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By-Laws

Cromwell Youth Football

 

Preface:  All articles may be modified by the Executive board and board members should the need arise.  A vote of 50% +1 will be needed to make an exception. 

 

Article I          Name and Location

The name of this organization is Cromwell Youth Football, LLC and shall be located in Cromwell, CT.

 

Article II         Objectives

The objectives of this program are to instill in the youth of the towns of Cromwell and the surrounding communities, participating in the Cromwell program, the principles of good citizenship and sportsmanship through association with the knowledge in the fundamentals of football and cheerleading.

 

Article III       Member Board

1.      Management- The governing body of Cromwell Youth Football LLC shall be its Officers and Directors of the Board.

2.      Officers of the Executive Board

a.      The officers of the Executive Board will serve a two (2) year term before a revote of positions will occur.   

b.      Officers of the Executive Board include the President, Vice President, Secretary and Treasurer.

c.       The officers of the Executive Board will be comprised of at least 3 Cromwell Residents.  The nonresident must have a child in the program who is a Cromwell resident. 

d.     An officer of the Executive Board must serve for at least two (2) years in the program in the capacity of volunteer, coach or board member prior to being elected to the Executive Board, with one of those years being on the board as a regular board member.  

e.      An Executive Board member may hold two positions should the need arise until the vacant position can be filled. 

3. Board of Directors

a.      The Board of Directors include Equipment Manager, Home Game

Coordinator, League Representative (Football), League  

Representative (Cheer), Player Representative, Cheer Coordinator, Fundraising / PR Coordinator, Concession Manager, Web Administrator and Registration Coordinator. 

b.      The Board of Directors will be comprised of a minimum of 60% Cromwell residents or have a participant in the program that is a Cromwell Resident. 

4. Elections 

a.      Election of Officers and Board of Directors for open positions will be scheduled at the December meeting.   

b.      Special election for open positions may occur at any time during the year at the discretion of the President.

5. Attendance

a.      All board members will attend monthly and specially scheduled board meetings.

b.      Any member of the Executive Board or Board of Directors having an unexcused absence for two (2) meetings within the course of a one (1) year span shall be automatically dropped from the board.  Special exceptions may apply at the discretion of the Executive Board. 

6. Voting

a.      All members of the board are considered voting members unless otherwise noted in the position description.

b.      Voting will be restricted to all members of the Executive Committee and any member of the Board of Directors who has attended the previous monthly meeting. Excused absences will be allowed at the discretion of the President and the Board will be notified.

c.       If a tie vote occurs, the decision will be made by majority vote of the Executive Board members. If the vote by the Executive Board results in a tie, the President will make the final decision on the matter.

7. Expulsion

a.      A board member can be expelled from the program, if by the determination of the board said person has acted contrary to the Board’s Code of Ethics.  Expulsion of a board member will be determined at a special board meeting.  This meeting will be convened separately from the regularly scheduled meeting.

b.      The expulsion process is initiated with the written request of expulsion by a majority (50% plus one) of the current board members. The written requests are to be submitted to the President who will notify the affected board member in writing and schedule a special board meeting. The affected board member must be notified at least seven (7) days prior to the scheduled special meeting and the special meeting must be scheduled within fourteen (14) days of the written request for expulsion.

c.       The vote required for expulsion is a majority (50% plus one) of the board members in favor. Board members must be in attendance at the special meeting in order to cast a vote.

8. Functions and Responsibilities

a. The function of the board is to regulate the playing program of the Cromwell Youth Football Program, including:

i. Coaches Conduct

ii. Player Eligibility

iii. Player Conduct

iv. Arbitrate Grievances

v. Uphold the rules prescribed by the conference or league in which Cromwell participates.

vi. Elect by majority vote additional board members as appropriate during the year. 

vii. Parents Conduct

9. Quorum- A quorum (50% plus one) of Board Members must be present for the following to occur:

a.      A Board Meeting

b.      Election of Officers and Board of Directors

c.       Approval of the Nominating Committee

d.     Selection of the types of fundraising events and company/companies participating

e.      Publicity and advertising for registration and other activities

f.        Determination of a registration and deposit fees

g.      Expenditures of funds exceeding $250.00 for purchase i.e. (equipment)

10.  Background Checks:   All Board members, coaches and Team parents may be subject to background checks as deemed necessary and or required by the League in which Cromwell participates in.  If no such requirement is mandated by the league, the board may still require background checks to all coaches, team parents and board members. 

 

Article IV       Board Code of Ethics

All members of the board will adhere to the following Code of Ethics-

•      All of our affairs will be conducted with transparency, integrity and honesty.

•      We always show respect for the worth and dignity of all board members, participants, parents, coaches and volunteers; We always follow the rules of our organization; Commitment to excellence in all that we do.

 

All board members of Cromwell Youth Football LLC shall adhere to these general standards and ensure duties are discharged: With our Principles and Values in mind;

•      In good faith;

•      In the best interests of the CYF Program;

•      With an appropriate level of confidentiality;

•      Exercising due diligence in decision making

 

All board members will provide and will be provided with information, reports, statements or financial data that is:

•      Accurate;

•      Timely;

•      Legal;

•  Not tainted by conflicts of interest.

 

Article V Officers and Directors of the Board

The Officers and Directors of the Board shall be elected on the basis of their character, adherence to the objectives of the organization, and the reasonable ability to perform the duties of their office.

 

Any position excluding the Executive Board may have an assistant to help coordinate the role of said board position.  This ensures an easier transition if a current member decides to step down.  The position in question still would only have 1 vote.

 

1)                  President: The president is responsible for the overall administration of Cromwell Youth Football (CYF). The president shall preside at all meetings of the board and general membership and will take an active part in the voting process. The president shall be responsible for the appointment of all committees except the board. The president shall enforce the policies of the organization for the proper, efficient, and safe administration of the program. The President must be present at a minimum of two (2) games each week during the season. The President will also be responsible for selecting a committee to place players and cheerleaders on their respective squads. President must attend two (2) league meeting per year in addition to any special league meetings.

 

2)                  Vice President: The Vice-President shall administrate The Cromwell Youth Football Program in the absence of the president. The Vice President will be responsible for coordinating all suggestions made by Board members. These suggestions will be presented to the President so they may be added to the meeting agenda for discussion and/or voting.  The Vide-President must be present at a minimum of two (2) games each week during the season.

 

3)                  Secretary: The secretary shall record and distribute the minutes of all meetings of the board and shall mail said minutes within ten (10) calendar days of the meeting. The secretary shall handle all correspondence and in the absence of the president and vice-president shall perform their duties. This individual will also be responsible for all data entry required by CYF and the League we are associated with.

 

4)                  Treasurer: The treasurer shall be responsible for the accounting of all monies, report of all deposits and disbursements and shall be accurately accounted for at each meeting. The treasurer will be required to submit an annual statement at the annual meeting. The treasurer shall administrate all income then. No person or group of persons shall in any way or by any device, incur indebtedness on the behalf of the organization or make expenditures, allocations, or disposition of any of the organization’s assets, funds or monies, except as approved by the board of directors. The Treasurer must have the co-signature of the President on all checks written and disbursed and if violated, immediate expulsion will occur. A written monthly report detailing revenue, expenditures and bank balance will be submitted to the board and included with the minutes at each regularly scheduled meeting.

 

5)                 League Representative (Football): This individual will be responsible for attending all League monthly meetings having to do with Football issues and reporting back to the Board and Head Coaches all information in written form along with any paperwork to be handed out. Reporting to the board will be done at the next regularly scheduled board meeting following the league meeting. The League Rep (Football) will be head of all operations football. They will be responsible for and lead all Head coaches as well as assistants as far as practice scheduling, scrimmages, coaches’ meetings, etc.   The individual must be a head coach or an assistant coach for at least one year to be eligible for this role. 

 

 

6)                  League Representative (Cheer):  This individual will be responsible for attending all League monthly meetings having to do with Cheerleading issues and reporting back to the Board and Head Coaches all information in written form along with any paperwork to be handed out. Reporting to the board will be done at the next regularly scheduled board meeting following the league meeting. This individual will also be responsible for aggressively seeking out additional ways to further enhance the Cheerleading program including, but not limited to, clinics, camps, tumbling classes and practice facilities. Any individual serving as League Representative (Cheer) must obtain AACCA Certification within a reasonable amount of time. Funding for this certification will be provided by CYF.

 

7)                  Equipment Manager: This individual shall be responsible for the purchase, receipt from supplier and timely distribution of equipment. The equipment manager shall be required to report on the inventory of equipment including the condition of said equipment, at the annual meeting. A written record of distribution will be kept, as well as ensuring that the collection of all equipment is coordinated with the head coaches. End-of-year inventory must be conducted by the Equipment Manager and League Representative (or other board member appointed by the President). The manager will not make any purchase without prior approval of the president or, make any purchases greater than $250.00, without the approval of the Executive Board.

 

8)                  Home Game Coordinator:  This person will be responsible for the set up and take down of the field.  This includes all ropes, end zone pads and yardage markers.  This person shall be responsible for securing all required personnel for home games. This includes but is not limited to: EMTs, Police (if required), Referees, Chain Gangs, 50/50 Raffles, Game Announcers and Concession.  

 

9)                  Player Representative: This individual will handle any disputes between players, coaches, parents, and any combination of the three, involved with The Cromwell Youth Football Program. It will be the responsibility of this position to mediate any disputes among the parties involved and to the best of their ability, in a discreet manner, handle the matter to the satisfaction of everyone involved. If this cannot be accomplished the matter will be turned over to the President and an emergency meeting of the board will be held to resolve the situation. At each regularly scheduled board meeting, the Player Representative will report on any disputes and dispute resolutions that occurred since the prior meeting. The representative will also be responsible for maintaining a log of disputes, interactions and resolutions that occurred. This individual must be present at a minimum of two (2) games each week during the season. These games shall be the ones the President is not present at. The specifics are to be coordinated with the President prior to each week’s game.

 

10)              Cheerleader Representative: This individual will handle any disputes between cheerleaders, coaches, parents, and any combination of the three, involved with The Cromwell Youth Football Program. It will be the responsibility of this position to mediate any disputes among the parties involved and to the best of their ability, in a discreet manner, handle the matter to the satisfaction of everyone involved. If this cannot be accomplished the matter will be turned over to the President and an emergency meeting of the board will be held to resolve the situation. At each regularly scheduled board meeting, the Cheerleader Representative will report on any disputes and dispute resolutions that occurred since the prior meeting. The representative will also be responsible for maintaining a log of disputes, interactions and resolutions that occurred. This individual must be present at a minimum of two (2) games each week during the season. These games shall be the ones the President or League Representative (Cheer) is not present at. The specifics are to be coordinated with the President prior to each week’s game.

 

* Disputes involving both football and cheer participants jointly will be the joint responsibility of the Player Representative and the Cheerleader Representative to mediate. If the matter at hand cannot be resolved by the representatives jointly, the matter will be turned over to the President and an emergency meeting of the board will be held to resolve the situation.

 

11)              Fundraising / PR Coordinator: This individual is responsible for initiating and organizing any fundraising for Cromwell Youth Football, LLC including any sub committees necessary. There shall be a minimum of two (2) fund raising events. The board must approve all ideas and the members of said subcommittee. This individual is also responsible for soliciting local business/community members to sponsor our organization and organize any banners or signs to promote such sponsors.  This individual is also responsible for presenting all coaching and players apparel to the board for their approval and following through on the ordering and dispersing of said items. No purchases will made without the approval of the Board via a Purchase Order signed by the President. This individual will oversee all matters dealing with disseminating information to the public to promote Cromwell Youth Football. This includes providing information to different media outlets about the all events for football and cheer, i.e. games, tournaments, competitions as well as fundraising events and promoting sponsors.   

 

12)              Concession Manager: This individual will be responsible for running the concession stand. This includes the purchasing of all food and drink required for each home game. All monies collected along with receipts for monies spent will be turned over to the Treasurer no later than the Wednesday after each home game.  The menu for the season will be reviewed and determined up on by the Board of Directors.

 

13)              Web Administrator: This individual will be responsible for enhancing and updating the Cromwell Youth Football web site. The web site shall be kept up to date on a weekly basis at minimum during a 12-month period or as content is available.  All postings must be preapproved by the President or Executive Board.

 

14)              Registration Coordinator: This individual will be responsible for

organizing, and keeping track of all football & cheer registration

paperwork, waivers, monies collected & owed. All monies collected will be submitted to the Treasurer along with a listing of paid participants and

payment information within 48 hours after a scheduled registration.

This individual will present monthly update at board meeting with roaster

for each squad. This individual will be able to conduct any open registrations time during the late winter/early spring.  They will work with the Head coaches and Team moms to assist with the team books for submission as needed. 

 

Article VI      Coaching Staff

A.    All football, cheerleading coaches and Team parent must be approved by the board. Head coaches must be certified as required by CYF’s affiliated league and need to demonstrate positive attitudes when dealing with their players/cheerleaders. Sportsmanship must be demonstrated at all times.

B.     If any coach, staff member or Team Parent ability to perform is deemed detrimental by not acting in the best interest of the program he/she may be removed at any time by a majority vote of the board members.

C.     Assistant coaches and Team Parents will be chosen by the Head Coach and must be approved by a majority vote of the board members at the meeting. The Head Coach has the authority to remove any of his assistant coaches and or Team Parent as he/she sees fit so long as it is approved by the majority of Board members.

D.    No cheerleader or football squad shall be coached by only one (1) person.

E. All coaches, assistant coaches and Team Parent must be 18 years of age. Coaching Trainees under the age of 18 must fill out the CYF Coaching Application. 

All coaches must abide by the Coaches Codes of Conduct outlined by the NYSCA.  Each football and cheerleading team must have at least one (1) coach that is First Aid and CPR Certified.  

 

The Head Coach is the most visible and important position in our league. The head coach must be at least 21 years old. He/she is responsible for the team, players/cheerleaders, his/her coaching staff, and the entire operation of the team. This includes maintaining a safe environment, maintaining rosters, player/cheer books, equipment, uniform handout, schedules, and reporting game results. The head coach will select assistant coaches, appoint coaching responsibilities, and will make decisions involved with the cooperation and performance of his/her team. Anyone interested in a head coaching position, must complete a coaching application and submit it to the board of directors for approval.

 

The Assistant Coach is selected by the head coach, and supports all league activities. The head coach must present his/her appointed assistant coaches to the board of directors for approval. Head coaches will present assistant coaching applications by the April meeting each year.

 

Team Parent is a role (as needed) that assists in team communications, game day weigh ins, organizing squad events and another any other activity that the Head coach requires. 

 

 

Article VII Participation

A. Qualifications for coaches, football players and cheerleaders will comply with the conference/league in which Cromwell Youth Football participates.

 

Article VIII Registration

A.                 Registration fees shall be determined annually by the board.

B.                  Registration forms will be compiled into an initial registration roster of participants. The League Representative (Football) will be responsible for compiling and maintaining the initial list of registrations for the football portion of the program. The Cheer Representative (Cheer) will be responsible for maintaining the roster for cheer portion of the program. If the League Representative (Football) and/or League Representative (Cheer) are unable to fulfill this task, the President has the discretion to appoint alternate board members to this role.

Article IX      Meetings

A.    Regular meetings shall be held as determined by the board. January’s meeting is designated as the “Annual Meeting”.

B.     Special meetings may be called by the President or by a majority of the members of the board.

C.     In matters NOT covered by the by-laws of Cromwell Youth Football, Roberts Rules of Order shall govern. (Copies furnished upon request)

D.    A quorum shall consist of half plus one of all board members and must exist at a meeting to conduct business.

E.     Voting shall be restricted to all members of the board exclusively. All board members vote as one class, and each board member has one vote.

 

Article X        Player and Cheer Practices

Practices will not begin until August 1 and will be limited as set forth in the bylaws of the league we are associated with.

 

Article XI        Placement of Players and Cheerleaders

Four (4) individuals will be responsible for the placement of players and cheerleaders to a particular squad from the board; the President, Vice President, Head Coaches and the League Representative (Football and Cheer).  Selections will be made based on league rules, experience and team roster size.  A final roster will be submitted to the Secretary for inclusion in the CYF records.  Any participant changes must be reported to the Executive Board as well as the League Representative Football or Cheer as appropriate.

 

Article XII By-Law Revisions

Any proposed revisions to the by-laws must be formally submitted to the board. Revisions will be voted on and if approved will go into effect immediately.

 

 

 

Recent Revision on March 11, 2019

Last Revised on September 11, 2012

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