, or representative will use any alcohol or tobacco products while participating in any Bethel Youth Football & Cheer Inc. function, game, or practices.

 

8. Each coach will appoint a “parent team representative” to represent their team and to inform parents and kids on his team of any necessary Bethel Youth Football & Cheer information. 

 

9. Head coaches are required to attend four (4) monthly Board Meetings. Once selected, head coaches will retain their positions until they resign or are replaced. 

 

10. All coaches are required to read and abide by all Bethel Youth Football & Cheer by-laws and the Coaches Code of Ethics. 

 

 C. Grounds for Removal from Coaching Position

 

1. Any act that violates the Coach Selection Guidelines requires immediate removal from coaching. Board will vote as to the length of removal, unless the act excludes the individual from coaching for a specified length of time as set forth in these by-laws.

2. In the event of a Parent, CCYFL, Board, or Officiating complaint, the Board reserves the right to review and administer disciplinary action including up to complete removal of coaching privileges.

3. Failure to adhere to the Coaches Code of Conduct will be grounds for disciplinary action including up to complete removal of coaching privileges.

4. Failure to adhere to minimum playing time requirements will result in:

1st offense: $250 fine.

2nd offense: $250 fine AND 1 game suspension.

3rd offense: Removal from coaching for the remainder of the season as well as the following season.

 

 

XII. Indemnification 

  

A. Board of Directors shall be indemnified by Bethel Youth Football & Cheer to the fullest extent permitted by Ohio Law and/or Ohio Non-Profit Law. 

 

XII. Dissolution

 

 

It is agreed that, should Bethel Youth Football and Cheer cease to function, all material assets and funds will be donated to a youth football related non-profit organization.