KWYFA: KWYFA By-Laws
Sunday, March 30
2008 By-LawsARTICLE ONEOFFICESECTION 1. The principal office of the King William Youth Football Association will be located at P.O. Box 41, Manquin, VA 23106
ARTICLE TWO
OBJECTIVESECTION 1. The objective of the King William Youth Football Association (hereafter referred to as the KWYFA) shall be to implant firmly in the minds of the youth of our community respect for authority, good sportsmanship, honesty, loyalty, courage and reverence through a program of organized football and cheering with the philosophy being: “BETTER SPORTSMAN TODAY BETTER CITIZEN TOMORROW” SECTION 2. The objective will be achieved by providing supervised competitive football games. All officers, coaches and committee members shall bear in mind that the attainment of exceptional skill or the winning of games is secondary and the molding of future men and women is of prime importance.
ARTICLE THREE
REGISTRATIONSECTION 1. Registration fees for the King William Youth Football Association shall be determined SECTION 2. Registration fees shall be paid upon registration, unless prior arrangements have been made.SECTION 3. No refunds will be allowed once the roster has been finalized without a majority vote. No refunds will be given for removal for disciplinary action.SECTION 4. KWYFA will govern by METRO age restrictions. Football players must be six as of September 30th of the registering year and no older than fourteen as of September 30th of the registering year.. Cheerleaders must be five as of July 31st of the registering year and no older than fourteen as of September 30th of the registering year.SECTION 5. Late registration will occur the first week of practice providing the prospective participant’s team has not met its 35 participant cap. Late registration fee is $100.00 and all monies, including fundraiser buy-out, are due at time of registration. NO EXCEPTIONS.
ARTICLE FOUR
MEETINGSSECTION 1. The Board of Directors shall meet on the 2nd Wednesday of each month at 6:30 p.m.SECTION 2. Special meeting of the Board of Directors shall be called by the President whenever deemed necessary or upon written request signed by three members of the Board of Directors.SECTION 3. Each Director shall receive 24 hours notice of a regular of special meeting for functional members.
ARTICLE FIVE
OFFICERS OF KWYFASECTION 1. The officers of the KWYFA shall consist of the President, Vice President, Secretary, Treasurer, Commissioner and Director of Cheering.SECTION 2. The President shall be the chief executive officer of the KWYFA. The President shall:(a) Preside at all meetings of the members and directors(b) Have the right to vote all general elections(c) Vote in business matters only to break a tie(d) Be responsible to see that the duties of any officer absent are fulfilled(e) Be an ex-official member of all committees of the KWYFA, with the exemption of a Nominating/Election CommitteeSECTION 3. The Vice President shall be vested with all the powers and shall perform all the duties of the President during the absence of the latter. The Vice President shall:(a) Perform duties assigned by the Board of Directors or PresidentSECTION 4. The Secretary shall record the minutes of any proceedings of the general membership and Board of Directors meetings in a book kept for that purpose. The Secretary shall:(a) Maintain attendance records(b) Attest all official documents(c) Inform board members of all meetings either by phone or email(d) Have current records at all meetings(e) Handle all publicity and news releases(f) Perform duties assigned by the Board of Directors and/or PresidentSECTION 5. The Treasurer shall also under the direction of the Board of Directors be in charge of all the funds of the KWYFA. The Treasurer shall:(a) Deposit all monies in the name of KWYFA where designated by Board of Directors(b) Submit an itemized financial report at each meeting(c) Release a voucher in payment of any incoming liability properly attested by the Board of Directors(d) See that all checks drawn have a co-signature of any one of the three remaining officers(e) Be bonded(f) Submit record for audit upon request by the Board of Directors
ARTICLE SIX
BOARD OF DIRECTORSSECTION 1. The Board of Directors (hereinafter referred to as the Board) will act as the governing body for the entire KWYFA.SECTION 2. The Board shall consist of a President, Vice-President, Secretary, Treasurer, Commissioner and Director of Cheering and as many functional directors (18 years of age or older) as deemed necessary by the Board.SECTION 3. The Board shall have the power to appoint a functional person to fill the unexpired term of a director.SECTION 4. All votes for membership/removals of Directors or Coaches and their coaching assistants will be cast by sealed written ballot.SECTION 5. A quorum for the transaction of any business shall constitute more than one-half of the existing board.SECTION 6. The business of the KWYFA shall be conducted by the Board. However, the Board may in its discretion appoint an Executive Committee consisting of not less than three (3) functional members of the Board and may delegate routine powers of the Board to said Executive Committee.SECTION 7. Any Board member missing two (2) consecutive meetings in the preceding twelve (12) months shall be subject for removal by review of the Board of Directors.SECTION 8. No member of the Board shall receive any remuneration for services rendered to the KWYFA.
ARTICLE SEVEN
ELECTIONSSECTION 1. Elections for the Board Members whose term of office expires shall be held in January of each year.SECTION 2. Election of officers shall be held in January of each year.SECTION 3. Nominees for officers of the KWYFA shall be functional Board members in good standing.SECTION 4. Officers may succeed themselves if approved by the Board. SECTION 5. When a tie occurs and vacancies remain, an election run off shall be held among the highest tied candidates necessary to fill the vacancies.
ARTICLE EIGHT
WAYS AND MEANS COMMITTEESECTION 1. The Ways and Means Chairperson shall be appointed by the Board of Directors in June of each year. The Chairperson shall:(a) Serve a term of one year and may succeed oneself(b) Be dismissed by a majority vote of the Board members present(c) Be responsible for projects previously planned for January thru December(d) Present the Board of Directors for approval:1. Proposed projects2. Estimated expenses (e) Present the Board of Directors:1. Estimated income/profit2. Proposed projects3. The final income statement for each project(f) There shall be such standing as from time to time shall be determined by the Board and/or President
ARTICLE NINE
COMMISSIONER AND COACHESSECTION 1. Election of Commissioners:(a) A simple majority vote of the Directors present shall be required to elect a Commissioner.(b) The Commissioner is elected in the January meeting.SECTION 2. Selection of Head Coaches(a) The Board shall be responsible for selection of head coaches and shall submit their names to the Board for approval not later than the June 1st meeting.(b) Coaches must submit an application for coaching by the May meeting of each year.(c) A simple majority vote of the Directors present shall be required to approve the selection of head coach.(d) After approval by the Board, head coaches shall select assistants and present their names to the Commissioner to be presented to the Board for approval. Approval shall be as described in Section 2b.SECTION 3. Term:(a) The Commissioner shall serve a term of one (1) year.(b) Head coaches and assistants’ term shall expire after the last games of the season (whether playoff, bowl or championship game).SECTION 4. Eligibility:(a) Must be Board member of KWYFASECTION 5. Dismissal of a Commissioner or Coaches(a) The Commissioner, head coach or assistant may be dismissed by a majority vote of the Board of Directors present and voting; no exception to this rule shall be made without Board of Directors approval.SECTION 6. Responsibility of the Commissioner:(a) Authority to cancel any practice or scrimmage(b) Shall submit a detailed recommendation with respect to any bowl game to the Board a minimum of two (2) weeks prior to the planned game. Majority vote of Directors is required to approve of disapprove the proposal (c) Shall be liaison between parents and head coaches or assistants concerning any grievance or complaint(d) Shall have at least one (1) meeting prior to, and one (1) meeting during the season with the parents(e) Shall be the representative and attend all league functions(f) Shall appoint an Assistant Commissioner who shall represent the Commissioner at league functions when the Commissioner is unable to attend(g) Commissioner shall appoint his own committee for his assistance and this committee must not exceed three (3) Directors
ARTICLE TEN
DIRECTOR OF CHEERLEADINGSECTION 1. The Director of Cheerleading’s selection of office, term, eligibility, dismissal, and responsibilities shall be the same as the Commissioner of Coaches. (Article Nine, Sections 1, 3, 4, 5, and 6) SECTION 2. The selection of Cheerleading Coaches and Assistants shall fall under the same guidelines as the selection of Football Coaches and their Assistants. (Article Nine, Section 2)ARTICLE ELEVENCODE OF CONDUCTPlease view on separate page to the leftARTICLE TWELVEBONDSSECTION 1. The Board of Directors may require any officer or committee chairperson to be bonded, as it shall deem necessary, for any amount as it may deed requisite.ARTICLE THIRTEENASSOCIATION SEALSECTION 1. The KWYFA shall have a seal, upon which shall be inscribed the name of the Association, the year of its creation, and words “Incorporated Commonwealth of Virginia”.ARTICLE FOURTEENAMENDMENTSSECTION 1. The Board of the KWYFA may, by a majority vote to the members present and voting, alter, amend, suspend, or annul these By-Laws at any regular or special meeting called for this purpose.SECTION 2. Each proposed amendment shall be submitted individually, in writing, by a petition addressed to the Board of Directors.SECTION 3. Said petition shall contain the names of at least five (5) members of the Board of Directors.SECTION 4. Said petition shall be submitted to the Board of Directors not later than three (3) days preceding the regular Board meeting, and shall be presented to the membership at the next meeting.SECTION 5. Consideration of each amendment so submitted shall be provided for on the agenda and presented at the next regular or special Board meeting for review.SECTION 6. Final acceptance shall be evidenced by a majority vote of the Board present at the next regular or special meeting of the membership following the initial presentation of the amendment.SECTION 7. Notification of the amendment presented shall be distributed at the following meeting.SECTION 8. Notification shall be made seven (7) days prior to the meeting scheduled for final acceptance.ARTICLE FIFTEENADOPTION OF BY-LAWSSECTION 1. These By-Laws shall be adopted by a majority vote of the Board members present and voting at the time of its proposal to the Board members for the ratification.SECTION 2. These By-Laws shall be in full force and effect immediately upon their adoption as set forth in Section 1.ARTICLE SIXTEENMISCELLANEOUSSECTION 1. Roberts Rule of Order shall govern the proceedings of all meetings of the organization and its constituent parts except as provided in these By-Laws. SECTION 2. The books of the Association shall be audited by a Standing Committee consisting of at least three (3) members from the Board of Directors with the Treasurer in attendance at the conclusion of the fiscal year. A report, in writing, of said audit shall be presented to the Board of Directors at the regular Board meeting.
