Milford Youth Organization, Inc.€¦ · Milford Youth Organization, Inc. Constitution & Bylaws...

Milford Youth Organization, Inc.

Constitution & Bylaws Revised 3/10/2017 Based on Board Meeting Approval 1/2017

© 2017 Milford Youth Organization. All rights reserved. The MYO Crest and Logo are trademarks of Milford Youth Organization, Inc. P a g e | 2

ARTICLE I

NAME

This organization shall be known as the Milford Youth Organization, Incorporated. Hereafter referred to as Milford Youth Organization or “MYO”.

Organizational Corporate Crest

Team Logo

Team Colors The only approved and official team colors for the Milford Youth Organization are:

▪ Northwest Purple ▪ Athletic Gold ▪ White ▪ Black (limited amounts when needed to distinguish MYO from other organizations or used in the

case that we have two or more teams in the same age group.)

Team Mascot The primary approved and official team mascot or image used to represent Milford Warriors is the Indian Spear.


While our primary mascot is the Indian Spear, you may find a limited use of the Indian Warrior to help in our efforts to maintain distinction between other organizations within the league that classify themselves as Warriors.

You may use any combination of the above specified purple, gold and white when using this image to represent the Milford Warriors.

ARTICLE II

OBJECTIVE

A. The objective of MYO shall be to implant firmly in the minds of youth participants the ideas of good

sportsmanship, honesty, loyalty, courage, physical fitness, self-discipline and respect in order to

enable them to develop the skills necessary to become healthy, responsible and principled adults.

B. This objective will be achieved by providing supervised instruction in the sports of football and

cheerleading. The Board and Coaching Staff shall constantly bear in mind that the attainment of

exceptional athletic skills or the winning of games or competition is secondary to the prime

objective of molding future community leaders.

C. In conducting the activities of MYO, the maximum benefits can be obtained by following a theme of

allowing coaches to coach, managers to manage and the committees to function as defined in these

bylaws.

ARTICLE III

LIABILITY

A. MYO officers, coaches, managers, referees or any other supervisory personnel are not responsible for injuries to persons participating.

B. Players, coaches, cheerleaders, managers, officials, parents and spectators participate at their own

risk.


ARTICLE IV

GOVERNMENT

A. The governing body of MYO shall be the Board of Directors (hereafter known as the Board)

1. The Board shall consist of the following voting members, who are elected by the general

membership with the understanding they are not entitled to compensation for services:

A. President

B. Vice President

C. Treasurer

D. Secretary

E. Cheer Director

F. Assistant Cheer Director

G. Athletic Director

H. Equipment Manager

I. Fundraising Director

J. Concession Manager

K. Registration Manager L. Team Mom Coordinator

2. Organizational Management may also include the following non-voting positions who are appointed as follows:

A. Advisers (Immediate Past President and/or Board Members) B. Assistant Athletic Director (Appointed by the President) C. Assistant Equipment Manager (Appointed by the President)

D. Sponsorship Director

E. Team/Squad Mother – One from each Team (elected by the Coaches and parents).

F. Concession Stand Purchasing Agent – Duties to be filled or appointed by concession manger. G. Communications Manager/Webmaster

B. The fundamental legal duties of each individual Board member include:

i. Duty of Care — Board members have a legal responsibility to participate actively in making decisions on behalf of MYO and to exercise his or her best judgment while doing so.

ii. Duty of Loyalty — when acting on behalf of MYO in a decision-making capacity, Board members must put the interests of MYO before their personal and professional interests.

iii. Duty of Obedience — Board members bear the legal responsibility of ensuring that MYO complies with the applicable federal, state, and local laws and adheres to its mission.

C. The Board of Directors shall conduct the business of MYO as directed by these bylaws, and then shall use guidelines provided by the Metro Atlanta Youth Football League (MAYFL) and then shall use Roberts Rules of Order.


D. Expulsion: Board voted removal. Any Board Member that is expelled from a position shall no longer be able to hold a voting Board position with MYO.

E. Resignation: Written or verbal notification of vacating position before the end of a two year term.

Any Board Member who resigns from a position shall not be able to hold a voting position with MYO for a minimum of one (1) year. After meeting the one (1) year probation, the current president has the authority to recommend and/or appoint a past board member (leaving in good standing) to fill an open position during his/her term, subject to approval by the majority of the Board of Directors.

F. All Board Members shall be responsible for assisting at registration.

G. It is expected that each Board Member works diligently to make the park financially whole by

securing sponsorships and/or participation in Board and park fundraising efforts.

H. Board Members are not required to pay for their children to participate. However, Board Members

with children participating in the program are required to issue a deposit check for participation

costs to the Treasurer. In the event the Board member does not work diligently to make the

park financially whole, resigns or is expelled, said check will be deposited into the general

account. Otherwise, the check will be returned or destroyed at the end of the season after

equipment has been returned.

I. Board members are required to ensure the management of all home game responsibilities being fulfilled and/or covered by parent volunteers.

J. Each member of the Board is subject to an annual background check and may be removed

from their position subject to the results of the background check.

K. The term for each role shall be for two (2) years. After two (2) years the position is open for election. There are no automatic renewals or progressions for any given position. All positions undergo a nomination process, require approval by the nomination committee and will be elected by counting the votes of the active members of MYO to fill each role for the next term.

L. The election of officers of the Board shall be held in accordance with Article IX.

DUTIES Board of Directors

A. President

The president is expected to review and understand MYO's articles of incorporation and by-laws, policies

and procedures, parent handbook, financial and legal situation, and strategic plan. As the Board

ambassador, the president acts as a spokesperson to the larger community. He/she speaks in public on

behalf of MYO and advocates for the program. He/she must have the ability to listen and know when to

seek input from the advisory Board and voting Board members, adhere to Board decisions and maintain

a focus on MYO’s key strategic issues when handling difficult issues. By modeling appropriate behavior,

the president sets high standards for Board conduct and intervenes if conflicts of interest or

confidentiality issues arise.

1. The President and Chairman of the Board of Directors shall be one and the same. The president presides over all meetings of the Board and all membership meetings. He/she preserves order


throughout meetings and decides all parliamentary questions. The President may appoint a Sergeant at Arms for each meeting or a permanent position during term of office.

2. Registration alone is not sufficient to carry out the business of the Milford Youth Organization.

Strategic planning and fund raising are vital to the success of MYO. The president works diligently to make sure Board resolutions are carried out. The President sets agendas which are focused on key strategic issues. He/she takes the lead in raising funds by making personal contributions and asking Board members to do the same. The President attends or even helps to organize social functions to raise funds and maintain visibility of MYO in the community.

3. Votes only when voting by ballot or to break a tie.

4. Calls meetings of the Board and general membership in accordance with these bylaws as well as other meetings deemed necessary.

5. Serves as an ex-officio member of all committees except the nomination committee.

6. May delegate authority to any Board member to act in his/her behalf due to absence and the

absence of both the Vice President and Secretary.

7. Appoints or authorizes special committees and membership thereof.

8. Shall consult with Vice President and Secretary prior to each meeting to ensure all details of the meeting are ready as planned. Assists in preparing an agenda for all meetings.

9. Shall appoint members to fulfill any vacancy in the Board of Directors or coaching staff subject to

approval by the majority of the Board of Directors.

10. Shall remove any Board member he/she feels is failing to discharge the obligations of his/her office,

subject to approval by a majority of the Board of Directors.

B. Vice President

Working with the voting Board and Advisory Board members, the vice president enforces the policies and

objectives of MYO to ensure our organization maintains its values and meets established goals. The vice

president has a primary responsibility for managing the day-to-day activities of MYO and ensuring the

accomplishments of all tasks to meet our overall goals. A major role of the Vice President is to conduct

outreach programs to include fundraising, volunteer recruitment and education and partnership

relations with other organizations that have complementary missions and goals.

1. Acts as the Chairman of the Board in the absence of the President.

2. Maintains a thorough knowledge of MYO bylaws and Parent Handbook as well as NWGFL bylaws.

3. Attends all meetings with Cobb County Parks & Recreations, MAYFL, etc. with the President and/or in the President’s absence.

4. Under the direction of the president, responsible for managing the activities of MYO. This includes

mentoring staff, as well as ensuring the organization accomplishes tasks to meet its overall goals.


i. Directing the Registration Manager, makes executive decisions regarding registration process, record retention, registration fees, refunds, etc.

ii. Is responsible for ensuring the proper management of field condition and operations before and after home games.

iii. Responsible for entering all game scores into the MAYFL system.

5. Because MYO relies on donations from the community and individuals interested in the organization’s success, the Vice President creates public awareness initiatives and ensures the organization is visible to the community and those interested in assisting MYO. This includes:

i. Working with the Fundraising Director, helping to managing Fundraising goals and objectives. It is the expectation that the Vice President will initiate and manage at least one (1) fundraiser annually.

ii. Assigning members to coordinate community events and other programs to create awareness of MYO.

C. Treasurer

The treasurer holds the financial responsibilities of developing, overseeing and maintaining MYO’s

operational budget. The primary responsibilities of the treasure are to ensure MYO is compliant with

state and federal guidelines as a nonprofit organization, allocating funds for each department, ensuring

funds expended do not fall outside of the allocated guidelines, and safeguarding the overall financial

stability of the organization. The treasurer must prepare annual operational and monthly financial

reports for the Board of directors and make all reports available to members, upon request.

1. Bank account maintenance; holds the responsibility for selecting a bank and investing excess funds

wisely.

2. Financial transaction oversight; responsible for maintaining knowledge of who has access to MYO’s funds, and any outstanding bills or debts owed, as well as developing systems for keeping cash flow manageable

iv. Receives and disburses all monies of MYO as prescribed in the bylaws or as authorized by the action of the Board of Directors.

v. Signs or counter-signs all checks.

vi. Provides monthly financial statements/reports (either written or oral) to MYO as directed by the President and/or Board of Directors.

3. Prepares annual budget in writing and presents same at the April Board meeting. This Budget will become a permanent record of MYO and serve as the guidelines for operations for the season.

4. Keeps the Board regularly informed of key financial events, trends, concerns, and assessment of

fiscal health in addition to completing required financial reporting forms in a timely fashion and making these forms available to the Board.

5. Shall have the accounts examined by an outside auditor or auditing committee composed of not less


than three members. The auditing committee shall be selected by the Board of Directors during the

annual election meeting. The auditor/auditing committee shall sign the completed audit certifying its

accuracy.

6. Turns all financial books over to the new Treasurer by the end of the fiscal year.

7. Finance Committee (if applicable) – Serves as Chair of the Finance Committee.

8. Completes Annul State Registration.

9. Files Annual 990 Tax Form.

D. Secretary

The secretary plays a critical role in fostering communication and ensuring proper management and

utilization of important MYO’s records. The secretary will act as an active conduit for communication

between the Board, coaches and members (parents), by giving proper notice of meetings and timely

distribution of materials such as agendas and meeting minutes. It is the expectation that the secretary

will remain knowledgeable of MYO and MAYFL bylaws, our registration records and related materials,

and will be able to provide advice and resources to the Board on relevant topics at issue, such as

particular governance matters being addressed at a meeting.

1. Calls all meetings to order in the absence of the President and Vice President, or Cheer Director and presides until all chairman pro-tempore is elected.

2. Handles all correspondence of MYO.

3. Records all business transactions and maintains accurate records of all meetings including makers of

motions, seconds of motions and disposition of motions.

4. Prepares agendas for all meetings in coordination with the President and Vice President, showing the order of business coming before the assembly.

5. Is prepared to read minutes of any previous meeting when asked to do so.

6. Provides and maintains copies of the bylaws, minutes, list of standing committees, special committees, and any other documents and correspondence required to conduct the business of MYO.

7. Acts as custodian of all records except those specifically assigned to others by the bylaws of MYO.

8. Oversees the election process along with the nominating committee.


E. Cheer Director The Cheer director oversees all aspects of the cheer program, including hiring coaches, scheduling, budget preparation, ensuring compliance and facility management. The Director serves as the Chairman of Cheerleading, manages all park parent volunteers and presides over all cheerleading meetings and all cheerleading events.

1. Is the purchasing agent for cheerleading uniforms and equipment for MYO and shall competitively

price all purchases by at least three sources unless time dictates otherwise. Proposals shall be submitted to Treasurer for evaluation and approval based on current budget prior to any purchase.

2. Calls meetings of Cheerleading and general membership in accordance with these bylaws as well as

others deemed necessary.

3. Shall appoint members to fulfill any vacancy in the coaching staff subject to approval by the majority of the Board.

4. Has overall responsibility for the cheerleading program. Will ensure cheer presence at all games, including play-offs and Super Bowl.

5. Remains within budget and reports all income and expenses for cheerleading to President/Treasurer of MYO.

6. Responsible for getting all copies of driver’s license and background check forms completed for all

cheerleading coaches and assistants.

7. In cooperation with the Athletic Director, assigns all practice schedules and is authorized to call off cheerleading practices.

8. Will coordinate all registration dates, equipment pick up and return, etc.

9. Responsible for placement of all Cheerleaders on teams.

10. Will take a complete inventory along with Assistant Cheer Director by November 30th of each year

and determine quantities of equipment needed for the upcoming year to take advantage of dealer

discounts offered in December/January.

11. When applicable, will be responsible for the collection of all cheer equipment and will coordinate

the return dates and ensure sufficient help to effectively classify equipment serviceability or

condition.

12. Will maintain a system for identifying equipment and for reordering equipment as it is issued both during registration and within the season including exchanges.

13. Will maintain acceptable levels of consumable items for repair or replacement to equipment.

14. Will provide the Board with an updated inventory during the annual turnover meeting and will

maintain a current inventory at all times.


F. Assistant Cheer Director

The primary responsibility of the Assistant Cheer Director is to assist the Cheer Director in ensuring that

entire cheer program is operated within the MYO's rules and any corresponding MAYFL guidelines. In the

absence of the Cheer Director all duties listed below must be adhered to.

1. Support Cheer Director through responsibilities as directed and be a liaison between coaching staff and Cheer Director.

2. Assist Cheer Director in maintaining file of rosters with an update of drops/adds, as provided.

3. Assist Cheer Director in maintaining registration of participants and organize all necessary paperwork

and payments.

4. Assist Cheer Director with managing volunteers for gate duty during home games and other events.

5. In conjunction with the Cheer Director, report to the Athletic Director any coach in violation of MYO

coaching standards and rules.

6. Assist in investigations and file complaints from parents or coaches to the appropriate party. If you

are unable to resolve the problem, send a written recommendation to the Athletic Director for dismissal of a coach or participant.

7. Assist Cheer Director to ensure coaches meetings are held routinely.

8. Ensure coaching staff adheres to Code of Conduct and Chain of Command.

9. Ensure coaching staff is well aware of policies and procedures.

10. Assist in coaching training.

11. Ensure that all coaching staff is in compliance with certifications and background checks.

12. Help to ensure counseling of coaches on rules and regulations, registrations, clinics, post-season

competition, and other MYO operations.

13. Help to ensure coaches attend mandatory clinics as designated by MYO.

14. Ensure coaches are fully informed and adhere to all expectations for practice, pre/post games,

competition, fundraising and training.

15. Help to ensure coaches understand and carry out all safety rules.

G. Athletic Director

The Athletic Director holds the responsibility of the oversight of the entire athletic program for all MYO

sports (fall football, spring football, conditioning camps, cheerleading, etc.) including supervision of

football coaching personnel and the further development and maintenance of a viable program. This

position supervises all football coaching, student athletes and MYO sporting events.


1. Maintains overall responsibility for football coaching staff. Sets athletic policies within MYO and

ensures that all MYO policies are followed.

2. Maintains the responsibility for ensuring MYO coaching staff has access to the rules and regulations

of MAYFL and understands and follows those rules, to include the Georgia High School Athletic

Association (GHSAA) rulebook.

3. Serve as the spokesman and promoter of all athletics at MYO.

4. Responsible for the recruitment, development and retention of quality football coaching staff.

Will submit a complete list of all applicants to the President and Board of Directors along with any

recommendations.

5. Manages all areas of the recruiting process including mobilizing football coaching staff, social media

for recruiting, and arranging off-site recruitment locations. Responds to all public inquiries and

questions about MYO football.

6. Responsible for training of all football coaching staff and ensuring football coaches are properly

equipped to provide the appropriate skills/technique execution to participants.

7. Remains aware of the needs of football coaching staff members and plans for the season. When

necessary, works with the coaching staff to improve performance and/or problems with a team.

8. Thoroughly investigates any reported discrepancies involving coaches and players, as well as those of

his own determination. If actions warrant, recommends to the Board of Directors to place coach(es)

on probation.

i. Determines and implements an improvement plan during probation or recommends

suspension to the Board.

ii. If a coach’s conduct violates the objectives of MYO, may recommend suspension and

replacement of a coach(es) without first placing them on probation. Recommendations to

replace a coach(es) must be in writing to the Board of Directors.

9. Serves as an advisor to any athlete whose conduct is deemed detrimental to a team and/or MYO.

This advisory capacity is one that should be considered secondary to that of the team’s Head Coach

and Team Representative as provided for in Article X.

10. Manages schedules for practice (all teams), competitive events, jamborees, bowls, flag football, conditioning camps and clinics.

11. Has the authority to call off practice or to add a practice as long as it falls within guidelines of MAYFL.

12. If an equalization draft is used to select teams, the Athletic Director will determine the placement of any

new players added after the draft based on team strengths or selection rotation.

13. Responsible for ensuring the proper management of field condition and operations before and after

practice and home games.


14. Arrange game field attendants (e.g., chain management; parent volunteers) for each team and every

home game.

15. Develop and implement a comprehensive marketing strategy including but not limited to a booster

club, local business advertisement, fund raising and overall branding to strengthen and grow MYO

programs.

16. Works with the President for the development and implementation of park sponsored tournaments,

bowl games, to include establishing a budget, monies and managing arrangements

17. Coordinate and assist visiting teams and arrange for/schedule weigh ins and any additional needed

services

18. Working with Cheer Director, helps schedule and plan for end of year banquet for the entire

program.

H. Equipment Manager

1. Holds primary responsibility for preparing and monitoring the levels of athletic equipment on hand

and informing the Board of equipment needs.

2. Submits at least three proposals for the purchase of athletic equipment once it is determined the

amount of equipment requiring replacement and/or the need for additional inventory.

3. Monitors issuance of uniforms to team, coaches, or individual athletes; maintains accurate records

and files regarding equipment check out.

4. Manages maintenance of equipment, which includes laundering, repair, and general upkeep of

equipment.

5. Coordinates a committee to perform athletic equipment maintenance duties.

6. Manages the re-conditioning of helmets.

7. Prepares equipment for distribution such as stamping names or numbers on equipment in order to

track it.

8. Assists with fitting athletic equipment to individual athletes.

9. Stores and packs equipment appropriately when not in use.




I. Assistant Equipment Manager

1. Will work with Equipment Manager to take a complete inventory January 15th of each year and

determine quantities of equipment items needed for upcoming year to take advantage of dealer

discounts offered in early in the year.

2. Will assist Equipment Manager in the collection of all equipment and will coordinate with the

Football Athletic Director for turn in dates and ensure sufficient help to effectively classify

equipment serviceability or condition.

3. Will help maintain a system for identifying equipment and reordering equipment as it is issued both during registration and the season including exchanges.

4. Will help maintain records of any equipment issued to coaches.

5. Will help maintain acceptable levels of consumable items for repair or replacement to equipment.

Will provide the Board with an updated inventory during the annual turnover meeting and will

maintain a current inventory at all times.

7. Will work with a committee in reconditioning reusable equipment.

8. Will help ensure coaches and players have all equipment necessary to conduct scheduled practices

and games.



J. Fundraising Director

1. Plans and implements all fund development activities of the Organization (not to include Board Fundraisers), including current and planned giving programs and spirit shop items.

2. Researches and implements two (2) park wide fundraisers per season.

3. Researches and sources photography vendor that will provide the best financial incentives to the organization.

4. Makes personal calls and presentations to prospective donors.

5. Accepts gifts from donors and assures that receipts and thank you letters are sent promptly and according to policy.

6. Plans and attends all functions of the Organization for fundraising purposes – including special events, pep rallies, etc.

7. Prepares reports for Board as required and necessary.

8. Trains and leads other staff to support fundraising and marketing efforts.

9. Shall coordinate and be responsible for Homecoming fundraiser activities and other sales and


marketing activities.

10. Develops and implements comprehensive marketing and public relations strategy to include Facebook, Twitter, Instagram, etc.

K. Concession Stand Manager

1. Shall have overall responsibility for the operation of the Concession Stand and the safekeeping of all

monies generated during sales.

2. Shall be responsible for accurate records of purchases and sales and provide an inventory system for

complete tracking of goods for sale and keep different sources of revenue separate.

3. Shall coordinate with the Treasurer to ensure all purchases are made by check, credit card, or

authorized billing to the greatest extent possible and ensure monies are ready for deposit in a timely

fashion.

4. Shall coordinate with football team/squad moms and ensure the concession stand is adequately

staffed and holds responsibility for the manning requirements and concession stand operations.

5. Shall act as or appoint and work with the Concession Stand Purchasing Agent to ensure concession stand is adequately stocked.

6. Can appoint unpaid and non-voting assistants at his/her discretion; providing that any assistant that

will have access to proceeds passes a background check.

L. Registration Manager

1. Under the direction of the Vice President, plans, organizes, maintains, and manages the processes

and operations of athlete registration services.

2. Maintains updated membership information and will furnish such information to any member

upon request, provided that member does not intend to use the information for commercial purposes.

3. Maintain records on athletes to include registration, payment, deposit, and equipment check out/returns, etc.

4. Communicate on a regular basis with athletes and their families on the status of their

registration forms, the certification process and deadlines.

5. Develop, maintain and provide rosters to all Coaches.

6. Collects and analyzes a variety of complex data and information regarding registration, online payments, installment plans, equipment deposits, etc. Summarizes findings in applicable reports or other communication mediums.

7. Collaborates with Vice President to research and resolve issues relating to scholarships, late registration, medical refunds, administrative drops and withdrawals.


8. Monitors compliance with MAYFL regulations; ensures that volunteer applications, concussion management forms, and mandated reporting completion records are maintained.

M. Team Mom Coordinator

1. Responsible for ensuring each team mom receives communications regarding upcoming park

events/announcements and appropriately relaying messages to parents.

2. Facilitates communications between coaches and parents.

3. Train/assist team moms and Coaches during the certification process to ensure all players are certified in a timely manner and all birth/health certificates are returned to parents expeditiously.

4. Work with the Concession Stand Manager to schedule workers, ensuring concession stand is covered each time the stand is operating.

5. Coordinate/Manage the distribution of team uniforms.

6. Coordinate/Manage the jersey personalization process.

7. Assist MYO with fundraising activities.

8. Work together to plan the post-season banquets and assist the Secretary with accurate list for

trophies.

9. Assist MYO, Cheer Director, and Assistant Cheer Director for Homecoming activities.

Operational Management

A. Adviser(s) – (Immediate Past President and/or Board Members)

1. The adviser role is not to seize the responsibilities and authority of the current President or Board. Nor is to continuously remain involved in the ordinary operational affairs of MYO. Advisers will be called upon to provide guidance. Effective advisers are expected to provide non-binding but informed directions in MYO’s quest for superior corporate governance.

2. An advisers’ term ends upon the election of a new President and/or Board, at which point the advisory role transitions to the newly outgoing President/Board member.

3. Advisers shall work closely with the newly elected President to provide continuity of the objectives and practices of MYO.

4. Advisers recommend to the Board policies and processes designed to provide for effective and

efficient governance, including but not limited to policies for:

• Board orientation and education.

• Succession planning for the Board.

• Evaluation of Board performance.


• Election and re-election of Board members.

5. Advisers are instrumental in reviewing and recommending position descriptions detailing responsibilities of and expectations for Board members.

6. Advisers recommend nominees for election and re-election to the Board. To facilitate this

responsibility, the adviser will:

• Recommend to the Board a statement of the competencies and personal attributes currently needed on the Board, to be used as a guideline for recruitment and election of Board members.

• Conduct a “gap analysis” to identify succession planning/recruitment needs.

• Develop and regularly update a list of potential Board members regardless of whether a current vacancy exists.

• Develop and oversee a plan for enhancing Board diversity.

• Evaluate the performance of individual Board members eligible for reelection.

7. Advisers are expected to participate and fully engage in the annual review and update of the corporate bylaws and recommend any needed changes to the full Board.

8. Advisers recommend plans for Board education, including new member orientation, training and education of Board members.

B. Team/Squad Mother – One from each Team (elected by the Coaches and parents).

1. Communicate practice and game schedules to parents (dates, locations and times).

2. Create a phone and/or email tree to notify parents/players of various park information

3. Create and distribute a team roster with the name, address, phone number, and email address of each player and coach

4. Distribute fundraiser information to parents/players

5. Collect money from parents/players for fundraisers and submit to the appropriate MYO Board

Member

6. Jerseys will be available before the first game. The Head Coach will assign the jerseys to the players.

He will provide you with a list of the jersey number assignments – put that information on your roster. In the past the cost for putting the player name on the jersey has been $8-10 per jersey and is the responsibility of each parent – this cost and embroidery shop will be communicated to you by the team mom coordinator.

7. Help pass out equipment and uniforms

8. The Team Mom works closely with the Head Coach. The main job is managing administrative and

organizing functions for the team which allows the coach to stick to his duties…coach!!

9. Game day duties may include the following (discuss with your head coach):

• You are responsible for creating and distributing the play/weigh in sheet and organizing the team for weigh in.

• You must arrive at the game prepared with the binder in hand – no exceptions.


• Keeping the kids cool!! This can’t be stressed enough, especially for the kids who play in the hottest times of the day.

7. Duties you will delegate: • Concession Stand Duty • Game Day Snacks (at your discretion)

• Chain Gang for home games

• Homecoming Booth

C. Concession Stand Purchasing Agent – Duties to be filled or appointed by concession

manger.

1. A purchasing agent is responsible for all purchases made for use in the concession stands during the football season and any other events that may occur whereby purchasing services are needed.

2. The Purchasing agent also obtains price quotes as need arises.

3. The Purchasing agent helps maintain an accurate inventory of concession stand items.

D. Communications Manager

1. Ensure that all parents are aware of programs, events, changes and projects within the park.

2. Distribute messages and conduct parent meetings to share information.

3. Develop and distribute communications to keep parents informed. This may include newsletters,

website news articles, Tweets, Facebook updates/posts, Groupons, Instagram messages, etc.

4. Manage and update website content.

5. Debug webpages and fix broken links or images.

6. Update website content and review Search Engine Optimization (SEO).

7. Monitor and analyze website performance (e.g. traffic, conversions).

8. Address website user complaints.

E. Sponsorship Director

1. Works closely with the Treasurer to develop and implement strategies to identify, cultivate, solicit, and steward individual donors and event sponsors.

2. Maintains all sponsorship and fund development records.

3. Research and approach trusts, government agencies and other bodies that could potentially make

grants to the organization.

4. Sources and submits proposal/grant applications for funding organizations.

5. Writes proposals and reports to corporate, foundation, and government funders.


6. Manage the grant application process and ensure that reporting is tracked and meets donors' expectations.

7. Develop and grow our individual donor base; manage annual giving campaign; cultivate major gifts.

8. Oversee constituent sponsorship mailing.

9. Develop relationships with major donors, identify new potential major donors and nurture relationships.

10. Negotiate and develop deal point documents, letters of intent and customer alliance contracts.

ARTICLE V

COACHING STAFF

A. All persons nominated and approved for the coaching staff of football and cheerleading (Head

Coaches and Assistant Coaches) will be subject to a mandatory background check. The Board can

remove any previously approved coach from their position based upon the results of the

background check.

B. The coaching staff for each football team shall consist of one (1) Head Coach and a maximum of

six (6) Certified Assistant Coaches. The number of adults authorized on the sidelines during

scheduled games is maximum of six.

1. The selection of Head Football Coaches will be from applications received from the Football

Athletic Director and will be selected by the Athletic Director and President based on interview

results.

2. The head coach has the sole authority for selecting the assistant staff for his/her assigned team.

All staff must have a satisfactory background check to remain in a coaching position.

3. Selections will be for one season only.

4. The Board of Directors maintains the right to deny any person a coaching position.

C. The coaching staff for each cheerleading squad shall consist of one Head Coach and up to two Assistant Coaches.

1. The selection of all Cheerleading Coaches will be from applications received from the

Cheer Director.

2. Selections will be for one season only.

3. The Board of Directors maintains the right to deny any person a coaching position.


D. In the event a Coach resigns or is expelled from their position, they cannot return as a Coach with the Milford Youth Organization, Inc. for one calendar year from the time of resignation or expulsion.

1. Expulsion: Board voted removal.

2. Resignation: Written or verbal notification.

E. Duties of the Coaching Staff are as follows:

1. Teaching of the basic fundamentals of the sport, including physical conditioning of players, shall be foremost to teaching of strategy.

2. Teaching of the competitive game in such a manner that the individual player will obtain a

thorough knowledge of the correct method of participation, whether or not the skill to

compete is in fact obtained.

3. To provide equal opportunity to each player to try out for the position of his choice. The

coaching staff will obtain the players preference as soon as the player is properly registered.

Tryouts shall be held no later than the third practice session following the formation of the

team.

4. To abide by all decisions made by the Board of Directors.

5. To abide by the rules of Metro Atlanta Youth Football League.

6. To attend any certification/training classes set by the Board of Directors as criteria to

participate at MYO as a coach.

7. Responsible for any practice/game equipment issued by the Equipment Manager.

8. Coordinate all administrative functions through the Team Representative or the

Team/Squad Mother to alleviate distractions during practices.

9. Adhere to practice schedules set by the Athletic/Cheer Director and attend any meetings

scheduled as the Athletic/Cheer Director or as the Board may deem necessary.

10. Be available for any meetings called in the hearing and resolution of grievances as long as

the meeting time and place is reasonable and adequate advance notice is given.

12. Ignore any comments that may be considered complaints unless the complaint or grievance

is handled in accordance with Article X of these bylaws.

13. Any and all Coaches are personally responsible for their own actions. Coaches who obtain fines for not following the rules of NWGFL (e.g., team certification, weigh-ins, coach binder management, conduct etc.) will be held personally liable for the payment of fines.

14. Assist in the registration process to answer questions that members may have and assist in

the selection of properly sized uniform items.

15. Assist in the collection of all MYO issued equipment from each team member.


i. The Head Coach will jointly inventory the equipment with the Equipment Manager

within one week of the final game of the season.

ii. The Head Coach will ensue that all practice/game equipment issued to his team is

accounted for.

iii. When a player quits, the Head Coach is responsible for collecting all MYO

equipment of that individual.

iv. The Head Coach will not be considered for a coaching position the following year if

all equipment is not turned in. Exceptions must be in writing and approved by the

Board.

ARTICLE VI

MEMBERSHIP

A. The immediate adult family members of:

1. Any athlete who is an active participant with MYO during the current season, remits all

registration payments and completes all fundraising requirements for the current season.

2. Coaching staff who has paid coaching fees, paid reduced registration fees for their child(ren) participating in the program, and completed all fundraising requirements for the current season

B. Any other interested adult who meets all of the following requirements:

1. Request membership.

2. Payment of $50.00 fee (coaching staff excluded).

3. Completes and signs membership form.

ARTICLE VII

FINANCIAL POLICY

A. The Board shall decide all matters pertaining to the finances of MYO and as stated in these bylaws.

All funds shall be placed in a common Treasury. The expenditure of all funds shall not give any

team or individual an advantage over another. The Board will determine the funds allocated for

each participant or team.

B. Contributions and/or gifts of any type not sanctioned by the Board to individuals or teams shall not

be allowed. Any and all contributions and the solicitation of the same shall be for MYO as a

whole and may not be done without prior approval from the Board.

C. To provide internal control, all MYO checks will require the signature of an authorized signer.

D. Requests for hardship may be submitted to the Registrar by any Board Member and a determination


of fees (if any) shall be made and presented to the Athletic Director and/or Cheer Director for

approval. The Board will not be informed of the names unless absolutely necessary and will be kept

abreast of the number of hardships.

E. In the event of dissolution, the residual assets of MYO will be turned over to one or more

organizations which themselves fall under the rule 501(c)(3) of the Internal Revenue Code or to the

Federal, State, or local government for exclusive public purpose.

ARTICLE VIII

MEETING

A. Membership Meetings

1. Will be held, at minimum, twice yearly (e.g., parent meeting at the beginning of the season and parent meeting for homecoming).

2. The time and location will be announced by MYO President/Team Moms at least one week

prior to the meeting and will be held whether or not the President or Vice President is able

to attend. A presiding officer shall be determined in accordance with the bylaws.

B. Board of Directors Meetings

1. Will be held monthly.

2. May be attended by any member of MYO unless the Board is having a closed meeting. Any

member wishing to attend should notify the President and Cheer Director and be advised of the

time and location of the meeting.

3. Committee Chairmen are expected to attend Board meetings when asked to do so by the

President, provided a reasonable notice is given.

4. A joint Board (out-going and in-coming) meeting will be held prior to the April board meeting

for the purpose of a turnover. The period between the months of January and April shall be

used to complete the financial reports, prepare tax returns, annual state registration, sign

bankcards and close out all previous years’ business.

C. Committee Meetings

1. May be called by Committee Chairmen. All committee members are expected to attend

provided sufficient notice is given.

2. Shall elect a Secretary to record minutes of the meetings. All minutes will be turned over to the

succeeding Chairman with a copy to the Secretary of the Board of Directors.


ARTICLE IX

ELECTIONS

A. Elections of voting members of the Board of Directors shall be as follows:

1. Prior to the 1st of October, the President will appoint a nominating Committee Chairman, who,

along with the Board Secretary and at least (1) member representing football and (1) member

representing cheerleading will form the nominating committee.

2. The nominating committee will review and approve candidates nominated for each role based

on the following outlined qualifications:

i. Previous Board Members – must have satisfactorily fulfilled the duties and obligations of

their previous role, including participation in previous park fundraising activities, helping to

organize social functions to raise funds and maintaining visibility within the local business

community by obtaining park sponsorships.

ii. President – Candidates for President must have two years of recreational park

administration experience (preference is given to candidates that have previously served

on the MYO Board). Proven ability to listen and seek input from advisory Board and voting

Board members, adhere to Board decisions and maintain a focus on key strategic issues

when handling difficult issues. (The only exception to this requirement is in the case where

there are no candidates that meet these requirements and the current President is not

willing to accept a new term.)

iii. Vice President – Candidates for Vice President must have served a minimum of one year

on the MYO coaching staff or Board prior to the time of election. They must have a

working knowledge of issues related to recreational program management. Candidates

must have a proven track record of strategic planning and fund raising capabilities

demonstrated by participation in previous park fundraising efforts and obtaining

sponsorship. (The only exception to this requirement is in the case where the current

President has to appoint the position due to vacancy.)

iv. Treasurer – Candidates for Treasurer must be bondable. The candidate must be willing to

secure banking services with their own personal information. Business banking accounts

will require the use of a personal social security number in addition to the park’s tax ID.

The candidate must have a proven track record of strategic planning, account

management and fundraising capabilities.

v. Secretary – Candidates for Secretary must be current members of MYO, but are not

required to have served on the MYO coaching staff or Board prior to the time of election.

vi. Cheer Director –Two years of service as a member of the MYO cheer coaching staff. The

candidate must be an organized, detail oriented person who thrives in a position of

leadership and follows through on tasks.

vii. Assistant Cheer Director – One year of service as a member of the MYO cheer coaching

staff. Candidates for this position need to portray experience in the areas of physical

education, athletics, scheduling, and coaching skills. They must demonstrate the qualities

of self-motivation and organization.

viii. Athletic Director – One year of service as a member of the MYO football coaching staff.


Candidates for this role must have the ability to develop, organize and implement

programs. Must be able to serve as a role model for coaching staff, parents and athletes in

the program, demonstrating the principles of appropriate conduct at all times, good

citizenship and responsibility.

ix. Equipment Manager – Candidates for Equipment manager must be current members of

MYO, but are not required to have served on the MYO coaching staff or Board prior to the

time of election.

x. Fundraising Director – Candidates for Fundraising Director must be current members of


time of election. Preference is given to candidates with a proven track record of strategic

planning and fund raising capabilities.

xi. Concession Manager – Candidates for Concession Manager must be current members of


time of election.

xii. Registration manager – Candidates for Registration Manager must be current members of


time of election.

xiii. Team Mom Coordinator – Candidates for Team Mom Coordinator must be current

members of MYO and have one year of service as a recreational program team mom

(preferably with MYO).

3. The Board Secretary shall record the minutes of the meetings. All minutes will be turned over

to the succeeding the Board of Directors.

4. The slate of candidates along with their signed consent will be presented to the general

membership at the November membership meeting.

5. The presiding officer at the November membership meeting shall appoint teller to count the

ballots. The number of tellers will be at least (3) and no more than (7).

6. Voting shall be by ballot.

i. Voting will take place during year-end banquet.

ii. Members not present will not be able to vote. iii. Results will be communicated at the conclusion of the banquet. iv. Announcements of election results will be posted within one (1) day of the on MYO website

and/or Facebook page.

B. Team/Squad Mother

1. Will be elected by the Coaches and the parents of each team.

2. The selection will be determined by the 15th of August and the name provided to the MYO

Secretary.


ARTICLE X

GRIEVANCES

A. Child participation grievances will be processed as follows:

1. In the event a parent feels that his/her child is not being treated fairly or is the subject of biased

treatment, the parent shall contact the Team Representative and discuss the problem.

2. The Team Representative will schedule a conference with the parent(s), and Coach(es), and the appropriate Athletic Director and will act as arbitrator.

3. In the event that a parent is not satisfied with the solution offered by the Team Representative

or the Coach(es), a written formal charge must be filed with the Board of Directors.

4. The President or Administrative Vice President shall immediately call a Board meeting with the

Board acting as a grievance committee. In the event the President or Administrative President is

a party to a grievance, the Vice President shall act as the chairman of the grievance committee.

B. Grievances in General:

1. Grievances concerning other MYO activities shall first be directed to a disinterested Board

member.

2. The Board member must notify the remaining Board concerning the grievance and call a

meeting of the involved parties within 10 days.

3. Failing to reach a settlement will require the filing of written formal charges with the Board of

Directors as stated previously in Article X, paragraph A, Sub-paragraph 3.

ARTICLE XI

RULES OF ORDER

A. For the purpose of conducting business during a meeting of MYO, a quorum, being generally defined

as the number of members required to be present for the legal transaction of business, is hereby

defined as the number of members present at a given meeting which is at least a one-fifth (1/5)

representation of MYO as a whole.

B. During Board of Directors meetings, a quorum will exist when a majority of the voting members of the Board are present.

C. During committee meetings, a quorum will be a simple majority of the committee members.

D. Any officer who exceeds his authority as outlined in these bylaws may be made to show cause as to

why authority was exceeded. The Board of Directors will assess the penalty for this infraction.


ARTICLE XI

AMENDMENTS

A. Amendments or revisions to the Constitution and bylaws must be approved by two-thirds (2/3) vote of Board members present a duly constituted meeting.

B. The amendment(s)/revisions(s) must be filed with the MYO Secretary. The notice shall contain the

entire subject matter of the amendment(s)/revision(s) and must clearly indicate the proposed

change.

C. The decision of the Board shall be considered final but should include to the greatest extent possible

an opportunity to modify and propose amendment(s) or revision(s). Absence or silence shall indicate

consent to the action of those present.

ARTICLE XII

ATHLETE ELIGIBILITY

A. Any child meeting age requirements included in the constitution and by-laws of the Metro

Atlanta Youth Football League (MAYFL) is eligible regardless of race, color, national origin,

religious background, sex, or disability.

B. The child and his parent must have registered properly and meet the following requirements:

1. Completion of the Membership Information Form signed and returned to registrar.

2. Payment of fees listed on the Membership Information Form.

3. If full payment is not accomplished at the time of registration, the registrar must be

provided with the payment schedule.

4. A certified copy of the child’s birth certificate will be required during the certification process

after practice begins. The only acceptable form is a fully certified copy of the birth record as provided by the Georgia (or any other state) Bureau of Vital Statistics. Certificates may be obtained from the above named agency or through the county probate courts. The expense for this certificate is borne by the parents.

5. Any Player that registers after the beginning of the regular season cannot play a game during

their sign up week without written permission of the President and the Athletic Director.

C. GAME UNIFORMS AND EQUIPMENT WILL NOT BE ISSUED UNTIL ALL ITEMS OF REGISTRATION

ARE COMPLETED AND CERTIFIED BY THE REGISTRAR WITH THE ISSUANCE OF AN EQUIPMENT RECORD.


D. Injuries

1. Any athlete injured during practice or a competitive event shall notify the coach or Team

Representative. In the event of a serious injury, the parent will be immediately notified.

2. Any player/cheerleader that loses consciousness will not be permitted to participate in any

further practices/games without a statement from a doctor stating the child is fully recovered and can participate.

ARTICLE XIV

CONDUCT

A. Parents and Coaches

1. Parents and Coaches shall conduct themselves in such a manner as to set a positive example for

the children. Participating children should not overhear any discussion about the ability of one

child as opposed to another.

2. Discussions with the Team Representatives, Coaches, and/or Board Members in the resolution of

grievances shall not be held within hearing of the playing field, concession stand, and the like.

3. MYO conducts activities in accordance with the rules and regulations of the MAYFL; therefore,

coaches and Staff are subject to the remedies prescribed by MAYFL.

i. Said remedies include the assessment of monetary fees.

ii. The Head Coach for the offending team is personally responsible for the payment of any

disciplinary fee assessed by MAYFL and will hold MYO harmless against the collection of

the fee.

iii. The Head Coach may not participate in practices or games until the fee is paid, unless

the fee is being contested in accordance with MAYFL regulations.

4. During competitive events, the parents shall remain behind the crowd control line. The shouting

and/or yelling of anything other than encouragement to the players, Coaches, linesmen, or

officials may constitute grounds for expulsion from the area by local law enforcement officers, if

required.

5. The loss of a parent or Coaches temper, whether resulting in bodily contact or not, while

attending any MYO function, and especially so as to be witnessed by the players and other

children, constitutes grounds for immediate expulsion from the current event by any and all

Board members present.

i. The Board may approve a permanent expulsion and loss of membership from MYO by

a two-thirds (2/3) affirmative vote.

ii. All notifications for permanent expulsion will be in writing.


6. The ejection of a Coach and/or parent from an official game will result in sanctions determined by

the MAYFL and the Board.

i. The offending party will automatically be placed on probation. ii. A subsequent ejection of the same Coach and/or parent will result in the expulsion of the

offending party. iii. These remedies are automatic and will be administered without the Board first receiving a

recommendation from the Football Athletic Director as prescribed in Article IV, F (1).

B. Players and Cheerleaders

1. Players and Cheerleaders should pay close attention to the coaching staff during practice

sessions or competitive events and refrain from comments other than those beneficial to the

event. The use of profanity and vulgarity can be grounds for expulsion from the team/squad.

2. Players and Cheerleaders waiting to actively participate should not play among themselves by tossing balls, roughhousing, talking with parents, or other participants and the like.

ARTICLE XV

POST SEASON GAMES

A. The Board of Directors will approve the acceptance and participation of any of MYO’s teams in post-season play sanctioned by the MAYFL.

B. The Board of Directors must approve participation in games not associated with MAYFL (i.e., Born

To Compete, Bowl Games, etc.)

C. The Cheer Director must approve any and all cheerleading competitions and exhibitions.

ARTICLE XVI

FOOTBALL PARTICIPATION

A. Every football player will play a minimum number of plays per game unless he has missed practice

during the week or is under disciplinary status by the Head Coach. In the event of a missed practice,

the Head Coach must notify the parents prior to the actual start of the competitive event. Any

disciplinary action must have been submitted in writing to the Football Athletic Director and must

provide equal treatment for all participants. The Athletic Director will notify parents of any

disciplinary action.


B. The age of players on all MAYFL teams shall be their age as of July 1st of the current year.

Team (Age Group) Age on July 1st (Age Level) Max Weight for Skill Player

Pee Wee 5 – 6 Unlimited

Mighty Mite 7 – 8 Unlimited

Bandit 9 – 10 Unlimited

Junior 11 – 12 Unlimited

Senior 13 – 14 Unlimited

C. Full rosters along with pictures and copies of birth certificates, cheerleader photos and signed

physician’s physical form, dated after Feb 28 for the current season must be received by August 1st. D. The minimum number of plays will be as follows:

1. All division teams with fewer than 30 players at final certification shall have a minimum of eight

(8) plays during each game.

2. All division teams with 30 players or more at final certification shall have a minimum of eight (8) plays during each game.

E. There must be agreement between the Head Coach and Assistant Coach assigned to track the total

number of plays. If discrepancies occur the child will be given the benefit of the doubt and will

receive additional plays to subscribe to the minimum number of plays required. If possible, the

assigned Assistant Coach will maintain a separate listing of the players and shall frequently

compare the total number of plays.

F. Failure to adhere to the minimum play rule may result in a one game suspension of the Head Coach.

Continued violations could result in suspension for the remainder of the season.

CHEERLEADING PARTICIPATION

A. All Cheerleaders will cheer at each game unless he or she is under disciplinary status by the Head

Coach. Any disciplinary action must have been submitted in writing with the Cheer Director and

must provide equal treatment for all participants. The Cheer Director will notify parents of any

disciplinary action.

B. Any problems, complaints, or grievances related to cheerleading shall be processed as set forth:

1. Coaches, participants, and parents shall first discuss the issue with the Cheer Director.

2. The Cheer Director shall investigate and try to arbitrate the issue.

3. Unless the above steps are followed, the problem, complaint, or grievance shall be

automatically disregarded.

C. Each squad shall consist of the approved number of participants plus mascots. Mascots can be any

age younger than the minimal age for any division with the minimum age being 4 by 8/1. Mascots

must be approved by the Cheer Director.


D. Each football division shall have a dedicated squad of cheerleaders, based on number of participants. No participant can cheer for more than one team.

E. The age for participants in each division is as follows:

Team (Age Group) Age on July 1st (Age Level)

Pee Wee 5 – 6

Mighty Mite 7 – 8

Bandit 9 – 10

Junior 11 – 12

Senior 13 – 14

F. Any participant desiring to cheer and/or compete in a different age division must get approval of the

Cheer Director.

G. Full rosters along with pictures and copies of birth certificates, cheerleader photos and signed

physician’s physical form, dated after Feb 28 for the current season must be received by August 1st.

H. All approved mascots are eligible to attend competition. (Please note: MAYFL does not allow the

use of mascots in its annual cheer competition.) Coaches have the right to label mascots accordingly

at competition, but it must first be presented to the Cheer Director for approval.

J. Competition Practice will begin the first day after August 15th. Gym or park time and locations will

be provided by the Cheer Director. Any Participant missing three practices after September 1st shall

be removed from competition upon approval of Cheer Director. Missing three mandatory practices

without notifying the Head Coach prior to miss could result in disqualification.

Milford Youth Organization, Inc.€¦ · Milford Youth Organization, Inc. Constitution & Bylaws...

Documents

Transcript of Milford Youth Organization, Inc.€¦ · Milford Youth Organization, Inc. Constitution & Bylaws...