Article VII
Duties of Office
I. President: As Chief Executive Officer of WYFC, he/she will preside all Governing Board meetings.
a. Upon Board approval, for any committee or committees. The President will have full power to appoint a Chairperson to the committee or committees as required.
b. In the event of any head coach reigning or being dismissed by the Board, the President may make a temporary appointment(s) to the vacant position(s) with Governing Board approval. If a Board member resigns or is dismissed by the Governing Board, the President may make a temporary appointment(s) to the vacant position(s) with Governing Board approval. The appointment will be for the remainder of the current season.
c. The President may appoint all non-elected positions, as he or she deems necessary for the benefit of the organization and its goals.
d. It will be the responsibility of the President to set the date, time and location of all Board meetings. Notification of Board meetings may be delegated in any way the President deems best to assure that the largest numbers of WYFC members are reached.
e. The President shall have no vote on a motion unless such a vote is required to break a tie.
f. The President shall serve as the League Representative.
g. Secure CPA and assist in preparing tax returns as needed with the Secretary and Treasurer
h. Locate and secure facility custodian, and bathrooms for games and practices w/ Vice President
II. Vice President: During the absence of the President, the Vice President shall assume all the duties of the President with all the powers and restrictions placed on the office.
a. Shall assist and preside the President in his/her absence. Will maintain league reports, administer the rules of conduct for the league, as well as handle all complaints and enforce all rules of the organization.
b. Work with President for ALL special events such as awards banquet, photo day, homecoming, etc.
c. The Vice President shall serve as the League Representative.
d. Locate and secure facility custodian, and bathrooms for games and practices w/ President
III. Secretary:
a. Shall keep minutes of all Board Meetings. Minutes shall show the time and place of the meeting, whether regular or special, names of Governing Members present and the proceedings that follow.
b. Maintain current and updated rules and By-Laws.
c. Notify all Governing Board Members of the Date, Time and Location of all scheduled Board meetings.
d. Be responsible for all written correspondence to all Governing Members.
e. Monitor and forward incoming mail, email and voicemail communication from the public.
f. Maintain master map file for all away games.
g. Maintain organization history and records.
h. Conduct league and business correspondence, coordinate production of game day programs when necessary.
i. Coordinate and disbursement of information
j. Coordinate and upkeep all League/Team Books and Rosters, ensuring all proper paperwork for coaches and players, including registration forms, emergency forms, birth certificate, physicals, liability forms, etc.
k. Perform such other duties as may be prescribed by the Board.
l. Agenda requests are to be submitted 48 hrs in advance of the scheduled meeting.
m. Secure CPA and assist in preparing tax returns as needed with the Treasurer and President
IV. Treasurer: The chief financial officer of the organization. The Treasurer shall keep and maintain adequate and correct amounts of the properties and business transactions of the organization. It shall be the duty of the Treasurer to:
a. Prepare annual financial statement
b. Prepare monthly financial statement
c. Prepare annual budget with the Executive Board
d. Establish accounts receivable and accounts payable procedures and inform the Board of the accounting method utilized.
e. Maintain bank account with authorized signatures
f. Process accounts payable
g. Process accounts receivable
h. Prepare and file all necessary financial reports
i. Secure CPA and assist in preparing tax returns as needed with the Secretary and President
j. Prepare starting gate/concessions cash boxes, and collect for deposit after event
V. Athletic Director: Responsible for the activities of all football coaches to assure a safe and quality football program. It shall be the duty of the Athletic Director to:
a. Solicit for new coaches
b. Conduct as a liaison between the Board and the coaches regarding rules, philosophy, policy of the organization and dissemination of information
c. Responsible for coaches compliance with league rules
d. Make arrangements for and ensure all head football coaches are CPR/1st Aide certified, as well as retaining an EMT for all home football games
e. Be the authority to which coaches, players and parents may make known any requests or complaints. He/she will determine if the request or complaints are valid and should be taken to the Board for possible action.
f. Responsible to coordinate for find volunteers to videotape for all football game levels
VI. Cheer Director: Direct the day to day activities of the youth Cheerleading program, and be responsible for the activities of all cheerleading coaches, to assure a safe and quality cheerleading program. It shall be the Cheer Director’s duty to:
a. Solicit for new coaches
b. Conduct liaison between the Board and the coaches regarding rules, philosophy, policy of the organization and distribution of information
c. Responsible for coaches compliance with league rules
d. Make arrangements for and ensure all head cheer coaches are CPR/1st Aide certified
e. Be the authority to which coaches, players and parents may make known any requests or complaints. He/she will determine if the request or complaints are valid and should be taken to the Board for possible action.
f. Responsible to coordinate for find volunteers to videotape for all cheer game levels
VII. Equipment Manager: Responsible for issuing all football equipment. It shall be the duty of the Equipment Manager to:
a. Submit equipment purchase(s) recommendation to the Board for approval
b. Prepare annual Inventory Report for Board review. This report should include what equipment was available at the beginning of the season, what was purchased during the season, and what was turned in at the end of the season. The report will also provide all missing equipment and the name of the player assigned this equipment. This report will be submitted to the Governing Board at December Board meeting.
c. Arrange annual repair/replacement as required (budget item)
d. Establishes method if issuance and return of issued equipment
e. Obtains signatures of parent of legal guardian for issued equipment
f. Maintains equipment on the sidelines during and after each game, as needed
g. Maintains master roster of all equipment issued/returned, and keep current throughout the season
h. Responsible for coordination or cleaning all equipment at end of the season
i. Coordinate field preparation and breakdown of home field, before and after games
j. Maintains game day equipment such as scoreboard, field markers, etc.
VIII. Concessions Director: Responsible for the organization of a snack bar staff for each home game or event and procurement of all necessary goods required for the snack bar. Other duties will include:
a. Prepare itemized budget for Board approval
b. Maintains inventory list of snack shack equipment and consumables.
c. Prepare for review concessions menu and prices for Board approval
d. Manages concessions operation on game day and during practices/events
e. Makes all purchases for concessions (can delegate to committee)
f. Submits all receipts and proceeds to Treasurer
g. Maintains records of contacts, suppliers, etc. for future reference
IX. Fundraising / Donation Director:
a. Develop annual corporate fundraising plan for Board approval
b. Implement solicitation of major donations (cash in in-kind) from corporations
c. Work with Board to develop annual “Wish List” of potential in-kind donations
d. Coordinate Corporate Sponsorship Program
e. Ensure that all donors are properly acknowledged and that all sponsors receive appropriate recognition and benefits (plaques, banners, ads, etc.)
f. Formulate participant fundraising programs for Board approval
g. Set schedule and locations for Fundraising events
h. Handle all matters relating to special fundraising programs
i. Set-up committees and work parties as necessary
j. Submit receipts and revenues to Treasurer
k. Maintain record of contacts, supplies, etc., for future reference on all fundraising events
l. Forward Fundraising information to be posted on the WYFC / SaberCasts web site, to the web master
X. Merchandise Director:
a. Prepares list of suggested merchandise to Governing board for approval for current season
b. Manage and Maintains merchandise sold during all WYFC events as determined by the Governing Board
c. Directs parent volunteers in merchandise set-up, daily operation, and clean-up
d. Responsible for all shopping/ordering and inventorying of merchandise, presenting all receipts to the Treasurer immediately
e. Maintains, collects receipts and submits net proceeds of merchandise sales to Treasurer
XI. Web Master:
a. Maintain the SaberCats website throughout the year with the most current information
b. Post all information for the following: Game Schedule, Practice Schedule, Links to Maps for away games, Registration Information, Fundraising Information, etc.
c. Links for Coaches Applications and any other forms deemed necessary by the Governing Board
d. All Photographs are to be updated with current year photos, from camps, practices, fundraisers etc.
e. Maintain registration of web site and notify Governing Board of pending deadlines
f. Ensure proper information goes to the newspaper or any other media the Governing Board deems necessary, the Web Master will act as the liaison on any press releases with Board approval
