BY-LAWS
AMENDED & APPROVED May 14, 2014
Article I. The name of this Board shall be the Florence Township Football Association (otherwise referred to as the “FTFA.”)
Article II. PROGRAM OBJECTIVE
Section 2.01 MISSION STATEMENT
Afford the youth of our community the opportunity to learn the skills, rules, and sportsmanship of football and cheer through the effective leadership and coaching of the Association regardless of a child’s abilities, race, religion, or any other protected class.
Section 2.02 PHILOSOPHICAL BELIEFS
We are an Association designed for the benefit of the children and the community of Florence Township. We are a non-profit organization. We are comprised of volunteers who must abide by all Township regulations and West Jersey Youth Football League (WJYFL) rules. We understand that academics and athletics go hand in hand. At every level, the Association seeks to develop well-rounded young men and women who learn not only the fundamentals of football and cheerleading, but also the importance of education, in an atmosphere conducive to developing a sound mind, body and character. It is our hope that they also have fun. The FTFA is dedicated to helping children become productive adults and citizens, as they are our future.
We believe that the participants in our youth recreation:
• Should learn the benefits of sportsmanship and teamwork.
• Should have a wholesome quality experience that provides both safety and fun.
• Should be challenged to improve their skills and succeed.
• Should learn the fundamentals of the sport in which they are participating.
• Need role models in form of coaches and FTFA leadership.
• Should have the opportunity to participate in athletics regardless of income.
We believe that a quality community recreation program requires:
• Organization and planning.
• Appropriate facilities and equipment
• Adequate funding.
• Qualified volunteer leadership.
• Instruction in the fundamentals of the sport.
• Encouragement of spirit in sportsmanship and fair play.
We believe that the FTFA Board's role is to:
• Provide leadership and direction.
• Provide quality recreational opportunity.
• Evaluate the program.
• Provide qualified volunteer leadership.
• Provide instruction in the fundamentals of the sport.
• Encourage sportsmanship and fair play.
• Facilitate communication to the community.
• Determine eligibility of participants.
• Set registration fees and dates.
• Determine annual operating budget and to operate within.
• Establish and maintain FTFA Football and Cheer by-laws.
• Establish all rules and regulations.
• Establish election procedures and tenure dates for their officers.
• Obtain all equipment and uniforms.
• Make all operating decisions regarding football and cheer
• Manage all fund-raisers and solicit all sponsors for their sport.
• Conduct meetings as needed.
• Organize and coordinate all sporting events.
• Operate within the Board's By-laws.
Article III. ADMINISTRATION
Section 3.01 The WJYFL program promulgates the rules the Florence Township Football Association shall abide by and adhere to. This is a tiered system whereas West Jersey Football League rules supersede all FTFA local rules and no Association By-Law can directly conflict with the WJYFL.
Section 3.02 The Association shall have an Executive Committee, consisting of a President, Vice President, Secretary and Treasurer. All Voting Members of the Association, during the January meeting of each calendar year, will elect the Executive Committee for that calendar year by a roll call vote if there is only one candidate or by secret written ballot if more than one person is nominated or volunteers for that position. Any person who has submitted a letter of intent prior to the last week preceding the January meeting is eligible to be elected to the Executive Committee.
Section 3.03
a) The Association shall have an Executive Board, consisting of a President, Vice President, Secretary, Treasurer, Cheer Commissioner and Football Commissioner. The President will appoint, and the Executive Committee will approve, a Cheer Commissioner and Football Commissioner each season. Any person who has submitted a letter of intent prior to the last week preceding the January meeting is eligible to be elected to the Executive Board and does not have to be a coach of any team or squad. A member of the Executive Board cannot hold more than one Board/Committee position. A member of the Executive Board may hold a position of head coach or assistant coach within the FTFA, but the Executive Board must vote on the appointment of the coach and, if approved by a majority vote, the member seeking a coaching position will not have a vote on the board as a coach. The member will retain the right of one vote if the executive position is a voting position.
b) Mid-Term Resignation of an officer: If an officer should resign during the year, between elections, a special election to fill the position, will be conducted. Vacancies can be temporarily filled by the current Board Members by succession of each post as follows: If the President resigns, the Vice President shall act as the President, the Secretary the Vice President and the Treasurer as the Secretary and Treasurer. Vacancies will be voted upon at the next meeting of the General Board or at a special meeting of the General Board, whichever is soonest.
c) Removal of an Officer:
An officer can be removed from office for the following:
i. Misappropriation of Association funds.
ii. If his/her health prohibits their ability to carry out their duties.
iii. Non-adherence to the “Coaches Code of Conduct”
iv. Endangering the welfare of a child in his/her care
v. Missing 25% of monthly meetings (more than 3 per year)
vi. Conduct that discredits the Association on and/or off the field.
The Executive Board will meet in a closed session and the members will decide to seek removal, probation of the officer, or dismiss the allegations. If the Board decides to seek removal or to allow the Officer in question to remain a member in a probationary status, the Officer in question will be provided a letter from the President that explains the reasoning that the Board is seeking removal or probation. The Officer in question will be allowed to present his/her case to the governing body (the Officer in question may choose to be heard by the Executive Committee or the Executive Board) or to contest the removal and/or probation. Upon a majority vote (2/3) in favor of removal, said officer shall be removed.
d) Removal of a Member: Removal of a Member will be done in the same manner as the removal of an officer, except that the Member will be allowed to present his/her case to the Executive Board. The Executive Board will meet in a closed session and the member will be able to present their case at this time.
Article IV. POWERS, ROLES AND RESPONSIBILITIES
Section 4.01 EXECUTIVE COMMITTEE
a) President
The President is the chief officer of the Association, it is his/her primary duty to ensure the Association is an organization that is managed legally, morally, ethically and benefits the children and parents of Florence Township. The President shall represent the Association at all WJYFL meetings. The President will call meetings to order and preside over all Association meetings. The President has the power to appoint committees, chair all protests, investigations and disciplinary actions. The President will conduct all meetings using the parliamentary procedure and is a non-voting officer. The President will only cast a vote if there is a tie. The President shall appoint a Football Commissioner and a Cheer Commissioner to handle all matters internally and externally that involve the Football and Cheer matters for the Association and these Commissioners shall report directly to the President. The Executive Committee must approve the appointment of the Football and Cheer Commissioner. The President is not a dictator and cannot make decisions without consulting the Board. The President will also appoint an Equipment and Fundraising Coordinator at the January meeting each calendar year. The President is responsible to ensure that all Coaches have complete background checks and concussion training, that all rosters have been recorded with accurate player information and coach information and that the administration of the Association is handled with the utmost respect for the parents and players in our Association. The President shall communicate with the Township on all Football and Cheer related matters that warrant the Townships involvement. The President of the Association is prohibited from holding any WJYFL position. The President is a non-voting member on the Executive Board.
b) Vice-President
The Vice President will assume the duties of the President if the President is absent or resigns. Upon resignation of the President, the Vice President will temporarily assume the role of the President until the next regularly scheduled meeting or may call a special meeting to hold an election for Interim President until the conclusion of the season. The Vice President will oversee operations of all committees and report important information and progress to the President. The Vice President is a voting officer. The Vice President will ensure that all rules and regulations of the Township, FTFA and WJYFL are followed. The Vice President will collect and track all registration forms in the pre-season. The Vice President will input all data regarding rosters and disseminate information to the Head Coaches prior to the start of the season. The Vice President, the Football Commissioner, and the Cheer Commissioner will make player designations in the pre-season according to the age-weight matrix. The Vice President will collaborate with the President and assist with the administration of Association matters. The Vice President is a voting member on the Executive Board.
c) Secretary
The Secretary will record all proceedings of meetings and prepare and distribute minutes to all Officers and members. The Secretary will also keep an official minute book of such meetings. This book will contain the official minutes for future reference and will be given to each newly elected Secretary at the conclusion of the prior Secretary’s term. The Secretary is a voting officer. The Secretary will be responsible for the maintenance of the Association’s website, for the distribution of forms to all Head Coaches, for marketing sign-ups and registration dates to the community, will put up yard signs, will coordinate picture day and times, will maintain contact information for all coaches and board members, will contact the Township Recreation Director to ensure new coaches are processed for background checks and concussion training,, will remind coaches of monthly meeting dates and distribute a meeting agenda at least 3 days prior to every meeting, will gather data from the Cheer Commissioner and Football Commissioner regarding WJYFL meetings and forward information to all coaches. The Secretary will do any other administrative tasks necessary for the Association. The Secretary shall coordinate with the fundraising chairperson regarding participation by each registered player and handle any correspondence related thereto. The Secretary will maintain a close relationship with the Cheer and Football Commissioners to send out emails regarding information to the Members of the Association. The Secretary is a voting member on the Executive Board.
d) Treasurer
The Treasurer will collect and disburse all funds, maintain all monetary accounts, including the Association checkbook and other financial records. The Treasurer shall report the status of the organization’s finances at every meeting. The records in the Treasurers possession are subject to inspection by the officers and members at any time. The Treasurer is a voting officer. The Treasurer shall coordinate with the Township regarding reimbursements of Association expenses. The Treasurer is responsible for the timely processing of all accounts payable and deposits of all accounts receivables. The Treasurer will work hand-in-hand with the fundraising chairperson to ensure fundraising activities will generate income sufficient to carry all bills in the off-season. The Treasurer is in charge of the concession stand and can appoint a representative to oversee the concession stand at games. This designee can purchase stock and be reimbursed by the Treasurer upon submission of a receipt for concession stand materials. The Treasurer is a voting member on the Executive Board.
Section 4.02 EXECUTIVE BOARD MEMBERS
a) Football Commissioner
The Football Commissioner is an appointment made by each newly elected President. The Football Commissioner is in charge of all football related matters. The Football Commissioner will coordinate with WJYFL officials regarding regular and post season game schedules, coordinating with Head Coaches, WJYFL officials, and Referees regarding game cancellations due to inclement weather or inability to meet minimum player requirements (forfeitures). The Football Commissioner will coordinate the annual weigh-in and ensure that all required items are on hand for every player and coach at the scheduled weigh-in and subsequent make up weigh-ins. The Football Commissioner is the point-of-contact for all football related matters by the Head Coaches. Every matter should be resolved first through the Football Commissioner. The Football Commissioner will conduct football staff meetings with all football head coaches, at least quarterly during the off-season, at least monthly beginning in May, and at least twice a month during the season. The Football Commissioner will ensure that every member of the football coaching staff has the appropriate certifications and registration cards for each team book. The Football Commissioner will keep abreast of all WJYFL rules and regulations and will resolve issues pertaining to same. The Football Commissioner, with the assistance of the field committee, will ensure that the field is lined and prepared for every home game. The Football Commissioner must inform the Secretary of any information that should be disseminated to Association Members. The Football Commissioner must attend all Association meetings during the regular and off season. The Football Commissioner must attend all home games to ensure that the standards of the FTFA and Florence Township are being upheld. The Football Commissioner is a voting member of the Executive Board.
b) Cheer Commissioner
The Cheer Commissioner is an appointment made by each newly elected President. The Cheer Commissioner is in charge of all Cheer related matters. The Cheer Commissioner shall represent the Association at all Cheer related WJYFL meetings. The Cheer Commissioner must report all cheer related information to the Secretary so that it can be relayed to all Cheer coaches. The Cheer Commissioner will coordinate the individual personally owned uniform orders placed in the pre-season for all registered cheer participants, including, game shirts, socks, hair bows, body suits, bloomers, shoes, etc. and will coordinate order distribution to cheer participants immediately after delivery. The Cheer Commissioner will ensure that every cheer coach is kept abreast of squad declarations, skill declaration, and all competition related matters. The Cheer Commissioner will coordinate the dress rehearsal pre-competition with each coach and the order of routines for the High School pep rally. The Cheer Commissioner will arrange for squad music for each competition squad. The Cheer Commissioner coordinates information with the Secretary but reports directly to the President. The Cheer Commissioner will put in all gym requests for the cheer squads to practice during the school year and will make choreographer arrangements, if necessary. The Cheer Commissioner will conduct cheer staff meetings with all cheer head coaches, at least quarterly during the off-season, at least monthly beginning in May, and at least twice a month during the season.
The Cheer Commissioner must attend all home games when Cheerleaders are present to ensure that the standards of the FTFA and Florence Township are being upheld. The Cheer Commissioner is a voting member of the Executive Board.
Section 4.03 General Board Members
a) Team Head Coaches
Every team or squad participating in the season, i.e., declared by the Association to play in the Association, will be represented by its Head Coach as the official member of the team/squad. Each Head Coach counts as 1 voting member per team. Members shall provide input and advice, through the Football and Cheer Commissioners, to the Board on all matters that directly affect the Association. Every team will have one Head Coach and Assistant Coaches as per WJYFL rules. Members will be called to vote only at specific member meetings throughout the year. If the Head Coach will be absent from a meeting, he or she must send a designee to the announced members meetings. Only the member or their designee may vote. If a Head Coach simultaneously holds an Executive Position that is a voting position, the Head Coach will not have a vote in the General Board, but must appoint an Assistant Coach to represent the team and vote during the General Board Meetings. The President has discretion to hold meetings attended by all members that require the vote of the entire Association. Most FTFA meetings will be attended by the Executive Board members only. Members or their designees may not have unexcused absences from Association meetings or the Executive Board may appoint a replacement. Members must send a designee when they are not available. Member’s attendance and voting at required Association Meetings for each Member is minimal and is essential to the good order of the Association. Again, as in Section 3 (a), the President will cast the deciding vote in the event of a tie. Members must attend the January meeting each calendar year to elect the new Executive Committee and other meetings, as needed.
b) Fundraising Coordinator
The Fundraising Coordinator oversees all aspects of fundraising for the FTFA which includes buyouts, equipment sales, spirit wear sales and all other chosen fundraisers. The Fundraising Coordinator is an appointment made by each newly elected President and approved by the Executive Board. Prior to the start of each season he/she will investigate possible fundraising options and notify the Board of his/her findings. The Board will work with the Fundraising Chair to choose such fundraisers for each season. The Fundraising Chair is to keep a running tally of the players and who did/did not participate in fundraisers and with work hand in hand with the Board Treasurer to assure all monies are deposited immediately and accounted for. At the end of each fundraising period he/she is to immediately notify the Board as to which players have not participated as well as notify the Board at the end of the season as to our final fundraising tally of the year. The Fundraising Coordinator must ensure that ALL players/parents know of such fundraisers in advance by sending home flyers, letters, emails and other correspondence. He/she will work with the Board Secretary on such correspondence. The Fundraising Coordinator is an appointed position, is a member of the General Board and is a voting member.
c) Equipment Manager
The Equipment Manager is in charge of all equipment, including helmets, shoulder pads, rib pads, knee pads, thigh pads, belts, game uniforms, practice uniforms, practice equipment, field markers, pink socks, and any other equipment essential to running the football program. The Equipment Manager is an appointment made by each newly elected President and approved by the Executive Board. The Equipment manager will also oversee the Cheer equipment, to include, the uniforms, cold weather uniforms, pom poms, cheer supplies, and any other items essential to running the cheer program. The Equipment Manager will ensure that all equipment is accounted for, maintained and that our stock is sufficient for each season. The Equipment Manager will organize the equipment and schedule uniform distribution with the Head Coaches and the retrieval of equipment post season. The Equipment Manager will supervise the uniform distribution and ensure that a parent or legal guardian signs for all equipment distributed to players. The Equipment Manager will be the custodian of the equipment contracts signed by each participant’s parent or guardian and will keep accurate records of what equipment each player has borrowed for the season. All equipment related issues will be addressed to the Equipment Manager. After consultation with the Treasurer, and approval from the Board, the Equipment Manager may place orders for any equipment we many need and will be responsible for the entire process of the annual reconditioning of the football helmets. The Equipment Manager will work hand in hand with the Cheer Commissioner to disseminate and collect Cheer equipment to make sure it is all in place at the start of the season as well as returned at the end of the season. The Equipment Manager is an appointed position is a member of the General Board and is a voting member.
ARTICLE V. MEETINGS
Section 5.01 EXECUTIVE BOARD MEETINGS Executive Board Meetings will be held at least once a month at the discretion of the President in the upper room of the Football Concession Stand. The Secretary will send reminder emails at least 3 days before every meeting. If a meeting is to be cancelled, the President will contact the Secretary and the Secretary will contact the members to make them aware of the cancellation and rescheduled meeting date and time. Meeting of an urgent nature will be handled in the same manner. The usual location will be the room above the concession stand. Executive Board Members are required to attend all meetings. Three Unexcused absences are grounds for removal from the position of the absent member.
Section 5.02 GENERAL MEETINGS Head Coaches are aware, both Football and Cheer, that they will be required to attend mandatory General Board meetings throughout the year. There are two regularly scheduled mandatory meetings each year for the General Board. One is the January meeting to elect the new Executive Committee and the other is a General Board meeting during first week of July each year to ensure the Association is prepared for the upcoming season. The President of the Association may call General Board meetings at any time during the year. Any unexcused absences for General Board meetings is grounds for removal from the position of the absent member.
Section 5.03 FOOTBALL AND CHEER COMMISSIONER MEETINGS As stated in Section 4.02, paragraphs a) and b), the Football and Cheer Commissioner will have required meetings for their Head Coaches, at a minimum, of quarterly during the off season, at least monthly beginning in May of each year, and twice a month during the season. These meetings must take place to ensure an adequate exchange of information, attempt to resolve any issues, and to ensure the success of the FTFA.
ARTICLE VI RULES OF CONDUCT
Section 6.01 WJYFL CODE OF CONDUCT RULES
All coaches and Association Officials will be provided a copy of the WJYFL By-Laws and will be required to read and acknowledge specifically the code of conduct. Code of Conduct Agreements must be signed prior to the start of the preseason by all parties involved with the FTFA, including Officers, Coaches, parents, players and volunteers. These agreements will be kept on file with the Association Secretary.
Section 6.02 RULES OF CONDUCT FOR ALL HEAD COACHES, ASSISTANT COACHES, AND JR. COACHES
a) All coaches will conduct themselves in the presence of their players, parents, officials, and spectators in such a manner as to be a credit to themselves, the FTFA, the WJYFL and the Coaches Code of Ethics.
b) All coaches will adhere to the rules governing the conduct of all personnel on township property. There will be no smoking on township property; there will be no drinking of alcoholic beverages on township property; there will be no animals allowed inside the fence of any township field; all conduct on township property will project a positive light on the activities being held on township property.
b) All coaches will meet each other on the field after the game for a sportsmanlike exchange of congratulations, and lead their respective teams in doing the same.
c) No coach is to use profanity, or use language to demean/degrade or belittle their players. This is a recreational sports Association that is intended for the inclusion of all children. Football and Cheer are difficult sports and these children are in their most impressionable periods of growth. Encourage players to succeed.
d) Coaches must manage their sidelines during the games. Coaches, assistant coaches and players must remain within the 25 yard lines on their sides of the fields. The sidelines are for officially badged players (cheerleaders), coaches and assistant coaches only. Absolutely no children, or family members of coaches or spectators will be allowed on the sidelines of the games. Violations of the sideline rules may result in a penalty during the game, a fine by the WJYFL and/or suspension from the FTFA.
e) All coaches will make themselves aware of the dress code for players and coaches and adhere to the dress code. The dress code is very loose, but mainly for safety reasons, there must be some guidelines for what is acceptable and not during practices and games. The dress code is published separately and is distributed at the July General Board Meeting.
f) Every Head Coach is responsible for the personnel that are allowed to assist during practices and games. All personnel that are involved with practices and/or games must be properly badged, have a background check completed, and be approved by the FTFA Executive Board.
Section 6.03 RULES OF CONDUCT FOR PLAYERS AND CHEERLEADERS
a) All players and cheerleaders will make a determined effort to attend all practices and games. Any player or cheerleader that has any unexcused absence from a practice will be prohibited from starting the next game. If the players or cheerleaders unexcused absences extend to multiple absences during the week, that player or cheerleader will not be able to play the next game and a written explanation letter will be sent to the players or cheerleaders parent or guardian. The Head Coach will report multiple absences to the appropriate Commissioner and the Commissioner will provide the letter to the parents or guardians of the player or cheerleader. A copy of the explanation letter will be provided to the Executive Board. Players who continue to consistently miss practice during the pre-season or regular season and do not get the requisite amount of conditioning hours to participate multiple times will be suspended from the football or cheer programs. The Head Coach of the player will inform the respective Commissioner and the Executive Board in writing and detail the absences and impact of the absences. The Executive Board will meet to ensure that suspension is the correct response and, if warranted, provide a letter to the parents or guardians of the decision to suspend the player or cheerleader. At this time, the player or cheerleader and the parents or guardians will be asked to turn in his or her uniform and equipment and will be ineligible to participate. The Executive Board must be copied on all correspondence regarding these matters. If a registered participant quits or is removed from the program, any items provided to that participant must be returned immediately to the Equipment Manager. If a child repeatedly misses practices or if there are any disruptive behaviors or any other behavior problems during practices the Head Coach must immediately report these incidents to the Football/Cheer Commissioner who will report incidences to the Board so it can be documented and to ensure policy is followed.
b) All players will conduct themselves with discipline and sportsmanship. All players and cheerleaders will meet the opposing team on the field immediately following the game for a sportsmanlike exchange of congratulations - shake hands. Any player that refuses to shake hands will be warned that continued conduct of an unsportsmanlike nature will result in suspension from the next game and possible removal. The Football Commissioner will be made aware of any player that displays an unsportsmanlike conduct or attitude.
c) Players will conduct themselves as a team at all times. Football and Cheer are team sports and no player is more important than any other player. All players and cheerleaders will treat their teammates, regardless of skill, with the respect and encouragement. Any infractions to teamwork and respect will be brought to the attention of the Football Commissioner.
ARTICLE VII GENERAL INFORMATION
a) The Association will consist of as many teams as necessary to provide all registered township residents the opportunity to play football or cheer. Each pre-season, the Football Commissioner, Cheer Commissioner and Vice President will designate what registered participants will be assigned to which squad or team per the appropriate age and weight, if applicable.
b) No exceptions to the Association By-Laws can be made without the majority vote of the General Board.
c) Only Board Members or their designee will have the right to vote.
d) Any voting officer or member who is absent from a meeting forfeits his or her right to vote at that meeting unless the member sends his or her designee. Executive Board Members cannot send designees. No voting member may have more than one vote. If a Board Member holds two positions that are voting positions (i.e. Vice President and Head Coach), the Head Coach must designate an assistant Coach to attend the General Board Meetings and vote. If the designated assistant Coach does not attend the meeting, the Member will not get two votes.
e) By-Laws will be reviewed at least yearly prior to the January meeting by the General Board and its Members to determine if additions/deletions are necessary for the next season or anytime the Board sees fit during the year/season.
f) For any meeting to be called to order as a legal meeting there must be at least half the General Board Members present and at least one (1) Officer present. This is a quorum. The Executive Board Meetings must be attended by 2/3 of the Officers to be considered a legal meeting.
g) All accidents or injuries to a child or an adult, occurring while under the care of coaches, on or off the playing field, must be submitted in writing to the Executive Board and appropriate insurance forms completed and submitted to the Township. The injured players or cheerleaders Head Coach will immediately contact the respective Commissioner and the Commissioner will submit a written accident report within 24 hours to the FTFA President.
h) Each child must submit an original birth certificate with a raised seal from the Bureau of Vital Statistics each season in order to be eligible to participate.
i) Deadline for signups will be July 31st of each year. Exceptions to the deadline are at the discretion of the Commissioners and President. Football teams will have four (4) consecutive weeks to add players to their teams, providing the team has not reached it maximum number of participants, which is thirty-five (35). If the maximum is met, a wait list will be instituted. Should a participant drop, names will be taken from the top of the waitlist.
1) Cheer — No cheer participant may be added after the second registration. If a cheer participant fails to attend either first or second registration, that participant is disqualified for the season.
2) Football — A football participant may be added to the roster during August if
the team has less than 25 players. If a football participant is on the original roster and fails to attend weigh-ins or does not meet the minimum or maximum weight requirement for his age that participant is disqualified for the season.
ARTICLE VIII COACHES SELECTION PROCESS
Any person wishing to apply for a coaching position must submit a letter of intent in writing before the regularly scheduled January meeting. If there are multiple applicants for a specific position, an election will be held by the Executive Board Members, as previously stated, by casting votes. The Head Coach shall hold the position for one year, ending December 31st. The Head Coach, with oversight from the Football Commissioner and the President, is responsible for choosing his or her assistant coaching staff. If only one person should submit a letter of intent, he/she shall be granted the position providing there are no objections by the Executive Board of the FTFA. If there are objections to a specific applicant, the Association will decide whether to accept the applicant in the same manner as administrative decisions are made. The Executive Board will appoint Head Coaches at the January meeting based on the letters of intent they have received at that time. All persons interested in becoming a head coach should submit their letter of intent prior to the January meeting. Incumbent head coaches will be taken into the same consideration as new volunteers seeking the same position however the Board must have a clear and precise explanation for why a new person is being chosen over the incumbent coach.
Article IX MISCELLANEOUS
Coaches: Number of coaches is determined by WJYFL Official Rules. All Coaches must pass an ASEP certification, Background check which includes fingerprinting, concussion training and at least one coach must be CPR certified.
Committees: Committees, appointed by the President and overseen by the Vice President, shall have one Chairperson and not less than three (3) members. Committees have the right to hold their own Meetings separate from that of the Association but must report to the Executive Board on a monthly basis.
Fundraising: The fundraising activities shall be voted on by the Executive Board. Full participation is expected from all players, Head Coaches, Assistant Coaches and Officers, except Coaches or Officers in the program that that do not have children in the program. Non-participation will result in disciplinary action as deemed by the appropriate Commissioner for that designated sport: football or cheer. Failure to participate in fundraisers and/or buy-outs will be reported to the Township so that the player will not be able to participate in any Florence Township Recreation Program until the debt is paid or forgiven.
Disciplinary Action: Detailed in Article VI, Section 6.03
First Offense: Verbal Warning with documentation to the respective Commissioner
Second Offense: Written warning from the respective Commissioner
Third Offense: Dismissal with letter to parents/guardians from the Executive Board
Concession Stand: This committee will be in charge of the set up, operation and cleanup of the Stand on game days or scrimmage days. The Chairperson, Treasurer and the President or Vice President will be available to tally and collect all monies. Receipts for items purchased will be turned over to the Treasurer.
Publicity: The Secretary will be in charge of contacting local media for signups, fundraisers and results of game day events.
Awards: Awards will be determined on a yearly basis based on the Associations financial status at the time, however it will be encouraged that all participants receive an award/token at the end of every season provided by the FTFA. Participation trophies, or another appropriate award is highly encouraged.
Bill Martinson Scholarship Fund: This Scholarship is offered to a High School Senior boy or girl who participated in the FTFA program and meets the criteria listed on the application.
Safety Issues: All indoor practice sessions are CLOSED. Only those whose names appear on the Official Roster will be allowed inside the buildings during practice. If deemed necessary by the Head Coach, outside practices can be closed to parents as well. Parents will be asked to wait for participants in designated seating areas and/or parking lots.
Fines: ANY fines incurred by a Head Coach or a member of his or her coaching staff is to be paid by the coach in question. The Association WILL NOT be responsible for financial indebtedness occurring from fines imposed by the Association for failure to adhere to WJYFL rules. However, if the Association votes that the fine imposed is unfair or for any other good cause upon the majority vote of Officers and Members, the Association may pay a fine assessed against a coach, team, or participant.
Documents: All Head Coaches are required to carry with them at all games, practices, or at any time the team is gathered together an Official roster, medical forms and emergency contact information for each participant. Each Head coach will also be responsible for carrying a first aid kit, including ice packs, supplied by the Association. These are to be carried by the Assistant Coach in the event the Head Coach is not present.
Dissolution: Should the Florence Township Football Association cease to exist, any and all monies in the Treasury will be turned over to the Florence Township Recreation Department, to be disbursed evenly among the remaining Recreational organizations.
RATIFICATION AND APPROVAL:
The Florence Township Football Association By-Laws for the Calendar Year of 2014 have been reviewed, ratified and approved by the following Executive Board Members on the date indicated:
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PRESIDENT PRINTED NAME PRESIDENT SIGNATURE AND DATE
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VICE PRESIDENT PRINTED NAME VICE PRESIDENT SIGNATURE AND DATE
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SECRETARY PRINTED NAME SECRETARY SIGNATURE AND DATE
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TREASURER PRINTED NAME TREASURER SINGATURE AND DATE
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FOOTBALL COMMISSIONER FOOTBALL COMMISSIONER SIGNATURE AND DATE
PRINTED NAME
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CHEER COMMISSIONER CHEER COMMISSIONER SIGNATURE AND DATE
PRINTED NAME
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AMENDMENT #1
2014 FLORENCE TOWNSHIP FOOTBALL ASSOCIATION BY-LAWS
The Florence Township Football Association By-Laws for the Calendar Year of 2014 and future By-Laws upon Annual Approval and Ratification are amended as follows:
Article IX, MISCELLANEOUS, Paragraph Dissolution is amended as follows:
Should the Florence Township Football Association cease to exist, any and all monies in the Treasury will be evenly distributed between the Florence Township Athletic Leagues as determined by the current status of each league. Each league that receives monies must be non-profit and managed entirely by volunteers of the community. The only athletic leagues that will receive monies will be true and registered leagues with the Florence Township Recreational Department.
APPROVAL AND RATIFICATION
This amendment has been approved and ratified by a unanimous vote by the Florence Township Football Association Executive Board on this day the 14th of May 2014.
Email vote is on file with the FTFA Treasurer and the FTFA Secretary.
SIGNED:
______________________________________
DOUGLAS M. SKINNER
FLORENCE TOWNSHIP FOOTBALL ASSOCIATION TREASURER
AMENDMENT #2
2014 FLORENCE TOWNSHIP FOOTBALL ASSOCIATION BY-LAWS
The Florence Township Football Association By-Laws for the Calendar Year of 2014 and future By-Laws upon Annual Approval and Ratification are amended as follows:
Section 6.03 RULES OF CONDUCT FOR PLAYERS AND CHEERLEADERS
a) All players and cheerleaders will make a determined effort to attend all practices and games. Any player or cheerleader that has any unexcused absence from a practice will be prohibited from starting the next game and will not be allowed to play or cheer until after half-time. If any player or cheerleader has two or more unexcused absences during any particular week of practice – that player or cheerleader will not be able to play at all during the next scheduled game and a written explanation letter will be sent to the players or cheerleaders parent or guardian. The Head Coach will report three or more unexcused absences to the appropriate Commissioner and the Commissioner will provide the letter to the parents or guardians of the player or cheerleader. A copy of the explanation letter will be provided to the Executive Board. Players who continue to consistently miss practice during the pre-season or regular season and do not get the requisite amount of conditioning hours to participate multiple times will be suspended from the football or cheer programs. The Head Coach of the player will inform the respective Commissioner and the Executive Board in writing and detail the absences and impact of the absences. The Executive Board will meet to ensure that suspension is the correct response and, if warranted, provide a letter to the parents or guardians of the decision to suspend the player or cheerleader. At this time, the player or cheerleader and the parents or guardians will be asked to turn in his or her uniform and equipment and will be ineligible to participate. The Executive Board must be copied on all correspondence regarding these matters. If a registered participant quits or is removed from the program, any items provided to that participant must be returned immediately to the Equipment Manager. If a child repeatedly misses practices or if there are any disruptive behaviors or any other behavior problems during practices the Head Coach must immediately report these incidents to the Football/Cheer Commissioner who will report incidences to the Board so it can be documented and to ensure policy is followed.
APPROVAL AND RATIFICATION
This amendment has been approved and ratified by a unanimous vote by the Florence Township Football Association Executive Board on this day the 15th of May 2014.
Email vote is on file with the FTFA Treasurer and the FTFA Secretary.
SIGNED:
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DOUGLAS M. SKINNER
FLORENCE TOWNSHIP FOOTBALL ASSOCIATION TREASURER