Arizona Pop Warner North Association: By Laws
NORTH POP WARNER FOOTBALL, INC.
D.B.A.
NORTH ASSOCIATION FOOTBALL, INC.
BY-LAWS
NORTH POP WARNER FOOTBALL, INC.
D.B.A.
NORTH ASSOCIATION FOOTBALL, INC.
BY-LAWS
ARTICLE I MEMBERSHIP
SECTION 1. MEMBERS
ALL ACTIVE MEMBERS OF THE CORPORATION MUST HAVE ON FILE WITH THE CORPORATION A COMPLETE, CURRENT BOARD APPROVED “ADULT PERSONNEL” APPLICATION, WHICH SHALL BE SUBMITTED ANNUALLY AND SHALL EXPIRE IN ACCORDANCE WITH FEDERATION BY-LAWS AND THESE BY-LAWS.
ACTIVE AND PARTICIPATING MEMBERS OF THE CORPORATION SHALL HAVE VOTING RIGHTS AT THE ANNUAL ELECTION MEETING OF THE OFFICERS AND DIRECTORS OF THE BOARD, UNLESS SAID MEMBERS HAVE BEEN REMOVED, SUSPENDED, FIRED OR DEFINED AS “NOT IN GOOD STANDING” AT THE TIME OF VOTING. EACH MEMBER OF “GOOD STANDING” SHALL BE ENTITLED TO ONE (1) VOTE FOR EACH DIRECTOR AND/OR OFFICER NAMED ON THE BALLOT.
NO TEAM SHALL HAVE MORE THAN THREE (3) ACTIVE MEMBERS ON THE BOARD AT ANY TIME, UNLESS APPROVED BY THE BOARD WITH A TWO-THIRDS (2/3) AFFIRMATIVE VOTE OF THE BOARD MEMBERS PRESENT AT SAID MEETING.
SECTION 2. CLASSES OF MEMBERS
THE CORPORATION SHALL HAVE THREE (3) CLASSES OF MEMBERS. THE DESIGNATION OF SAID CLASSES SHALL BE AS FOLLOWS:
ACTIVE MEMBERS - THIS CLASS SHALL CONSIST OF THE OFFICERS, DIRECTORS, COMMITTEE CHAIRPERSONS, TEAM STAFF MEMBERS AND ANY OTHER POSITION WHICH MAY BE ESTABLISHED AND APPROVED BY THE BOARD OF DIRECTORS FROM TIME TO TIME.
PARTICIPATING MEMBERS - THIS CLASS SHALL CONSIST OF ANY ADULT, PARENT OR GUARDIAN OF A YOUTH ACTIVELY PARTICIPATING IN THE NORTH ASSOCIATION PROGRAM.
(C ) ASSOCIATE MEMBERS - THIS CLASS SHALL CONSIST OF ANY ADULT OR BUSINESS THAT DOES NOT QUALIFY AS AN “ACTIVE” OR “PARTICIPATING” MEMBER, BUT SIGNIFICANTLY CONTRIBUTES TO NORTH ASSOCIATION FOOTBALL IN CARRYING OUT ITS OBJECTIVES.
SECTION 3. QUALIFICATIONS FOR ACTIVE MEMBERS
QUALIFICATIONS FOR ALL “ACTIVE MEMBERS” SHALL CONSIST OF THE FOLLOWING REQUIREMENTS:
ALL “ACTIVE MEMBERS” SHALL BE OF THE REQUIRED AGE AS SPECIFIED BY THE FEDERATION BY-LAWS, UNLESS THE “ACTIVE MEMBER” IS APPLYING FOR THE POSITION OF BOARD MEMBER, IN WHICH CASE THE REQUIRED MINIMUM AGE SHALL BE EIGHTEEN (18) YEARS OF AGE.
ALL “ACTIVE MEMBERS” SHALL BE FREE OF PROFANITY, NOT UNDER THE INFLUENCE OF ALCOHOL AND/OR DRUGS (ILLEGAL) AND TOBACCO, NOT POSSESS DANGEROUS WEAPONS AND/OR FIREARMS AT ANY ASSOCIATION OR FEDERATION SANCTIONED FUNCTIONS, TO INCLUDE BY NOT BE LIMITED TO ALL PRACTICES, GAMES AND MEETINGS.
MUST COMPLETE IN FULL, AN ADULT PERSONNEL APPLICATION WHICH MUST BE SUBMITTED IN COMPLIANCE WITH THE FOLLOWING REQUIREMENTS:
ACTIVE MEMBER - COACH: SAID COACH MUST SUBMIT AN APPROVED ADULT PERSONNEL APPLICATION PRIOR TO BEING PLACED AS AN ELIGIBLE CANDIDATE FOR COACH’S SELECTION BY THE BOARD APPOINTED SELECTION COMMITTEE:
HEAD COACH MUST COMPLETE NYSCA CERTIFICATION PRIOR TO THE FIRST DAY OF PRACTICE.
HEAD COACH MUST BE A CERTIFIED RED CROSS FIRST AID CARD HOLDER OR HAVE A FIRST AID CARD HOLDER PRESENT AT ALL PRACTICES AND GAMES.
HEAD COACH MUST ATTEND ALL ASSOCIATION, CONFERENCE AND/OR FEDERATION REQUIRED CLINICS, IF ANY ARE DESIGNATED.
HEAD COACH MUST ATTEND ALL REGULAR SCHEDULED COACHES MEETINGS OR HAVE A QUALIFIED STAFF PERSON ATTEND.
ACTIVE MEMBER -- BOARD MEMBER: SAID BOARD MEMBER MUST SUBMIT A SEPARATE ADULT PERSONNEL APPLICATION FOR REVIEW BY THE BOARD AT LEAST TWO (2) WEEKS PRIOR TO HAVING THEIR NAME PLACED ON THE BALLOT.
ANY BOARD MEMBER WHO RESIGNS OR IS REMOVED BY A VOTE OF THE BOARD FROM THEIR BOARD POSITION PRIOR TO THEIR FULL TERM EXPIRING (FOR REASONS OTHER THAN MEDICAL OR BOARD APPROVED), SHALL BE INELIGIBLE FOR ACTIVE MEMBERSHIP AS A BOARD MEMBER FOR ONE (1) FULL YEAR EFFECTIVE FROM THE DATE OF THEIR RESIGNATION.
ANY BOARD MEMBER WHO IS ALSO A COACH WILL REFRAIN FROM INVOLVEMENT IN ANY MATTER CONCERNING HIS/HER TEAM PROPERLY BROUGHT BEFORE THE BOARD. UNDER NO CIRCUMSTANCES WILL THEY REPRESENT THEIR TEAM IN ANY MATTER BROUGHT BEFORE THE BOARD.
FOR PURPOSES OF IDENTIFYING TEAM AFFILIATION, EACH PERSON ELECTED TO THE BOARD OF DIRECTORS SHALL MAINTAIN AFFILIATION WITH THE TEAM THEY WERE ASSOCIATED WITH PRECEDING YEAR UNTIL SUCH TIME AS A NEW SEASON BEGINS AND THEY ARE ASSOCIATED WITH A TEAM. AT THAT TIME, THEY WILL BE AFFILIATED WITH THEIR NEW TEAM.
FOR THOSE PERSONS NOT PREVIOUSLY AFFILIATED WITH A TEAM, THEY WILL CONTINUE TO HAVE NO TEAM AFFILIATION UNTIL SUCH TIME AS THEY ARE ASSOCIATED WITH A TEAM THROUGH EITHER SELECTION TO A TEAM STAFF OR SELECTION AS A HEAD COACH.
AT THE TIME TEAMS ARE FORMED FOR A NEW SEASON, TEAM AFFILIATION MUST BE ALIGNED FOR THE ENSUING SEASON.
SECTION 4. TERMS OF OFFICE
ALL DIRECTORS AT LARGE WILL SERVE A ONE (1) YEAR TERM. ALL OFFICERS; PRESIDENT, EXECUTIVE VICE PRESIDENT, VICE PRESIDENT- ATHLETICS, SECRETARY, TREASURER, CHEER DIRECTOR, EQUIPMENT DIRECTOR, FLAG DIRECTOR, AND RULES DIRECTOR, WILL SERVE FOR A TWO (2) YEAR TERM. THE TERMS OF THESE OFFICES WILL ALTERNATE WITH THE PRESIDENT, SECRETARY, CHEER DIRECTOR, AND RULES DIRECTOR, ELECTED DURING EVEN NUMBERED YEARS AND THE TWO (2) VICE PRESIDENTS, TREASURER, FLAG DIRECTOR AND EQUIPMENT DIRECTOR BEING ELECTED DURING ODD NUMBERED YEARS. EACH OF THESE POSITIONS MAY BE HELD BY ANY INDIVIDUAL FOR NO MORE THAN TWO (2) FULL TERMS. IN THE EVENT THAT A VACANCY OCCURS AND IS FILLED DURING AN EXISTING TERM, THAT INDIVIDUAL MAY RUN FOR THE SAME POSITION NO MORE THAN TWO (2) SUBSEQUENT TERMS.
THE POSITIONS OF PRESIDENT, EXECUTIVE VICE PRESIDENT, SECRETARY, TREASURER, CHEER COORDINATOR AND FLAG COORDINATOR ARE REQUIRED POSITIONS AND MUST BE FILLED EACH YEAR.
SECTION 5. TERMINATION OF MEMBERSHIP
RESIGNATION -- ANY MEMBER MAY RESIGN AT ANY TIME BY WRITTEN NOTICE TO ANY EXECUTIVE BOARD MEMBER OF THE ASSOCIATION.
SUSPENSION -- ANY MEMBER MAY BE SUSPENDED PENDING A HEARING FOR CONDUCT UNLAWFUL OR PREJUDICIAL TO THE BEST INTERESTS OF THE CORPORATION, OR FOR ANY MAJOR VIOLATIONS. PERMANENT SUSPENSION SHALL BE BY A MAJORITY VOTE OF THE FULL BOARD OF DIRECTORS. A SUSPENDED MEMBER MAY BE REINSTATED (PROVIDING THERE ARE NO OPEN OR SPECIFIED CHARGES LISTED AGAINST SAID MEMBER) FOLLOWING A HEARING. AN AFFIRMATIVE VOTE SHALL BE DEFINED AS A MAJORITY VOTE OF THE CURRENT ENTIRE BOARD OF DIRECTORS.
REMOVAL -- ANY MEMBER OF THE NORTH ASSOCIATION MAY BE REMOVED FROM ANY OR ALL CLASSES OF MEMBERSHIP AND/OR REMOVED FROM “GOOD STANDING” BY A MAJORITY VOTE OF THE BOARD OF DIRECTORS PRESENT AT THE SAME MEETING. MEMBERS REMOVED FROM CLASSES OF MEMBERSHIP OR “GOOD STANDING” MAY BE REINSTATED BY A TWO-THIRDS (2/3) VOTE OF THE ENTIRE CURRENT BOARD OF DIRECTORS FOLLOWING A PERIOD OF TIME NOT LESS THAN THIRTY (30) DAYS FROM THE DATE OF REMOVAL AND A QUORUM VOTE DECISION OF THE BOARD SELECTED HEARING COMMITTEE.
SECTION 6. TRANSFER OF MEMBERSHIP
MEMBERSHIP IN THIS CORPORATION IS NON-TRANSFERABLE AND NON ASSIGNABLE.
SECTION 7. SPECIAL POWERS
THE BOARD, UPON EVIDENCE OF MISCONDUCT OF ANY YOUTH PARTICIPANT, MUST NOTIFY THE HEAD COACH OR REPRESENTATIVE OF THE TEAM IN WHICH THE YOUTH PARTICIPANT IS A MEMBER, WITHIN TWENTY FOUR (24) HOURS OF THE ACT, OR AS SOON THEREAFTER AS PRACTICAL. SAID APPOINTED TEAM REPRESENTATIVE OR HEAD COACH SHALL APPEAR IN THE CAPACITY OF AN ADVISOR (BOARD MEMBER) WITH THE YOUTH’S PARENT(S) OR GUARDIAN(S), BEFORE A MAJORITY OF THE BOARD WHICH SHALL HAVE FULL POWER TO SUSPEND OR REVOKE SAID YOUTH PARTICIPANT’S RIGHT TO FUTURE PARTICIPATION.
THE REMOVAL OR FIRING OF ANY ACTIVE MEMBER SHALL BE IN ACCORDANCE WITH THE FEDERATION BY-LAWS. THEY SHALL INCLUDE:
SERIOUS OFFENSES -- INCLUDING, BUT NOT LIMITED TO:
BREACH OF SAFETY OR CONDUCT RULES.
ANY WILLFUL BREACH OR DISREGARD OF NATIONAL, FEDERATION OR ASSOCIATION RULES AND/OR BY-LAWS
DISREGARD FOR ASSOCIATION AND/OR FEDERATION PROPERTY INCLUDING DESTRUCTION AND/OR ALTERATION OF GEAR OR DISREGARD FOR ASSOCIATION AND/OR FEDERATION DIRECTIVES, OBJECTIVES AND PURPOSES OF THE PROGRAM.
UPON NOTICE OF ANY VIOLATION OF THE ABOVE OFFENSES, ANY MEMBER OF THE BOARD OF DIRECTORS PRESENT DURING ANY OF THE ABOVE OFFENSES, MUST REPORT THE VIOLATION TO THE BOARD AS SOON AS POSSIBLE, TO DETERMINE IF IMMEDIATE SUSPENSION, PENDING A HEARING, FIRING OR OTHER ACTION WILL BE ENFORCED. ALL ADULT ACTIVE MEMBERS ARE EXPECTED TO UPHOLD THE POLICIES, PURPOSES AND OBJECTIVES OF THE ARIZONA YOUTH FOOTBALL FEDERATION, INC. AND THEIR AFFILIATES AS EXPLAINED IN THE FEDERATION RULES AND BY-LAWS, BOOKS I AND II. ALL ACTIVE MEMBERS ARE TO ACT IN ACCORDANCE WITH THE BY-LAWS OF ARIZONA YOUTH FOOTBALL FEDERATION, INC. AND THE NORTH ASSOCIATION BY-LAWS. FAILURE TO DO SO SHALL RESULT IN THE PRIOR MENTIONED ACTIONS.
ARTICLE II MEETINGS
SECTION 1. ANNUAL ELECTION MEETING
THE ANNUAL ELECTION SHALL BE HELD IN CONJUNCTION WITH THE NORTH ASSOCIATION CACTUS BOWL BEGINNING AT 8:00 A.M. AND CONTINUING UNTIL THE END OF THE FINAL GAME PLAYED IN THAT BOWL. THIS ELECTION IS FOR THE PURPOSE OF ELECTING DIRECTORS AND OFFICERS FOR NORTH ASSOCIATION FOOTBALL, INC. IF THE ELECTION OF DIRECTORS AND OFFICERS SHALL NOT BE HELD ON THE DAY DESIGNATED HEREIN FOR THE ANNUAL ELECTION OR AT ANY ADJOURNMENT THEREOF, THE BOARD OF DIRECTORS SHALL CAUSE THE ELECTION TO BE HELD IN A SPECIAL MEETING OF THE MEMBERS AS SOON THEREAFTER AS IS CONVENIENT. THE NOTIFICATION OF THE ANNUAL ELECTION SHALL BE SEVEN (7) DAYS PRIOR TO COMMENCEMENT.
SECTION 2. ANNUAL MEETING
THE ANNUAL MEETING OF THE MEMBERS SHALL BE HELD ON ONE DAY OF THE THIRD WEEK IN JANUARY BEGINNING WITH THE YEAR 1991 AT THE HOUR OF 7:00 P.M. FOR THE PURPOSE OF INSTALLING NEWLY ELECTED OFFICERS AND DIRECTORS AND CONDUCTING OTHER SUCH BUSINESS AS DEEMED NECESSARY TO THE FUNCTION OF THE NORTH ASSOCIATION FOOTBALL, INC. OFFICERS AND DIRECTORS NEWLY ELECTED SHALL ASSUME THEIR RESPONSIBILITIES PROVIDED A COMPLETED AND APPROVED ADULT PERSONNEL APPLICATION IS CURRENTLY ON FILE WITH THE NORTH ASSOCIATION FOOTBALL, INC. OFFICE AT THE TIME OF INSTALLATION OF OFFICE. IF THE ANNUAL MEETING OF THE OFFICERS AND DIRECTORS SHALL NOT BE HELD ON THE DAY DESIGNATED OR AT ANY ADJOURNMENT THEREOF, THE BOARD OF DIRECTORS SHALL CAUSE THE ANNUAL MEETING AND INSTALLATION OF ANY NEW OFFICERS AND BOARD MEMBERS TO BE HELD AT A SPECIAL MEETING OF MEMBERS AS SOON THEREAFTER AS CONVENIENT. NOTIFICATION OF THE ANNUAL MEETING SHALL BE IN ACCORDANCE WITH ARTICLE II, SECTION 6.
SECTION 3. SPECIAL MEETINGS
DIRECTORS, AT ANY TIME, IN ACCORDANCE WITH ARTICLE II, SECTION 6, MAY CALL A SPECIAL MEETING OF THE MEMBERS PROVIDED AT LEAST TWO (2) WEEKS WRITTEN REQUEST IS SUBMITTED TO THE BOARD OF DIRECTORS FOR THE APPROVAL OF ANY REGULARLY SCHEDULED MEETING. NOTICE OF THE MEETING AS APPROVED BY THE BOARD OF DIRECTORS SHALL BE IN ACCORDANCE WITH ARTICLE II, SECTION 6.
SECTION 4. REGULAR MEETINGS
THE BOARD OF DIRECTORS SHALL MEET A MINIMUM OF ONE A MONTH.
SECTION 5. PLACE OF MEETINGS
MEETINGS SHALL BE HELD AT THE NORTH ASSOCIATION FOOTBALL, INC. OFFICE, OR ANY OTHER LOCATION THAT HAS BEEN SELECTED BY THE BOARD OF DIRECTORS. IN THE EVENT THAT THE MEETINGS ARE TO BE HELD IN A LOCATION OTHER THAT THE NORTH ASSOCIATION FOOTBALL, INC. OFFICE, THOSE MEETINGS SHALL BE HELD AT A LOCATION THAT IS REASONABLY ACCESSIBLE TO ALL MEMBERS OF THE BOARD, AND REASONABLE ATTEMPT MUST BE MADE TO CONTACT ALL BOARD MEMBERS IN A TIMELY MANNER OF SUCH LOCATION.
SECTION 6. NOTICES OF MEETINGS
ANNUAL MEETING NOTIFICATION SHALL BE IN WRITING AND POSTED IN THE NORTH ASSOCIATION FOOTBALL, INC. OFFICE IN A PUBLIC AREA, SEVEN (7) DAYS PRIOR TO THE ANNUAL MEETING. NOTICE OF SPECIAL MEETINGS SHALL BE MAILED SEVEN (7) DAYS PRIOR TO ALL BOARD MEMBERS AND POSTED THREE (3) DAYS PRIOR TO THE SCHEDULED MEETING.
SECTION 7. MANNER OF ACTING
A MAJORITY OF THE VOTES ENTITLED TO THE CAUSE ON A MATTER TO BE VOTED UPON BY THOSE MEMBERS PRESENT SHALL BE NECESSARY FOR THE ADOPTION THEREOF, UNLESS A GREATER PROPORTION IS REQUIRED BY LAW, FEDERATION BY-LAWS OR THESE BY-LAWS. THE FOLLOWING DEFINITIONS SHALL APPLY UNLESS SPECIFIED OTHERWISE.
QUORUM -- UNLESS OTHERWISE PROVIDED IN THE RESOLUTION OF THE BOARD OF DIRECTORS DESIGNATING A COMMITTEE, A MAJORITY OF THE WHOLE COMMITTEE SHALL CONSTITUTE A QUORUM AND THE ACT OF A MAJORITY OF THE MEMBERS PRESENT AT ANY MEETING AT WHICH A QUORUM IS PRESENT, SHALL BE THE ACT OF THAT COMMITTEE.
VOTING --
MAJORITY SHALL BE DEFINED AS MORE THAN HALF OF THE MEMBERS OF THE BOARD OF DIRECTORS PRESENT AT ANY MEETING.
AFFIRMATIVE VOTE SHALL BE DEFINED AS MORE THAN HALF OF THE ENTIRE CURRENT MEMBERS OF THE BOARD OF DIRECTORS.
SECTION 8. ORDER OF BUSINESS
ROLL CALL -- BY THE SECRETARY OR VICE PRESIDENT
PROOF OF NOTICE OF MEETING OR WAIVER OF NOTICE
READING OF THE MINUTES -- BY THE SECRETARY
TREASURER’S REPORT
RECEIVING COMMUNICATIONS
OFFICERS’ REPORTS
DIRECTORS’ REPORTS
ELECTION OF OFFICERS AND NEW MEMBERS
UNFINISHED BUSINESS
NEW BUSINESS
ADJOURNMENT
ACTIVITIES A, B, C, D AND K WILL BE REQUIRED AT ALL REGULARLY SCHEDULED MEETING, AND MUST BE ADHERED TO. ANY OTHER ACTIVITIES MAY BE SUSPENDED OR THEIR ORDER ALTERED AT ANY MEETING BY A MAJORITY VOTE OF THOSE MEMBERS PRESENT AT SAID MEETING.
SECTION 9. ASSOCIATION TEAM NAMES
ASSIGNMENT OF TEAM NAMES SHALL BE THE RESPONSIBILITY OF THE BOARD OF DIRECTORS FOLLOWING CONFIRMATION AND AVAILABILITY. THE FOLLOWING NAMES SHALL BE IN THE NORTH ASSOCIATION FOOTBALL, INC. RESERVED FILE: BANSHEES, BLACKBIRDS, BLACKHAWKS, BLOODHOUNDS, BOARS, BUSHWACKERS, CAMELS, CONQUISTADORS, DINOSAURS, GATORS, GLADIATORS, GULLS, HOT SHOTS, LIZARDS, NORTHMEN, SAVAGES, SHREDDERS, SONICS, STALLIONS, THUNDERBOLTS, TIGERS, TRAILBLAZERS, TROJANS, VAQUEROS AND/OR ANY OTHER NAMES AS APPROVED.
ARTICLE III BOARD OF DIRECTORS
SECTION 1. POWERS AND DUTIES
THE AFFAIRS OF THE CORPORATION ARE MANAGED BY THE BOARD OF DIRECTORS.
THE BOARD OF DIRECTORS MAY:
HOLD MEETINGS AT SUCH TIMES AND PLACES AS IT DEEMS PROPER UNLESS BY THESE BY-LAWS IT IS STATED OTHERWISE.
ADMIT MEMBERS AND SUSPEND OR EXPEL THEM BY VOTE.
APPOINT COMMITTEES ON PARTICULAR SUBJECTS FROM THE MEMBERS OF THE BOARD OR FROM OTHER MEMBERS OF THE CORPORATION.
AUDIT BILLS AND DISPERSE THE FUNDS OF THE CORPORATION.
PRINT AND CIRCULATE DOCUMENTS AND PUBLISH ARTICLES.
CARRY ON CORRESPONDENCE AND COMMUNICATION WITH OTHER ASSOCIATIONS INTERESTED IN THE PURPOSE OF THIS CORPORATION.
EMPLOY AGENTS.
DEVISE AND CARRY INTO EXECUTION SUCH OTHER MEASURES AS IT DEEMS PROPER AND EXPEDITED TO PROMOTE THE OBJECTIVES OF THE CORPORATION AND TO BEST PROTECT THE INTERESTS AND WELFARE OF THE MEMBERS.
SECTION 2. NUMBER OF MEMBERS
THE BOARD OF DIRECTORS SHALL CONSIST OF NOT LESS THAN THESE (3) OFFICERS AND NO MORE THAN TWENTY-NINE MEMBERS.
SECTION 3. ELECTION OF BOARD
ANY PERSON WISHING TO RUN FOR ANY ELECTED BOARD POSITION MAY PLACE THEIR NAME IN NOMINATION FOR THAT POSITION BY SUBMITTING WRITTEN NOTIFICATION OF THIS DESIRE, INDICATING THEIR NAME AND THE POSITION BEING SOUGHT AT A MINIMUM, NOT SOONER THAN NINETY (90) DAYS NOR LATER THAN SEVEN (7) DAYS PRIOR TO THE ELECTION AND FULLY COMPLETE AND SU BMIT AN ADULT APPLICATION.
ALL PERSONS HAVING STATUS WILL BE ELIGIBLE TO VOTE. IN THIS CONTEXT, STATUS IS DEFINED AS ALL OFFICERS AND MEMBERS OF THE ASSOCIATION BOARD, ALL COACHES AND ADULT STAFF MEMBERS, ALL OTHER ADULT VOLUNTEERS AND ALL PARENTS/GUARDIANS OF PLAYERS OR CHEERLEADERS (ANYONE AUTHORIZED TO SIGN PARENTAL CONSENT FOR THE PARTICIPANT). EACH VOTER IS ELIGIBLE FOR ONE VOTE, REGARDLESS OF THE NUMBER OF PARTICIPANTS INVOLVED.
ELECTIONS WILL BE BY SECRET BALLOT. BALLOTS WILL BE PREPARED, LISTING IN ALPHABETICAL ORDER ALL ELLIGIBLE CANDIDATES BY POSITION, WITH BOXES CLEARLY INDICATING “YES” AND “NO” FOR EACH CANDIDATE. NO WRITE IN VOTES WILL BE CONSIDERED. A BALLOT BOX WILL BE MAINTAINED, IN PLAIN VIEW, BY THE CONSESSION STAND WITH BALLOTS AND PENCILS AVAILABLE AND SIGNS WILL BE POSTED DIRECTING ALL VOTERS TO THE BOX.
BALLOT6S WILL BE COLLECTED AT THE CLOSING OF THE CONCESSION STAND AND AN IMMEDIATE COUNTING OF THE BALLOTS WILL ENSUE, WITH AT LEAST TOW OBSERVERS AND ONE COUNTER. ELECTION SHALL BE RECOGNIZED UPON THE FOLLOWING CONDITIONS: FOR AN OPPOSED POSITION IN WHICH THERE IS MORE THAN ONE CANDIDATE, THAT CANDIDATE RECEIVING THE MOST VOTES WILL BE ELECTED; FOR AN UNOPPOSED POSITION IN WHICH ONLY ONE CANDIDATE IS LISTED, THAT CANDIDATE WILL BE ELECTED PROVIDED THAT THE AFFIRMATIVE “YES” VOTES TALLY MORE THAN THE NEGATIVE “NO” VOTES. ALL BALLOTS WILL BE RETAINED FOR A MINIMUM OF ONE YEAR AND WILL BE AVAILABLE UPON DEMAND. RESULTS OF THE ELECTION WILL BE POSTED IN CONJUNCTION WITH THE NOTICE FOR THE JANUARY MEETING. ALL CANDIDATES ON THE BHALLOT WILL BE NOTIFIED OF THE RESULTS WITHIN 3 DAYS OF THE ELECTION.
SECTION 4. VACANCIES
WHENEVER ANY VACANCY EXISTS IN THE BOARD OF DIRECTORS, IT MAY BE FILLED WITHOUT UNDUE DELAY BY A MAJORITY VOTE OF THE REMAINING MEMBERS OF THE BOARD OF DIRECTORS AT ANY REGULAR MEETING. THE PERSON SO CHOSEN SHALL HOLD OFFICE UNTIL THE NEWLY ELECTED BOARD IS INSTALLED IN ACCORDANCE WITH ARTICLE II, SECTION 2, OR UNTIL THEIR SUCCESSOR SHALL HAVE BEEN DULY ELECTED AND SHALL HAVE QUALIFIED.
SECTION 5. COMPENSATION
THE DIRECTORS AND OFFICERS SHALL NOT RECEIVE ANY COMPENSATION FOR THEIR SERVICES UNLESS OTHERWISE STATED IN THE FEDERATION BY-LAWS.
SECTION 7. TEAM ORGANIZATION
HEAD COACHES SHALL BE SELECTED FROM A POOL OF CANDIDATES REVIEWED BY THE BOARD APPOINTED SELECTION COMMITTEE. HEAD COACHES MUST RECEIVE A MAJORITY VOTE OF THE BOARD FOR FINAL APPROVAL AND FINAL APPOINTMENT. SAID HEAD COACHES SHALL BE RESPONSIBLE FOR THEIR SECURING BOARD APPROVAL FOR ALL TEAM STAFF MEMBERS IN KEEPING WITH ARIZONA YOUTH FOOTBALL FEDERATION BY-LAWS. HEAD COACHES SHALL BE RESPONSIBLE FOR THEIR TEAM STAFF AND ATTENDANCE AT ANY BOARD APPROVED MANDATORY ATTENDANCE CLINICS. THE HEAD COACH IS RESPONSIBLE FOR THE CONDUCT OF ALL ADULT STAFF MEMBERS AT ANY SANCTIONED ARIZONA YOUTH FOOTBALL FEDERATION FUNCTION, BOARD MEETING OR PRACTICE, AND IS EXPECTED TO EXPLAIN THE POLICIES AND OBJECTIVES OF THE PROGRAM TO ALL THEIR ADULT STAFF MEMBERS. IN THE EVENT OF ANY VIOLATIONS OF THESE BY-LAWS, FEDERATION BY-LAWS OR ANY UNLAWFUL ACT BY ANY STAFF MEMBER DURING ANY ARIZONA YOUTH FOOTBALL FEDERATION, INC. FUNCTION, THE HEAD COACH MUST TAKE APPROPRIATE MEASURES TO PROTECT THE INTEGRITY OF THE PROGRAM AND SAFETY OF ALL PARTICIPANT YOUTHS.
SECTION 8. COACHING/TEAM REQUIREMENTS
A. COACHING REQUIREMENTS
COACHES WILL BE SELECTED ANNUALLY THROUGH THE USE OF A COACHES SELECTION COMMITTEE, CHAIRED BY THE VICE PRESIDENT-ATHLETICS, AT WHICH THE FOLLOWING CRITERIA, AT A MINIMUM, WILL BE EXAMINED:
PREVIOUS PERFORMANCE IN MEETING REQUIRED ACTIVITIES, I.E., MDA WALK-A-THON, LITTLE SCHOLAR APPLICATIONS, TEAM FINANCIAL GOALS, EQUIPMENT RETURNS.
PREVIOUS PROBLEMS/ISSUES, THEIR CAUSES, RESOLUTION AND IMPACTS.
DEMONSTRATED ABILITY TO HANDLE TEAM STAFF AND PARENTS.
COMMITMENT TO THE PROGRAM IN GENERAL, I.E., TIME AND EFFORT VOLUNTEERED OUTSIDE OF NORMAL TEAM ACTIVITIES.
FOR NEW APPLICANTS, WITHOUT PRIOR EXPERIENCE IN THIS ASSOCIATION, ALL APPLICABLE RECOMMENDATIONS WILL BE CHECKED, INCLUDING REFERENCE TO/WITH OTHER YOUTH SPORTS ASSOCIATIONS.
PREFERENCE WILL BE GIVEN TO RETURNING COACHES, ASSUMING THE ABOVE CONDITIONS ARE MET, AND THEY ARE RETURNING TO THE TEAMS THEY WERE ASSOCIATED WITH IN THE PREVIOUS YEAR. IN THOSE INSTANCES WHEN A ‘TENURED’ COACH DECIDES TO REMAIN WITH THE PROGRAM AND DROP DOWN WITH A NEW TEAM, THEY WILL BE GIVEN PREFERENCE IN CASES WHERE OPENINGS EXIST, BUT NOT OVER RETURNING COACHES. THESE COACHES SHOULD BE MADE AWARE OF POTENTIAL CONFLICTS WITH DESIRED DIVISIONS AS WELL AS THOSE DIVISIONS IN WHICH OPEN TEAMS EXIST.
THE COMMITTEE WILL RECOMMEND APPROVAL/DISAPPROVAL OF APPLICANTS AS WELL AS RANKINGS OF ALL APPROVED APPLICANTS FOR EACH DIVISION AND RECOMMENDATIONS FOR SELECTION TO THE ENTIRE BOARD. FINAL APPROVAL OF EACH APPLICANT AND ASSIGNMENT TO A SPECIFIC TEAM WILL REMAIN WITH THE BOARD. IN NO INSTANCES MAY A COACH-APPLICANT VOTE OR REMAIN IN CONFERENCE WHILE THE DIVISION FOR WHICH HE/SHE HAS APPLIED IS BEING DISCUSSED.
B. TEAM REQUIREMENTS
EACH TEAM MUST ANNUALLY MEET THE FOLLOWING CRITERIA TO RETAIN ELIGIBILITY FOR POST SEASON BOWL GAMES:
PARTICIPATE IN THE MDA WALK-A-THON.
SUBMIT, AT A MINIMUM, THE REQUIRED NUMBER OF LITTLE SCHOLARS.
MEET OR EXCEED THE TEAM FINANCIAL GOAL AS ESTABLISHED BY THE BOARD.
NOT HAVE ANY DISCIPLINARY ACTIONS PENDING AGAINST THE TEAM.
FAILURE TO MEET THESE CRITERIA WILL RESULT IN THE TEAM BEING DECLARED INELIGIBLE FOR POST SEASON BOWL GAMES. EXCEPTION TO THIS POLICY MAY BE GRANTED WITH EXTENUATING CIRCUMSTANCES, HOWEVER, EACH EXCEPTION WILL BE ON A CASE BY CASE BASIS AND WILL REQUIRE AN AFFIRMATIVE VOTE OF THE BOARD.
SECTION 9. TEAM AFFILIATION OF BOARD MEMBERS
NO BOARD MEMBER WHO IS A COACH OR OTHERWISE AFFILIATED WITH A TEAM STAFF MAY REPRESENT HIS/HER TEAM IN ANY MATTER BROUGHT BEFORE THE BOARD WHILE SERVING AS A MEMBER OF THE BOARD OF DIRECTORS.
ARTICLE IV COMMITTEES
SECTION 1. COMMITTEES OF DIRECTORS
THE BOARD OF DIRECTORS OR PRESIDENT, BY RESOLUTION ADOPTED BY A MAJORITY VOTE OF THE BOARD IN OFFICE (AFFIRMATIVE) MAY DESIGNATE AND APPOINT ONE OR MORE COMMITTEES, EACH OF WHICH SHALL CONSIST OF TWO OF MORE DIRECTORS. THESE COMMITTEES, TO THE EXTENT PROVIDED IN SAID RESOLUTION, SHALL HAVE AND EXERCISE THE AUTHORITY OF THE BOARD, ADOPTING A PLAN OF MERGER OR ADOPTING A PLAN OF CONSOLIDATION, AUTHORIZING THE SALE, LEASE, EXCHANGE OR MORTGAGE OF ALL OR SUBSTANTIALLY ALL OF THE PROPERTY AND ASSETS OF THE CORPORATION OR REVOKING PROCEEDINGS THEREFORE, ADOPTING A PLAN FOR THE DISTRIBUTION OF THE ASSETS OF THE CORPORATION UPON LOSS OF CHARTER UNLESS BY THESE BY-LAWS OR THE BY-LAWS OF THE FEDERATION SPECIFY OTHERWISE. THE DESIGNATION AND APPOINTMENT OF ANY SUCH COMMITTEE AND THE DELEGATION THERETO OF AUTHORITY. SHALL NOT OPERATE TO RELIEVE THE BOARD OF DIRECTORS OR ANY INDIVIDUAL DIRECTOR OR ANY RESPONSIBILITY.
SECTION 2. OTHER COMMITTEES
OTHER COMMITTEES NOT HAVING AND EXERCISING THE AUTHORITY OF THE BOARD OF DIRECTORS IN THE MANAGEMENT OF THE CORPORATION MAY BE APPOINTED IN SUCH A MANNER AS MAY BE DESIGNATED BY A RESOLUTION ADOPTED BY A MAJORITY OF THE BOARD OF DIRECTORS PRESENT AT ANY MEETING AT WHICH A QUORUM AS DEFINED IN ARTICLE II, SECTION 7 IS PRESENT. EXCEPT AS OTHERWISE PROVIDED IN SUCH A RESOLUTION, MEMBERS OF EACH SAID COMMITTEE SHALL BE MEMBERS OF THE CORPORATION.
SECTION 3. TERM OF OFFICE
EACH MEMBER OF A COMMITTEE SHALL CONTINUE AS SUCH UNTIL HIS OR HER SUCCESSOR IS APPOINTED BY THE BOARD OF DIRECTORS, UNLESS SAID COMMITTEE SHALL BE SOONER TERMINATED, OR UNLESS SUCH MEMBER BE REMOVED FROM SAID COMMITTEE, OR UNTIL SAID MEMBER SHALL CEASE TO QUALIFY AS A MEMBER THEREOF.
SECTION 4. CHAIRPERSON
ONE MEMBER OF A COMMITTEE SHALL BE APPOINTED TO ACT AS THE CHAIRPERSON. THE CHAIRPERSON IS RESPONSIBLE FOR REPORTING TO THE PRESIDENT OR DESIGNATED BOARD OFFICER PRIOR TO THE SCHEDULED COMMITTEE MEETING, TO PRESENT INFORMATION, CONCLUSIONS, DECISIONS OR FACTS NECESSARY FOR THE BOARD OF DIRECTORS CONSIDERATION ON ANY MATTER.
SECTION 5. VACANCIES
VACANCIES IN THE MEMBERSHIP OF ANY COMMITTEE MAY BE FILLED BY APPOINTMENTS MADE IN THE SAME MANNER AS PROVIDED IN THE CASE OF THE ORIGINAL APPOINTMENTS.
ARTICLE V OFFICERS
SECTION 1. EXECUTIVE OFFICERS
THE EXECUTIVE OFFICERS OF THE CORPORATION SHALL BE AS FOLLOWS: PRESIDENT, EXECUTIVE VICE PRESIDENT, VICE PRESIDENT (ATHLETICS), SECRETARY, TREASURER.
SECTION 2. ACTIVE OFFICERS
THE ACTING OFFICERS OF THE CORPORATION SHALL BE AS FOLLOWS: EQUIPMENT DIRECTOR, CHEER DIRECTOR, FLAG DIRECTOR AND RULES DIRECTOR.
SECTION 3. DIRECTORS
ALL OTHER POSITIONS LISTED IN THESE BY-LAWS UNDER ARTICLE V, SECTION 8, SUBSECTION J THROUGH S SHALL BE DEFINED AS DIRECTORS FOR THE PURPOSE OF CLARIFICATION OF THESE BY-LAWS. EXCEPT WHERE FEDERATION BY-LAWS INDICATE OTHERWISE, E.G., DEPUTY COMMISSIONER IS A CONFERENCE LIAISON OFFICER. ALL OFFICERS (EXECUTIVE AND ACTIVE) AND DIRECTORS SHALL HAVE THE RESPONSIBILITY AND AUTHORITY TO PERFORM THE DUTIES PRESCRIBED FROM TIME TO TIME AS DIRECTED BY THESE BY-LAWS AND THE BOARD OF DIRECTORS.
SECTION 4. REMOVAL
ANY MEMBER ELECTED OR APPOINTED BY THE BOARD OF DIRECTORS MAY BE REMOVED BY THE BOARD OF DIRECTORS WHENEVER IN ITS JUDGMENT THE BEST INTERESTS OF THE CORPORATION WOULD BE SERVED, FOLLOWING A BOARD VOTE. THE REMOVAL SHALL BE VALID AND CONCLUSIVE UPON A MAJORITY VOTE OF THE BOARD OF DIRECTORS PRESENT AT SAME MEETING.
SECTION 5. ABSENCES
REMOVAL - ANY BOARD MEMBER MAY BE REMOVED FROM OFFICE BY A MAJORITY VOTE OF THE BOARD IF THREE (3) OR MORE CONSECUTIVE REGULAR MEETINGS ARE MISSED.
VOTING RIGHTS -- ANY BOARD MEMBER WHO MISSES THREE (3) OR MORE CONSECUTIVE REGULAR BOARD MEETINGS WILL LOSE THEIR VOTING RIGHTS UNTIL SUCH TIME AS THEY HAVE ATTENDED THREE CONSECUTIVE REGULAR MEETINGS, WITH RIGHT TO VOTE RESTORED FOR THE NEXT (FOURTH) MEETING.
SECTION 6. VACANCIES
A VACANCY IN ANY OFFICE BECAUSE OF HEALTH, DEATH, RESIGNATION, REMOVAL, DISQUALIFICATION, OR OTHERWISE, MAY BE FILLED BY THE BOARD OF DIRECTORS FOR THE UNEXPIRED PORTION OF THE TERM.
SECTION 7. DUTIES OF THE OFFICERS AND DIRECTORS
PRESIDENT -- THE PRESIDENT SHALL BE THE PRINCIPLE EXECUTIVE OFFICER OF THE CORPORATION AND SHALL IN GENERAL SUPERVISE AND CONTROL ALL OF THE BUSINESS AND AFFAIRS OF THE CORPORATION. THE PRESIDENT SHALL PRESIDE AT ALL MEETINGS OF THE MEMBERS AND OF THE BOARD OF DIRECTORS. THE PRESIDENT MAY SIGN, WITH THE SECRETARY OR ANY OTHER DESIGNATED OFFICER OF THE CORPORATION AUTHORIZED BY THE BOARD OF DIRECTORS, ANY DEEDS, MORTGAGES, BONDS, CONTRACTS, OR OTHER INSTRUMENTS WHICH THE BOARD OF DIRECTORS HAS AUTHORIZED TO BE EXECUTED EXCEPT IN CASES WHERE THE SIGNING AND EXECUTION THEREOF SHALL BE EXPRESSLY DELEGATED BY THE BOARD OF DIRECTORS OR BY THESE BY-LAWS OR BY STATUTE TO SOME OTHER OFFICER OR AGENT OF THE CORPORATION, AND IN GENERAL, THE PRESIDENT SHALL PERFORM ALL DUTIES AS MAY BE PRESCRIBED BY THE BOARD OF DIRECTORS FROM TIME TO TIME.
EXECUTIVE VICE PRESIDENT -- IN THE ABSENCE OF THE PRESIDENT OR IN THE EVENT OF THE PRESIDENT’S INABILITY TO ACT, THE EXECUTIVE VICE PRESIDENT SHALL PERFORM THE DUTIES OF THE PRESIDENT, AND WHEN SO ACTING SHALL HAVE ALL THE POWERS OR AND BE SUBJECT TO ALL THE RESTRICTIONS UPON THE PRESIDENT. THE EXECUTIVE VICE PRESIDENT SHALL PERFORM SUCH OTHER DUTIES AS FROM TIME TO TIME MAY BE ASSIGNED TO THAT PERSON BY THE PRESIDENT OR BY THE BOARD OF DIRECTORS. REFUSAL TO ASSUME THE PRESIDENTIAL POSITION MAY BE GROUNDS FOR THE REMOVAL OF SAID PERSON AS A BOARD MEMBER.
VICE PRESIDENT (ATHLETICS) -- HOLDS PRIMARY RESPONSIBILITY FOR CONDUCTING AND CHAIRING THE COACHES SELECTION COMMITTEE, DEVELOPING AND CONDUCTING ALL COACHES CLINICS, FIELD ADMINISTRATION AND MAINTENANCE AND ANY OTHER DUTIES ASSIGNED BY THE PRESIDENT OR THE BOARD OF DIRECTORS FROM TIME TO TIME. THIS PERSON WILL ALSO MONITOR THE ACTIVITIES OF ALL COACHES TO ENSURE THAT THE PURPOSES AND OBJECTIVES OF THE PROGRAM ARE BEING ADHERED TO AND THAT ALL PROBLEMS AND ISSUES RELATING TO A COACH OR HIS STAFF ARE BEING ADDRESSED. IN THE ABSENCE OF THE PRESIDENT AND EXECUTIVE VICE PRESIDENT, THIS PERSON WILL PERFORM THE DUTIES OF THE PRESIDENT AND WHEN SO ACTING, SHALL HAVE ALL THE POWERS AND BE SUBJECT TO THE RESTRICTIONS UPON THE PRESIDENT.
TREASURER -- IF REQUIRED BY THE BOARD OF DIRECTORS, THE TREASURER MAY GIVE A BOND FOR FAITHFUL DISCHARGE OF THEIR DUTIES IN SUCH SUM AND WITH SUCH SURETY OR SURETIES AS THE BOARD OF DIRECTORS SHALL DETERMINE. THE TREASURER SHALL HAVE CHARGE AND BE RESPONSIBLE FOR, ALL FUNDS AND SECURITIES OF THE CORPORATION, RECEIVE AND GIVE RECEIPT FOR MONEYS DUE AND PAYABLE TO THE CORPORATION FROM ANY SOURCE WHATSOEVER, AND DEPOSIT IN A TIMELY MANNER, ALL SUCH MONEYS IN THE NAME OF THE CORPORATION IN SUCH BANKS, TRUST COMPANIES, OR OTHER DEPOSITORIES AS SHALL BE SELECTED IN ACCORDANCE WITH THE PROVISIONS OF ARTICLE V OF THESE BY-LAWS, AND IN GENERAL PERFORM ALL THE DUTIES INCIDENT TO THE OFFICE OF THE TREASURER AND SUCH OTHER DUTIES AS FROM TIME TO TIME MAY BE ASSIGNED TO SAID PERSON BY THE PRESIDENT OR BOARD OF DIRECTORS. THE BOARD OF DIRECTORS MAY CHOOSE TO DESIGNATE A PERSON FROM THE BOARD TO ASSIST IN VERIFYING RECEIPTS AND DEPOSITS.
SECRETARY -- THE SECRETARY SHALL KEEP THE MINUTES OF THE MEETINGS OF THE MEMBERS AND OF THE BOARD OF DIRECTORS IN ONE OR MORE BOOKS PROVIDED FOR THAT PURPOSE, SEE THAT ALL NOTICES ARE DULY GIVEN IN ACCORDANCE WITH THE PROVISIONS OF THESE BY-LAWS OR AS REQUIRED BY LAW, BE CUSTODIAN OF THE CORPORATE SEAL AND OF THE RECORDS OF THE CORPORATION, SEE THAT THE SEAL OF THE CORPORATION IS AFFIXED TO ALL DOCUMENTS, THE EXECUTION OF WHICH ON BEHALF OF THE CORPORATION UNDER ITS SEAL IS DULY AUTHORIZED IN ACCORDANCE WITH THE PROVISIONS OF THESE BY-LAWS; KEEP A REGISTER OF THE POST OFFICE ADDRESS OF EACH MEMBER WHICH SHALL BE FURNISHED TO THE SECRETARY BY SUCH MEMBERS; AND IN GENERAL, PERFORM ALL DUTIES INCIDENT TO THE OFFICE OF SECRETARY AND SUCH OTHER DUTIES AS FROM TIME TO TIME MAY BE ASSIGNED TO THEM BY THE PRESIDENT OR BY THE BOARD OF DIRECTORS.
EQUIPMENT DIRECTOR -- THE EQUIPMENT DIRECTOR SHALL KEEP A RECORD AND INVENTORY OF ALL EQUIPMENT, MAKE ARRANGEMENTS FOR DISTRIBUTION OF EQUIPMENT TO TEAMS, MAKE ARRANGEMENTS AT THE END OF THE SEASON FOR STORAGE OF ALL EQUIPMENT. THE EQUIPMENT DIRECTOR MUST SECURE A MINIMUM OF THREE (3) WRITTEN BIDS FOR ALL PURCHASES OVER ONE HUNDRED DOLLARS ($100). ALL PURCHASES OVER $100 MUST BE APPROVED BY A MAJORITY VOTE OF THE BOARD OF DIRECTORS. THE EQUIPMENT DIRECTOR MUST OFFER RECEIPTS FOR ALL PURCHASES AND KEEP RECORDS, ALL APPROVED INVOICES MUST BE TURNED OVER TO THE TREASURER FOR PROCESSING, AND ANY OTHER DUTIES AS MAY BE NEEDED, PRESCRIBED BY THE PRESIDENT OR BOARD OF DIRECTORS.
CHEER DIRECTOR -- THE POSITION OF CHEER DIRECTOR SHALL INVOLVE THE COORDINATING OF ALL ACTIVITIES WITH CHEER COACHES AND CHEER MOMS RELATING TO ALL CHEERLEADER PARTICIPANTS WITHIN THE ASSOCIATION. THE CHEER DIRECTOR SHALL BE VISIBLE AND AVAILABLE TO CHEER COACHES DURING THE SEASON TO ADVISE AND TO ASSIST. IN KEEPING WITH ARIZONA YOUTH FOOTBALL FEDERATION BY-LAWS, THE CHEER DIRECTOR ALONG WITH THE PRESIDENT AND EXECUTIVE VICE PRESIDENT, ALSO SHAL BE RESPONSIBLE FOR ASSIGNING CHEERLEADERS AND MASCOTS TO TEAMS AND CHECKING PROOF OF AGE. THE CHEER DIRECTOR WILL BE RESPONSIBLE FOR COORDINATING WITH CONFERENCE, CHEER COMPETITION/PAGEANT AND FOR ARRANGING FOR AN ASSOCIATION CHEER COMPETITION/PAGEANT AS APPROVED BY THE BOARDS OF DIRECTORS, AND ANY OTHER DUTIES AS MAY BE ASSIGNED BY THE PRESIDENT OR BY THE BOARD OF DIRECTORS.
FLAG DIRECTOR -- THE FLAG DIRECTOR SHALL BE RESPONSIBLE FOR THE FUNCTION OF THE FLAG PROGRAM AND SUCH OTHER DUTIES AS FROM TIME TO TIME MAY BE ASSIGNED BY THE PRESIDENT OR BOARD OF DIRECTORS.
RULES DIRECTOR -- THE RULES DIRECTOR SHALL ATTEND THE FEDERATION RULE COMMITTEE MEETINGS AND REPORT TO THE ASSOCIATION CONCERNING THOSE MEETINGS. THE RULES DIRECTOR WILL ARRANGE RULES CLINICS FOR THE COACHES DURING THE SEASON. THE RULES DIRECTOR WILL ALSO PROVIDE ANY RUL INTERPRETATION NEEDED OR CONTACT CONFERENCE AND/OR FEDERATION OFFICIALS FOR ANY NEEDED RULE. IF ANY CONFLICTS ARISE DUE TO A RULE INTERPRETATION, THE RULES DIRECTOR SHALL REPORT SAID CONFLICT TO THE BOARD OF DIRECTORS FOR FINAL DECISION.
DIRECTOR AT LARGE -- THE DIRECTOR AT LARGE SHALL BE RESPONSIBLE FOR CONDUCTING REGISTRATION. THEY SHALL MAINTAIN ALL FORMS. THEY WILL BE ASSIGNED AREAS OF RESPONSIBILITIES AND SUCH OTHER DUTIES AS FROM TIME TO TIME MAY BE ASSIGNED BY THE PRESIDENT OR BOARD OF DIRECTORS.
MEDICAL DIRECTOR -- THE MEDICAL DIRECTOR SHALL BE RESPONSIBLE FOR PURCHASING AND ORGANIZING FIRST AID EQUIPMENT AND FOR PROVIDING DOCTORS FOR REGISTRATIONS AND SUCH OTHER DUTIES AS FROM TIME TO TIME MAY BE ASSIGNED BY THE PRESIDENT OR THE BOARD OF DIRECTORS. ALL PURCHASES OVER FIFTY DOLLARS ($50.00) MUST HAVE PRIOR APPROVAL OF THE BOARD OF DIRECTORS.
SCHOLARSHIP DIRECTOR -- THE SCHOLARSHIP DIRECTOR SHALL COORDINATE ALL MATTERS PERTAINING TO ACCEPTING AND SCREENING APPLICANTS FOR SCHOLARSHIP AWARDS, MAKE ARRANGEMENTS FOR PROMOTION, NOTIFICATION AND PRESENTATIONS OF AWARDS, AND SUCH OTHER DUTIES AS FROM TIME TO TIME MAY BE ASSIGNED BY THE PRESIDENT OR BOARD OF DIRECTORS.
DEPUTY COMMISSIONER -- THE DEPUTY COMMISSIONER SHALL BE THE LIAISON OFFICER TO CONFERENCE AND FEDERATION.
WAYS AND MEANS DIRECTOR -- THE WAYS AND MEANS DIRECTOR SHALL WORK WITH THE TEAM BUSINESS MANAGERS OF EACH TEAM AND ESTABLISH A COMMITTEE TO RAISE ALL FUNDS NEEDED FOR THE OPERATION OF THE NORTH ASSOCIATION FOOTBALL. THEY SHALL HAVE SUCH OTHER POWERS AND DUTIES AS MAY BE PRESCRIBED BY THE BOARD OF DIRECTORS. THE WAYS AND MEANS DIRECTOR SHALL SOLICIT PROSPECTIVE SPONSORS AND SUBMIT THEIR RECOMMENDATIONS TO THE BOARD OF DIRECTORS, AND BE RESPONSIBLE FOR THE APPOINTMENT OF THE CONCESSION COMMITTEE.
NEWSLETTER DIRECTOR -- THE NEWSLETTER DIRECTOR SHALL BE RESPONSIBLE FOR THE ASSOCIATION GAME PROGRAM, THAT INCLUDES COLLECTING GAME HIGHLIGHTS, BOWL GAME AND OTHER NEWSWORTHY ITEMS, IN GENERAL THEY ARE RESPONSIBLE FOR THE PRESENTING NEWSWORTHY ASSOCIATION INFORMATION TO THE TEAMS AND PARENTS OF THE ASSOCIATION. THE NEWSLETTER DIRECTOR IS ALSO RESPONSIBLE FOR OTHER DUTIES AND ASSIGNMENTS FROM TIME TO TIME, AS REQUIRED BY THE PRESIDENT OR BOARD OF DIRECTORS.
PICTURE DIRECTOR -- THE PICTURE DIRECTOR SHALL BE RESPONSIBLE FOR THE LOCATION, SCHEDULING AND ORGANIZING OF TEAM PICTURES, DISTRIBUTION AND CONFIRMATION OF DELIVERY, AND SUCH OTHER DUTIES AS FROM TIME TO TIME MAY BE ASSIGNED BY THE PRESIDENT OR BOARD OF DIRECTORS.
JACKET DIRECTOR -- THE JACKET DIRECTOR SHALL ORGANIZE, COORDINATE AND DISTRIBUTE TEAM JACKETS AND SUCH OTHER DUTIES AS FROM TIME TO TIME MAY BE ASSIGNED BY THE PRESIDENT OR BOARD OF DIRECTORS.
RAFFLE DIRECTOR -- THE RAFFLE DIRECTOR SHALL COORDINATE AND ORGANIZE THE FEDERATION RAFFLE AT THE ASSOCIATION LEVEL. THEY WILL BE RESPONSIBLE FOR ALL PRIZES AND DISTRIBUTION, AND SUCH OTHER DUTIES AS FROM TIME TO TIME MAY BE ASSIGNED BY THE PRESIDENT OR BOARD OF DIRECTORS.
SPECIAL EVENTS DIRECTOR -- THE SPECIAL EVENTS DIRECTOR SHALL BE RESPONSIBLE FOR ALL EVENTS WHICH PERTAIN TO THE ASSOCIATION THROUGH TEAM LEVELS. THEY WILL ACT IN THE ABSENCE OF THE DIRECTORS FOR RAFFLES, JACKETS, PICTURES, NEWSLETTERS, SCHOLARSHIPS, AND SUCH OTHER DUTIES AS FROM TIME TO TIME MAY BE ASSIGNED BY THE PRESIDENT OR BOARD OF DIRECTORS.
ARTICLE VI CONTRACTS, CHECKS, DEPOSITS AND FUNDS
SECTION 1. CONTRACTS
THE BOARD OF DIRECTORS MAY AUTHORIZE ANY OFFICER OR OFFICERS, AGENT OR AGENTS OF THE CORPORATION, IN ADDITION TO THE OFFICERS SO AUTHORIZED BY THE BY-LAWS, TO ENTER INTO ANY CONTRACT OR EXECUTE AND DELIVER ANY INSTRUMENT IN THE NAME AND ON THE BEHALF OF THE CORPORATION, AND SUCH AUTHORITY MAY BE GENERAL OR CONFINED TO SPECIFIC INSTANCES.
SECTION 2. CHECKS, DRAFTS, CASH EXPENDITURES, ETC.
ALL CHECKS, DRAFTS, OR ORDERS FOR PAYMENT OF MONEY, NOTES OR OTHER EVIDENCE OF INDEBTEDNESS ISSUED IN THE NAME OF THE CORPORATION SHALL BE SIGNED BY SUCH OFFICER OR OFFICERS, AGENT OR AGENTS OF THE CORPORATION, AND IN SUCH MANNER AS SHALL BE FROM TIME TO TIME DETERMINED BY RESOLUTION OF THE BOARD OF DIRECTORS. IN THE ABSENCE OF SUCH DETERMINATION BY THE BOARD OF DIRECTORS, SUCH INSTRUMENTS SHALL BE SIGNED BY NO LESS THAN TWO (2) OF THE EXECUTIVE BOARD MEMBERS OF THE CORPORATION. NOT MORE THAN ONE (1) PERSON OF THE SAME HOUSEHOLD SHALL BE AUTHORIZED TO SIGN CHECKS. ALL DRAFTS SHALL REQUIRE TWO (2) ENDORSEMENTS.
ALL EXPENDITURE PAID IN CASH WILL BE EVIDENCED BY DETAILED RECEIPTS SHOWING THE DATE OF THE TRANSACTION, AMOUNT OF CASH EXPENDED, NATURE OF THE EXPENSE, RECIPIENT OF THE CASH AND THE PERSON DISBURSING THE CASH. ALL CASH DISBURSALS MUST BE MADE BY ONE OR MORE OF THE PERSONS ELIGIBLE TO SIGN ASSOCIATION CHECKS. EXCESS CASH TAKEN IN AT 6THE CONCESSION STAND WILL BE REMOVED BY ONE OF THE ASSOCIATION CHECK SIGNERS AFTER NOTATING THE AMOUNT OF CASH INVOLVED, DATE AND TIME AND INITIALING A TALLY SHEET. NO OTHER PERSON IS TO REMOVE CASH FROM THE ASSOCIATION WITH OUT THE FULL CONSENT OF ALL EXECUTIVE OFFICERS.
SECTION 3. DEPOSITS
ALL FUNDS OF THE CORPORATION SHALL BE DEPOSITED IN A TIMELY MANNER TO THE CREDIT OF THE CORPORATION IN SUCH BANKS, TRUST COMPANIES, OR OTHER DEPOSITORIES AS THE BOARD OF DIRECTORS MAY SELECT.
SECTION 4. GIFTS
THE BOARD OF DIRECTORS MAY ACCEPT ON BEHALF OF THE CORPORATION ANY CONTRIBUTIONS, DONATIONS, BEQUESTS, OR DEVISE FOR THE GENERAL PURPOSES OR FROM ANY SPECIAL PURPOSE OF THE CORPORATION, AND SHALL BECOME THE SOLE PROPERTY OF THE CORPORATION.
SECTION 5. BONDS
BONDS TO BE SECURED FOR THE TREASURER AND/OR EQUIPMENT DIRECTOR SHALL BE FUNDED BY THE CORPORATION.
SECTION 6. FINANCIAL PROCEDURES
SPONSORSHIPS
EACH TEAM IS ENCOURAGED TO SOLICIT SPONSORSHIPS TO HELP MEET THEIR TEAM GOAL. WHEN SPONSORSHIPS ARE RECEIVED, THEY MUST BE TURNED IN TO THE ASSOCIATION IN ORDER TO ENSURE PROPER CREDITING OF THE TEAM ACCOUNT AND TO MAINTAIN THE FUNDS. THE FOLLOWING PROCEDURE SHOULD BE USED FOR ALL TEAM FUNDS TURNED IN.
ALL TEAM FUNDS WILL BE TURNED IN TO THE ASSOCIATION TREASURER, EITHER AT THE WEEKLY BUSINESS MANAGER’S MEETING OR AT OTHER TIMES MUTUALLY AGREED UPON. A TWO PART RECEIPT SHOULD BE USED TO TRACK ALL FUNDS AND THEIR SOURCES. IN THE EVENT THAT THE FORM IS NOT AVAILABLE, A SINGLE PART RECEIPT WILL BE USED IN ORDER TO PROVIDE REFERENCE TO THE FUNDS. ALL FUNDS WILL BE SEGREGATED TO SHOW THEIR SOURCE AND AMOUNT. ANY DISCREPANCIES IN A TEAM ACCOUNT THAT ARE NOT SUPPORTED BY THE ASSOCIATED RECEIPT WILL NOT BE CONSIDERED. IN THOSE CASES WHERE ACCOUNTS ARE CREDITED FOR NON-MONETARY RECEIPTS, COPIES OF THE ORIGINAL RECEIPTS MAY BE USED TO MEET THE REQUIREMENTS OF THIS POLICY.
ALL WITHDRAWALS FROM TEAM ACCOUNTS WILL BE IN THE FORM OF A CHECK DRAWN AGAINST THE ASSOCIATION. IN THIS WAY, ALL ACCOUNTING OF TEAM FUNDS WILL BE FULLY DOCUMENTED. NO CASH TRANSACTIONS WILL TAKE PLACE WITHOUT THE ISSUANCE OF THE APPROPRIATE RECEIPT OR WITHOUT THE IMMEDIATE INVOLVEMENT OF THE ASSOCIATION TREASURER.
SPONSORSHIPS ARISING AS A RESULT OF AN ASSOCIATION RELATIONSHIP, I.E., A SPONSORSHIP FROM A VENDOR DOING BUSINESS WITH THE ASSOCIATION, WILL BE CONSIDERED AS A SPONSORSHIP OF THE ASSOCIATION WITH NO TEAM AFFILIATION. THESE FUNDS WILL GO INTO THE GENERAL LEDGER OF THE ASSOCIATION AND NOT BE REFLECTED IN ANY TEAM ACCOUNT. SPONSOR CHECKS THAT ARRIVE AT THE ASSOCIATION OFFICE WITH NO TEAM IDENTIFIED ON THE CHECK WILL BE CREDITED TO THE ASSOCIATION UNTIL SUCH TIME AS CONFIRMATION IS RECEIVED FROM THE SPONSOR AS TO WHICH TEAM SHOULD RECEIVE THE FUNDS. IN THOSE CASES WHERE NO CONFIRMATION IS RECEIVED, THE FUNDS WILL REMAIN IN THE ASSOCIATION’S GENERAL LEDGER.
FUNDING OF EXPENDITURES
ALL EXPENDITURES OF ASSOCIATION FUNDS WILL ADHERE TO THE FOLLOWING PROCEDURE:
ALL CAPITAL EXPENDITURES AND THOSE EXCEEDING ONE HUNDRED DOLLARS ($100) WILL BE BUDGETED FOR. FOR THIS PURPOSE, CAPITAL REFERS TO ANY ITEMS THAT IS SHOWN ON A SEPARATE LINE OF THE ASSOCIATION BUDGET.
ALL BUDGETED ITEMS WILL REQUIRE A COMMITMENT OF FUNDS WHICH SHALL BE VOTED ON BY THE FULL BOARD. IT SHOULD BE NOTED THAT NOT ALL BUDGETED EXPENDITURES WILL NECESSARILY BE COMMITTED.
ALL COMMITTED EXPENDITURES WILL BE FUNDED BY ENSURING THAT SUFFICIENT FUNDS ARE AVAILABLE WITHIN THE ASSOCIATION ACCOUNT AND EARMARKING THOSE FUNDS FOR A SPECIFIC PURPOSE. IT SHOULD BE NOTED THAT NOT ALL COMMITTED EXPENDITURES WILL BE FUNDED.
ALL FUNDED EXPENDITURES WILL BE EXPENDED IN THE FORM OF A CHECK DRAWN ON THE ASSOCIATION ACCOUNT.
ALL EXPENDITURES WILL BE RECORDED USING ESTABLISHED BOOKKEEPING METHODS IN A GENERALLY ACCEPTED ACCOUNTING FORMAT ESTABLISHED FOR THAT PURPOSE.
EXPENDITURES BELOW THE ABOVE STATED FLOOR WILL BE EXPENDED IN THE FORM OF A CHECK DRAWN ON THE ASSOCIATION ACCOUNT AND WILL BE RECORDED AS SPECIFIED IN (5) ABOVE.
BIDS
$100 EXPENDITURE WILL REQUIRE A MINIMUM OF THREE BIDS TO BE SUBMITTED. THESE BIDS WILL BE SEALED AND WILL BE MARKED ON THE OUTSIDE OF THE ENVELOPE AS “BID”. ALL BIDS RECEIVED WILL BE HELD/DELIVERED TO THE ASSOCIATION TREASURER, UNOPENED, AND WILL BE OPENED AT A GENERAL MEETING OF THE BOARD OR COMMITTEE. ONLY ITEMS BID ON WILL BE CONSIDERED AT THAT TIME. LOWEST BIDDER, ASSUMING COMPARABLE QUALITY OF MERCHANDISE, WILL BE SELECTED FOR EACH ITEM BID ON. THE BIDS WILL BE THE BASIS FOR COMMITMENT OF FUNDS.
EXPENDITURE OF TEAM FUNDS
ALL FUNDS RAISED BY A TEAM IN EXCESS OF THE TEAM ASSESSMENT, AS DEFINED BY THE BOARD OF DIRECTORS ANNUALLY, SHALL BE USED TO THE DIRECT BENEFIT OF THE YOUTH PARTICIPANTS ASSOCIATED WITH THE PROGRAM. NO EXPENDITURES OF TEAM FUNDS ARE TO BE MADE FOR THE DIRECT BENEFIT OF ANY ADULT VOLUNTEER AND/OR SPONSOR. ALL TEAM FUNDS AS HEREIN DEFINED ARE TO BE HELD IN TRUST BY THE ASSOCIAITON. NO TEAM MAY RETAIN MONIES RECEIVED, NOR MAY A TEAM DIRECTLY APPLY FUNDS RECEIVED TO ANY OUTSTANDING EXPENSE. THE ASSOCIATION WILL MAINTAIN AND PERIODICALLY, NOT TO EXCEED MONTHLY DURING THE SEASON, SEPARATE ACCOUNTS FOR EACH TEAM SHOWING THEIR STANDING TOWARD REACHING/EXCEEDING THEIR TEAM ASSESSMENT, ADDITIONAL MONIES AVAILABLE TO THE TEAM, AND A LISTING OF ALL DEPOSITS AND WITHDRAWLS FROM THE ACCOUNT. THESE MONIES MAY NOT BE USED TO MEET ASSOCIAITON EXPENSES AND MUST BE AVAILABLE TO THE TEAMS UPON PROPER DEMAND.
SECTION 7 MAIL
ALL MAIL DIRECTED TO SPECIFIC INDIVIDUALS WILL BE DELIVERED TO THAT INDIVIDUAL’S MAIL SLOT FOR THEIR PICK UP. ALL MAIL NOT ADDRESSED TO A SPECIFIC INDIVIDUAL WILL BE HELD, UNOPENED, FOR PICK UP BY AN ASSOCIATION OFFICER AND PROPERLY DISPOSITIONED BY THAT OFFICER.
ARTICLE VII BOOKS AND RECORDS
THE CORPORATION SHALL KEEP ACCURATE AND COMPLETE BOOKS AND RECORDS OF ACCOUNT AND SHALL ALSO KEEP MINUTES OF THE PROCEEDINGS OF ITS MEMBERS, BOARD OF DIRECTORS AND COMMITTEES HAVING ANY OF THE AUTHORITY OF THE BOARD OF DIRECTORS, AND SHALL KEEP AT ITS REGISTERED OR PRINCIPAL OFFICE A RECORD GIVING THE NAME AND ADDRESSES OF THE MEMBERS ENTITLED TO VOTE. ALL BOOKS AND RECORDS OF THE CORPORATION MAY BE INSPECTED BY ANY MEMBER OR THEIR AGENT OR ATTORNEY FOR ANY PROPER PURPOSE WHEN REQUESTED WITH A FOURTEEN (14) DAY WRITTEN NOTICE.
ARTICLE VIII FISCAL YEAR
THE FISCAL YEAR OF THE CORPORATION SHALL BEGIN ON THE FIRST DAY OF JANUARY AND END ON THE LAST DAY OF DECEMBER IN EACH YEAR.
ARTICLE IX SEALS
THE SEAL OF THE CORPORATION SHALL BE AS MORE PARTICULARLY SHOWN BY THE FOLLOWING IMPRESSION.
ARTICLE X AMENDMENTS OF ARTICLES OF INCORPORATION
THE ARTICLES OF INCORPORATION MAY BE AMENDED BY AN AFFIRMATIVE VOTE OF A MAJORITY OF THE VOTING MEMBERS PRESENT AT A REGULAR OR SPECIAL MEETING, IF AT LEAST SEVEN (7) DAYS WRITTEN NOTICE IS GIVEN OF INTENTION TO ALTER OR AMEND THE ARTICLES OF INCORPORATION AT SUCH A MEETING.
ARTICLE XI AMENDMENTS TO THE BY-LAWS
THESE BY-LAWS MAY BE ALTERED, AMENDED OR REPEALED, AND ANY NEW BY-LAWS MAY BE ADOPTED BY A MAJORITY VOTE OF THE DIRECTORS PRESENT AT ANY REGULAR MEETING OR AT ANY SPECIAL MEETING, IF AT LEAST FIFTEEN (15) DAYS WRITTEN NOTICE IS GIVEN OF INTENTION TO ALTER, AMEND OR REPEAL OR TO ADOPT NEW BY-LAWS AT SUCH MEETING.
ADOPTED BY THE BOARD OF DIRECTORS OF THIS CORPORATION AT ITS ORGANIZATION MEETING OF ____________________________.
ATTEST:
DAVE GERGEN, PRESIDENT
JOHN CLARK, EXECUTIVE VICE PRESIDENT
BEN WILLIAMS, VICE PRESIDENT - ATHLETICS
KERRIE TAYLOR, TREASURER
LISA HAYS, SECRETARY
