You are here2015 Coal City Miners Youth Tackle Football - By Laws

2015 Coal City Miners Youth Tackle Football - By Laws


Article One                  -  Name

Article Two                  -  Objectives/Purpose

Article Three               -  Organization Membership

Article Four                 -  General Rules

Article Five                  -  Board of Directors

Article Six                    -  Elections

Article Seven               -  Executive Officer Duties

Article Eight                -  Non-Executive Officer Duties

Article Nine                 -  Monies

Article Ten                  -  Meetings

Article Eleven              -  Amendments

Article Twelve             -  Coaches

Article Thirteen           -  Committees

Article Fourteen          -  Scholarships

Article Fifteen             -  Dissolution/Disbandment of CCMYTF

 

Article One - Name

The name of this organization shall be called, Coal City Miners Youth Tackle Football.

Located in:  Coal City, Illinois

Mailing address:  P O Box 271, Coal City, Illinois  60416

 

Article Two - Objectives/Purpose

This corporation is organized exclusively for fostering amateur athletics with youth.  To this end, the corporation shall at all times be operated exclusively for charitable purposes under Section 501(c)(3) of the Internal Revenue code, including the purpose of combating juvenile delinquency while inspiring boys and girls to practice the ideals of teamwork and sportsmanship.  This corporation will encourage the youth of the community to develop and enhance physical fitness, accept adversity without complaint, respect authority, respect their teammates and opponents and promote the development of self confidence.

 

Article Three - Organization Membership

1.  Membership is defined as and will be used in this document to describe and include parent(s), legal guardian(s), football players, cheerleaders and coaches.

2.  Membership is open to any boy or girl meeting the requirements of the Coal City Miners Youth Tackle Football and the Illinois Valley Youth (IVY) Football League.

3.  Registration fees, which shall be determined by the Board, must be paid on the scheduled registration dates.

4.  No registration fees will be refunded once attendance has been taken after the first official practice.  The Board may determine waiver of fees and refunds on an individual basis.

5.  Teams will be divided as stipulated in the rules set forth by the IVY League.

6.  The dates, times and places for registration will be set forth by the Board.

7.  Each parent/guardian is required to provide (at registration):

·         Copy of their child's birth certificate

·         Physical examination form dated within 12 months prior to the end of the season signed by their physician

·         Current photo

·         Sign any applicable waivers or forms (i.e.  "Code of Conduct")

8.  Any remaining forms/documents must be completed and fundraiser money (as wells as purchased raffle tickets) turned in before equipment is handed out.  The only exception, if needed, will be the physical examination form which MUST be turned in by first day of practice or child will not be able to participate.

 

Article Four - General Rules

1.  All members of the Coal City Miners Youth Tackle Football will adhere to all state and federal rules and regulations at any home or away games, practices or special events.

2.  Members will follow all rules and regulations written and/or implies by the Board of Directors of the IVY Football League and/or the Coal City Miners Youth Tackle Football.

3.  The use of profanity, racial remarks or any disruptive behavior of any kind is strictly prohibited at any Miners' event.  All members must adhere to the Miners "Code of Conduct".  Member(s) not adhering to the rules will be asked to leave immediately or with police assistance if necessary.  This is a zero tolerance issue.

4.  The Miners' organization rewards Heisman trophies to any eighth grade participant completing all four levels consecutively.  The award may be given to an eighth grader who has competed on all levels except Varsity.  They will be eligible if the participant has to play on JV his eighth grade year due to size restrictions.

5.  No individual awards shall be given.  All awards shall be presented at the banquet.  Helmet "participation" stickers are not allowed.

6.  At least one (1) Board member is to be present during any practice, scrimmage, game or any approved special event pertaining to the Coal City Miners Youth Tackle Football.  The Board member must have access to emergency contact numbers for each child attending said activities.

7.  If a parent or legal guardian has not arrived to pick up their child following the conclusion of any Miners' event, a coach and/or Board member must try to contact the parent or legal guardian.  If no contact can be made after 15 minutes, the police may be called for assistance.

8.  In the interest of safety, all players and cheerleaders must attend 50% of the scheduled weekly practices before the next upcoming game to get the minimum 5 plays or participate in cheers.

9.  Jersey numbers are chosen by the veteran players first followed by the new players.  Coaches, at their discretion, may assign jersey numbers base on IHSA rules.

10.  A player staying at their current level has first choice over a player moving up from a lower level to keep his/her jersey number.  If a jersey number change is needed, a new jersey must be purchased by the player needing the change.

11.  All members take responsibility for their participant's uniform and equipment.  All members agree to pay for lost or damaged equipment.  Equipment and uniforms must be turned in clean.  Parent(s) /legal guardian(s) are required to make a refundable equipment deposit on the day of equipment handout.  Deposits are returned at equipment turn in.  All equipment must be turned in by December 1st of that season.  After December 1st, any remaining check will be deposited.

12.  Parent participation is extremely important to the success of Coal City Miners Youth Tackle Football.  All member parent(s)/legal guardian(s) are required to work two (2) Miners' events at specified times.  Any member parent(s)/legal guardian(s) that do not show up for their scheduled volunteer event, or find a replacement, understand that their child/children will not participate in the next scheduled game.  If the volunteer obligation is not met upon completion of the final Miners' game, your family will lose veteran status for the following year and will not receive a volunteer check.

13.  Use of any tobacco products, drugs or alcoholic beverages is strictly prohibited at practice fields and at home or away games.  Exception may be made on tobacco smoking if there is a designated  place to do so.

 

Article Five - Board of Directors

1.  An 11 member Board of Directors shall govern the organization.  This Board shall consist of six (6) Executive Officers and four (5) Non-Executive Officers, which will be nominated and elected from the members upon openings.  Term of office shall be two (2) years or no longer than your member eligibility for the Board of Directors.  A term (seasonal year) is defined from December 1st to November 30th.  All Board members must conduct themselves in a professional manner at all times.  Resignation of a Board member position may be verbal or in writing.  All Board of Directors are required to submit background checks.

2.  The following positions will be the Executive Officers of the Board of Directors:

·         President

·         Vice-President

·         Secretary

·         Treasurer

·         Cheer Director

·         Athletic Director

The following positions will be the Non-Executive Officers of the Board of Directors:

·         Fundraising/Public Relations Director

·         Equipment Director

·         Concession Director

·         Volunteer Director

·         Field Director

3.  To serve on the Board of Directors, a member should have completed one previous season of membership.  To serve as an Executive Officer, a member should have completed one previous season of the Non-Executive Board of Directors for this organization.  All open Executive Officers of the Board of Directors' positions will be first offered to the Non-Executive Officers before the members.  A Board members term will not last longer than their member eligibility.

4.  Board members must adhere to Board of Directors "Standard of Conduct".

5.  If an issue comes before the Board regarding any specific Board member or coach, that person will abstain from voting on the issue in question.

6.  All Board Members are required to attend all Miner home games or events for the duration of the game or event.

 

Article Six - Elections

1.  The following guidelines will be used for nominating and electing new Board members:

·         All "members" of the Coal City Miners Youth Tackle Football may vote

·         Only one (1) vote per household/family is allowed and is based on the address given on the registration form and the member must be present to cast the vote

·         Voting members must be at least 18 years of age

·         Nominations are open to and can be made by anyone who has a child in Coal City Miners or is participating in the league as a coach.  This person may either nominate themselves or another individual.

·         Nominations for open Board positions will be taken up to the end of the awards banquet

·         Nominees shall be voted upon each year during a November election meeting

·         If only one member runs for a position the Board may appoint that person to the said position without using an actual election process

2.  Current Board members positions become available when the following occurs:

·         The current Board member position is due for re-election

·         The current Board member wishes to resign their position

·         The current Board member is elected for another position

·         The Board member has been dismissed from their position

·         The current Board member has three (3) unexcused absences from a Board meeting in one (1) seasonal year and is dismissed from their Board position.  A seasonal year is defined from December 1 to November 30

3.  A majority vote is required to be elected to the Board of Directors.

4.  If there are two or more candidates for a particular office, member voting shall be by ballot.

5.  The nominee must be willing to accept the position if elected.

6.  Only one Board member per member.

 

Article Seven - Executive Officer Duties

1.  PRESIDENT

·         To provide overall leadership.

·         Supervise practice sessions and games or arrange alternate Board coverage.

·         To oversee all activities and functions of the organization.

·         Direct and handle all matters relating to insurance.

·         Appoint Board member(s) to chair committees deemed necessary by the Board.

·         Shall vote only in case of a tie.

·         Has the authority to co-sign checks and disperse funds as approved by the Board of Directors.

·         Contact Coal City School District to obtain permission to use facilities and set and deliver schedule for home games.

·         Responsible to have player and cheerleading rosters for all games.

·         Represent the Coal City Miners at all IVY Youth Tackle Football League meetings.

·         Scholarship chairperson.

·         Responsible to get mail from the P O Box on a weekly basis.

·         Schedule and facilitate all meetings including special called meetings.

·         Oversee all Arena football activities.

2.  VICE PRESIDENT

·         To assume the duties of President in his/her absence.

·         Submit a list of coach's names and obtain Board approval before selection.

·         May attend IVY Youth Tackle Football League meetings.

·         Will cover absent Board member(s) duties on game days.

·         Will fill in where applicable on game days where the President deems necessary.

·         Will arbitrate unresolved issues with member(s).

·         Has the authority to co-sign checks and disperse funds as approved by the Board of Directors.

·         Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football organization.

3.  SECRETARY

·         Record all meeting minutes and members' attendance.

·         Organize and direct the registration process at the beginning of each season.

·         Responsible for having birth certificates, pictures and medical information at all games.

·         Has the authority to co-sign checks and disperse funds as approved by the Board of Directors.

·         Submit an annual report to Secretary of State as required by law.

·         Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football organization.

4.  TREASURER

·         Has the authority to co-sign checks and disperse funds as approved by the Board of Directors.

·         Keeps a financial record of all receipts and disbursements.

·         Report and provide a financial statement at the monthly Board meeting.

·         Shall collect fees at registration.  Collect all monies after home games/events.  Pay referees at conclusion of last game.

·         Prepare final financial statement for the Board.

·         Prepare and maintain tax records

·         Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football organization.

5.  CHEER DIRECTOR

·         Shall assume the duties of the Vice President in his/her absence.

·         Submit a list of coach's names and obtain Board approval before selection.

·         Supervise the conduct of all coaches.

·         Supervise the practice sessions and games or arrange for alternate Board coverage.

·         Act as a liaison person between Board and the coaches/staff.

·         Represent the Coal City Miners at all IVY Youth Tackle Football Cheer Director League meeting.

·         Will chair all homecoming events.

·         Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football organization.

6.  ATHLETIC DIRECTOR

·         Supervise all weigh-ins and provide opposing teams with team rosters prior to each game.

·         Coordinate the monthly/bi-monthly coaches meetings.

·         Supervise the conduct of all coaches.

·         Shall be available to any parent(s) with coaching problems.

·         Report all member issues to the Vice President.

·         Act as a liaison person between Board and coaches/staff.

·         Shall collect attendance records for football weekly and retain in his/her files until the end of the season.

·         Has the authority to co-sign checks and disperse funds as approved by the Board of Directors.

·         Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football organization.

 

Article Eight - Non-Executive Officer Duties

1.  FUNDRAISING/PUBLIC RELATIONS DIRECTOR

·         Organize and direct league fundraisers.

·         Oversee distribution of raffle tickets and 50/50.

·         Design an ad book with business sponsors and parent "happy ads".

·         Responsible for all money received and shall turn over to the Treasurer.

·         Search and design fundraising ideas and submit to the Board for approval.  Board approval shall be obtained prior to all fundraisers.

·         Shall be responsible for informing the public one week prior to event (i.e. Board meetings, homecoming event, banquet, pictures, etc.)

·         Shall obtain names, prices and samples/displays of photographers to submit to the Board for approval for team pictures.

·         Coordinate times and dates for pictures with teams and photographer.

·         Make all publicity notices and releases after obtaining Board approval.

·         Shall ensure that game summaries are prepared by each coach and submitted to the local newspaper and Merchandising/Website personnel after each game.

·         Shall be solely responsible for distribution of players'/cheerleaders' pictures to parents.

·         Shall be responsible for finding a "Team Mom" for each level to help with PR and Fundraising handouts.

·         Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football organization.

2.  EQUIPMENT DIRECTOR

·         Responsible for all equipment that is connected with the organization.

·         Issuing and collecting equipment at the beginning and end of each season and documenting condition of equipment when returned.

·         Cleaning and storing of equipment.

·         Supervise or arrange for repair of equipment.

·         Advise the Board of items needing repair or replacement and obtain approval for expenditures of more than $50.00.

·         Inventory the proper quantities of equipment needed for the upcoming season.

·         Procure equipment after approval from Board and submit invoices to the Treasurer for payment.

·         Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football organization.

3.  CONCESSION DIRECTOR

·         Shall organize and direct all concession purchases and sales for all home games, banquets or special events.

·         Shall obtain invoices for all concession/related items and submit to the Board for approval and payment.

·         Responsible for all money received and shall turn over funds to Treasurer.

·         Shall sign all necessary papers to obtain hall and insurance.

·         Shall organize and direct all activities at the awards banquet.

·         Shall contact caterers and food suppliers as necessary.

·         Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football organization.

4.  VOLUNTEER DIRECTOR

·         Provide a sign-up for volunteer positions to ensure help is provided during home events.

·         Coordinate with the Board to determine where volunteers are needed.

·         Maintain record of all volunteer activities for volunteer refunds.

·         Notify no-show volunteers after each event to discuss volunteer requirements and consequences.

·         Will chair all parade events.

·         Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football organization.

5.  FIELD DIRECTOR

·         Maintain game field (including but not limited to mowing, seeding, fertilizing)

·         Ensure game field is striped before each home game

·         Coordinate help/volunteers with the Volunteer Director

·         Miscellaneous field related tasks as the present themselves

·         Make purchases in order to maintain field and player safety

 

Article Nine - Monies

1.  All monies of the organization shall be kept in the Miners' account "only" in a local bank.

2.  No person may charge to the organization unless authorized by the Board.

3.  All monies should be deposited within two business days of any Miners' event.

4.  All monies donated or raised shall be turned over to the Treasurer.

5.  All monies raised shall be counted by the Treasurer and respective Board member at the beginning and end of each event and sign the "tally" sheet.

 

Article Ten - Meetings

1.  The number constituting a quorum shall be one (1) more than half the Board.

2.  The meeting of the organization shall be held monthly on the second Thursday of every month, except in the case of December on dates mutually agreed upon by the Board members.

3.  The President may call special meetings as long as there is a 24 hour notice given.  The purpose of the special meeting must be stated and no other business may be transacted.  The President, in the event of urgency, may take Board votes via email and, as a last resort by telephone.  Upon final voting determination, the President will email results to all Board members.  For passage it takes a majority vote.

4.  The procedure for meetings shall follow the Coal City Miners Youth Tackle Football by-laws, anything not covered by our by-laws the Board may reference "Roberts Rules".

5.  Meetings shall be conducted in a good standing manner.

 

Article Eleven - Amendments

The by-laws shall be amended by a majority vote of the Board of Directors.  The proposed amendment shall be submitted in writing at the special called by-law meeting.

 

Article Twelve - Coaches

1.  Any nominee wishing to coach with the Miners must be approved by the Board.

2.  All coaches are required to submit to background checks.

3.  Each team must have one person who will be designated by the Board as the "Head Coach".  This person shall be responsible for all matters concerning the team, players, coaches and equipment.  All coaches, including head coach, must be at least 18 years of age.

4.  The status of all head coaches will be reviewed at the end of the year by the Board of Directors.  Reviews will determine whether he/she returns as a "Head Coach".

5.  All Head coaches must turn in a list of all assistant coaches and stat keepers that will be on the sideline during games prior to the first game.  For insurance purposes, only approved persons will be allowed on the sidelines.  Exceptions must be approved by the Board of Directors.

6.  No team shall have more than three (3) Board recognized assistant coaches.  One coach or solicited member will be designated to ensure that all players enter the game for the required amount of plays as set forth by the IVY Football League.

7.  Any Head coach not meeting the required play rule set forth by the IVY Football League, on a seasonal basis, will adhere to the following consequences:

·         First offense will be a one (1) game suspension from coaching.

·         Second offense will be a season long suspension from coaching.

·         Third offense will be a lifetime ban from coaching.

8.  All coaches will follow all rules and regulations as written and implied by the Board of Directors of the IVY Football League and/or the Coal City Miners Youth Tackle Football.

·         Do not openly criticize players or coaches.  Reserve disciplinary actions for private or in a team setting.  Abusive language or physical abuse is never acceptable.

·         All coaches agree to follow instructions written or verbal from the Miners' Board of Directors.

·         All coaches will emphasize sportsmanship, to be good students and to respect teammates and opposing players, coaches and officials.

·         All coaches agree that only Head coaches will be allowed to question a decision made by the game officials.  All coaches must respect, at all times, opposing organizations and game officials.

·         All coaches will not permit an ineligible player to participate in a practice or game.

·         All coaches will not permit an injured player to participate in a practice or game unless that child has a doctor's note.

·         All coaches agree that when a game's outcome has been determined (win or loss) that he or she will make every effort to let lesser player(s) play the balance of the game.

·         All coaches agree to inform the Athletic Director immediately of any problems with a player or parent including injuries.

·         Practice times or date changes, including cancellations, must include notification to the Merchandising/Website personnel and the members as soon as possible.

·         The Coal City Miners' Board of Directors, with a majority vote, has the authority to remove any coach for team or league violations either written or implied.

·         Resignation of a coaching position may be verbal or in writing.

·         Any coaching issues will be handled on a case by case basis at the direction of the Board of Directors.

 

Article Thirteen - Committees

1.  The President appoints Board member(s) to chair "said" committee deemed necessary by the Board.

2.  All committees must report to the chairperson of the "said" committee.

3.  Budget for committees must be approved by the Board of Directors.

 

Article Fourteen - Scholarships

1.  The purpose of the Coal City Miners Youth Tackle Football Scholarship is to provide recognition and financial assistance; it is a one-time $500.00 scholarship to one (1) former football player and one (1) former cheerleader who meet the "Standards for Selection".  One (1) $500.00 scholarship will go to one (1) football player and one (1) $500.00 scholarship will go to one (1) cheerleader per year.  Terms are subject to change.

2.  STANDARDS FOR SELECTION

·         A former Coal City Miner football player or cheerleader.

·         A high school senior football player/cheerleader with a minimum GPA of 3.0 at the time of the award recommendation and be in good standing with the school.

·         The selected applicant must have at least a 2.75 GPA at the end of their first semester of college.

·         The applicant should be recommended by the school principal, counselor and/or teacher based on scholastic ability and character.

·         The applicant should have a record of performance in activities both in school and in the community.

·         Applicant must have participated in football/cheerleading during all four (4) years of high school.

 

3.  SELECTION PROCESS

Applicants must send their completed application to the Scholarship Chairperson by the indicated deadline.  (All information is kept confidential)

·         Applications will be reviewed by the Scholarship Chairperson and presented to the Board of Directors.  The best candidates will be selected for a scholarship.

·         The football player/cheerleader chosen by the committee chairperson and Board of Directors will be notified by written information, if the student declines the scholarship, the next eligible student will be offered the award.

·         The scholarship recipient's name and/or picture will be published in local newspapers and newsletters.

 

Article Fifteen  -  Dissolution/Disbandment of CCMYTF

Dissolution of CCMYTF will be by a vote of the Board of Directors.  In the event of a dissolution, all equipment owned by CCMYTF will be sold to the highest bidder and all monies received will be distributed to creditors.  Any remaining monies will be distributed to a sports related nonprofit organization within the area.  All appropriate agencies will be notified by letter.  If necessary, the Board may deviate from the stated guidelines by a quorum vote.

These by-laws are approved and adopted.

 

Article One                  -  Name

Article Two                  -  Objectives/Purpose

Article Three               -  Organization Membership

Article Four                 -  General Rules

Article Five                  -  Board of Directors

Article Six                    -  Elections

Article Seven               -  Executive Officer Duties

Article Eight                -  Non-Executive Officer Duties

Article Nine                 -  Monies

Article Ten                  -  Meetings

Article Eleven              -  Amendments

Article Twelve             -  Coaches

Article Thirteen           -  Committees

Article Fourteen          -  Scholarships

Article Fifteen             -  Dissolution/Disbandment of CCMYTF

 

Article One - Name

The name of this organization shall be called, Coal City Miners Youth Tackle Football.

Located in:  Coal City, Illinois

Mailing address:  P O Box 271, Coal City, Illinois  60416

 

Article Two - Objectives/Purpose

This corporation is organized exclusively for fostering amateur athletics with youth.  To this end, the corporation shall at all times be operated exclusively for charitable purposes under Section 501(c)(3) of the Internal Revenue code, including the purpose of combating juvenile delinquency while inspiring boys and girls to practice the ideals of teamwork and sportsmanship.  This corporation will encourage the youth of the community to develop and enhance physical fitness, accept adversity without complaint, respect authority, respect their teammates and opponents and promote the development of self confidence.

 

Article Three - Organization Membership

1.  Membership is defined as and will be used in this document to describe and include parent(s), legal guardian(s), football players, cheerleaders and coaches.

2.  Membership is open to any boy or girl meeting the requirements of the Coal City Miners Youth Tackle Football and the Illinois Valley Youth (IVY) Football League.

3.  Registration fees, which shall be determined by the Board, must be paid on the scheduled registration dates.

4.  No registration fees will be refunded once attendance has been taken after the first official practice.  The Board may determine waiver of fees and refunds on an individual basis.

5.  Teams will be divided as stipulated in the rules set forth by the IVY League.

6.  The dates, times and places for registration will be set forth by the Board.

7.  Each parent/guardian is required to provide (at registration):

·         Copy of their child's birth certificate

·         Physical examination form dated within 12 months prior to the end of the season signed by their physician

·         Current photo

·         Sign any applicable waivers or forms (i.e.  "Code of Conduct")

8.  Any remaining forms/documents must be completed and fundraiser money (as wells as purchased raffle tickets) turned in before equipment is handed out.  The only exception, if needed, will be the physical examination form which MUST be turned in by first day of practice or child will not be able to participate.

 

Article Four - General Rules

1.  All members of the Coal City Miners Youth Tackle Football will adhere to all state and federal rules and regulations at any home or away games, practices or special events.

2.  Members will follow all rules and regulations written and/or implies by the Board of Directors of the IVY Football League and/or the Coal City Miners Youth Tackle Football.

3.  The use of profanity, racial remarks or any disruptive behavior of any kind is strictly prohibited at any Miners' event.  All members must adhere to the Miners "Code of Conduct".  Member(s) not adhering to the rules will be asked to leave immediately or with police assistance if necessary.  This is a zero tolerance issue.

4.  The Miners' organization rewards Heisman trophies to any eighth grade participant completing all four levels consecutively.  The award may be given to an eighth grader who has competed on all levels except Varsity.  They will be eligible if the participant has to play on JV his eighth grade year due to size restrictions.

5.  No individual awards shall be given.  All awards shall be presented at the banquet.  Helmet "participation" stickers are not allowed.

6.  At least one (1) Board member is to be present during any practice, scrimmage, game or any approved special event pertaining to the Coal City Miners Youth Tackle Football.  The Board member must have access to emergency contact numbers for each child attending said activities.

7.  If a parent or legal guardian has not arrived to pick up their child following the conclusion of any Miners' event, a coach and/or Board member must try to contact the parent or legal guardian.  If no contact can be made after 15 minutes, the police may be called for assistance.

8.  In the interest of safety, all players and cheerleaders must attend 50% of the scheduled weekly practices before the next upcoming game to get the minimum 5 plays or participate in cheers.

9.  Jersey numbers are chosen by the veteran players first followed by the new players.  Coaches, at their discretion, may assign jersey numbers base on IHSA rules.

10.  A player staying at their current level has first choice over a player moving up from a lower level to keep his/her jersey number.  If a jersey number change is needed, a new jersey must be purchased by the player needing the change.

11.  All members take responsibility for their participant's uniform and equipment.  All members agree to pay for lost or damaged equipment.  Equipment and uniforms must be turned in clean.  Parent(s) /legal guardian(s) are required to make a refundable equipment deposit on the day of equipment handout.  Deposits are returned at equipment turn in.  All equipment must be turned in by December 1st of that season.  After December 1st, any remaining check will be deposited.

12.  Parent participation is extremely important to the success of Coal City Miners Youth Tackle Football.  All member parent(s)/legal guardian(s) are required to work two (2) Miners' events at specified times.  Any member parent(s)/legal guardian(s) that do not show up for their scheduled volunteer event, or find a replacement, understand that their child/children will not participate in the next scheduled game.  If the volunteer obligation is not met upon completion of the final Miners' game, your family will lose veteran status for the following year and will not receive a volunteer check.

13.  Use of any tobacco products, drugs or alcoholic beverages is strictly prohibited at practice fields and at home or away games.  Exception may be made on tobacco smoking if there is a designated  place to do so.

 

Article Five - Board of Directors

1.  An 11 member Board of Directors shall govern the organization.  This Board shall consist of six (6) Executive Officers and four (5) Non-Executive Officers, which will be nominated and elected from the members upon openings.  Term of office shall be two (2) years or no longer than your member eligibility for the Board of Directors.  A term (seasonal year) is defined from December 1st to November 30th.  All Board members must conduct themselves in a professional manner at all times.  Resignation of a Board member position may be verbal or in writing.  All Board of Directors are required to submit background checks.

2.  The following positions will be the Executive Officers of the Board of Directors:

·         President

·         Vice-President

·         Secretary

·         Treasurer

·         Cheer Director

·         Athletic Director

The following positions will be the Non-Executive Officers of the Board of Directors:

·         Fundraising/Public Relations Director

·         Equipment Director

·         Concession Director

·         Volunteer Director

·         Field Director

3.  To serve on the Board of Directors, a member should have completed one previous season of membership.  To serve as an Executive Officer, a member should have completed one previous season of the Non-Executive Board of Directors for this organization.  All open Executive Officers of the Board of Directors' positions will be first offered to the Non-Executive Officers before the members.  A Board members term will not last longer than their member eligibility.

4.  Board members must adhere to Board of Directors "Standard of Conduct".

5.  If an issue comes before the Board regarding any specific Board member or coach, that person will abstain from voting on the issue in question.

6.  All Board Members are required to attend all Miner home games or events for the duration of the game or event.

 

Article Six - Elections

1.  The following guidelines will be used for nominating and electing new Board members:

·         All "members" of the Coal City Miners Youth Tackle Football may vote

·         Only one (1) vote per household/family is allowed and is based on the address given on the registration form and the member must be present to cast the vote

·         Voting members must be at least 18 years of age

·         Nominations are open to and can be made by anyone who has a child in Coal City Miners or is participating in the league as a coach.  This person may either nominate themselves or another individual.

·         Nominations for open Board positions will be taken up to the end of the awards banquet

·         Nominees shall be voted upon each year during a November election meeting

·         If only one member runs for a position the Board may appoint that person to the said position without using an actual election process

2.  Current Board members positions become available when the following occurs:

·         The current Board member position is due for re-election

·         The current Board member wishes to resign their position

·         The current Board member is elected for another position

·         The Board member has been dismissed from their position

·         The current Board member has three (3) unexcused absences from a Board meeting in one (1) seasonal year and is dismissed from their Board position.  A seasonal year is defined from December 1 to November 30

3.  A majority vote is required to be elected to the Board of Directors.

4.  If there are two or more candidates for a particular office, member voting shall be by ballot.

5.  The nominee must be willing to accept the position if elected.

6.  Only one Board member per member.

 

Article Seven - Executive Officer Duties

1.  PRESIDENT

·         To provide overall leadership.

·         Supervise practice sessions and games or arrange alternate Board coverage.

·         To oversee all activities and functions of the organization.

·         Direct and handle all matters relating to insurance.

·         Appoint Board member(s) to chair committees deemed necessary by the Board.

·         Shall vote only in case of a tie.

·         Has the authority to co-sign checks and disperse funds as approved by the Board of Directors.

·         Contact Coal City School District to obtain permission to use facilities and set and deliver schedule for home games.

·         Responsible to have player and cheerleading rosters for all games.

·         Represent the Coal City Miners at all IVY Youth Tackle Football League meetings.

·         Scholarship chairperson.

·         Responsible to get mail from the P O Box on a weekly basis.

·         Schedule and facilitate all meetings including special called meetings.

·         Oversee all Arena football activities.

2.  VICE PRESIDENT

·         To assume the duties of President in his/her absence.

·         Submit a list of coach's names and obtain Board approval before selection.

·         May attend IVY Youth Tackle Football League meetings.

·         Will cover absent Board member(s) duties on game days.

·         Will fill in where applicable on game days where the President deems necessary.

·         Will arbitrate unresolved issues with member(s).

·         Has the authority to co-sign checks and disperse funds as approved by the Board of Directors.

·         Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football organization.

3.  SECRETARY

·         Record all meeting minutes and members' attendance.

·         Organize and direct the registration process at the beginning of each season.

·         Responsible for having birth certificates, pictures and medical information at all games.

·         Has the authority to co-sign checks and disperse funds as approved by the Board of Directors.

·         Submit an annual report to Secretary of State as required by law.

·         Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football organization.

4.  TREASURER

·         Has the authority to co-sign checks and disperse funds as approved by the Board of Directors.

·         Keeps a financial record of all receipts and disbursements.

·         Report and provide a financial statement at the monthly Board meeting.

·         Shall collect fees at registration.  Collect all monies after home games/events.  Pay referees at conclusion of last game.

·         Prepare final financial statement for the Board.

·         Prepare and maintain tax records

·         Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football organization.

5.  CHEER DIRECTOR

·         Shall assume the duties of the Vice President in his/her absence.

·         Submit a list of coach's names and obtain Board approval before selection.

·         Supervise the conduct of all coaches.

·         Supervise the practice sessions and games or arrange for alternate Board coverage.

·         Act as a liaison person between Board and the coaches/staff.

·         Represent the Coal City Miners at all IVY Youth Tackle Football Cheer Director League meeting.

·         Will chair all homecoming events.

·         Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football organization.

6.  ATHLETIC DIRECTOR

·         Supervise all weigh-ins and provide opposing teams with team rosters prior to each game.

·         Coordinate the monthly/bi-monthly coaches meetings.

·         Supervise the conduct of all coaches.

·         Shall be available to any parent(s) with coaching problems.

·         Report all member issues to the Vice President.

·         Act as a liaison person between Board and coaches/staff.

·         Shall collect attendance records for football weekly and retain in his/her files until the end of the season.

·         Has the authority to co-sign checks and disperse funds as approved by the Board of Directors.

·         Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football organization.

 

Article Eight - Non-Executive Officer Duties

1.  FUNDRAISING/PUBLIC RELATIONS DIRECTOR

·         Organize and direct league fundraisers.

·         Oversee distribution of raffle tickets and 50/50.

·         Design an ad book with business sponsors and parent "happy ads".

·         Responsible for all money received and shall turn over to the Treasurer.

·         Search and design fundraising ideas and submit to the Board for approval.  Board approval shall be obtained prior to all fundraisers.

·         Shall be responsible for informing the public one week prior to event (i.e. Board meetings, homecoming event, banquet, pictures, etc.)

·         Shall obtain names, prices and samples/displays of photographers to submit to the Board for approval for team pictures.

·         Coordinate times and dates for pictures with teams and photographer.

·         Make all publicity notices and releases after obtaining Board approval.

·         Shall ensure that game summaries are prepared by each coach and submitted to the local newspaper and Merchandising/Website personnel after each game.

·         Shall be solely responsible for distribution of players'/cheerleaders' pictures to parents.

·         Shall be responsible for finding a "Team Mom" for each level to help with PR and Fundraising handouts.

·         Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football organization.

2.  EQUIPMENT DIRECTOR

·         Responsible for all equipment that is connected with the organization.

·         Issuing and collecting equipment at the beginning and end of each season and documenting condition of equipment when returned.

·         Cleaning and storing of equipment.

·         Supervise or arrange for repair of equipment.

·         Advise the Board of items needing repair or replacement and obtain approval for expenditures of more than $50.00.

·         Inventory the proper quantities of equipment needed for the upcoming season.

·         Procure equipment after approval from Board and submit invoices to the Treasurer for payment.

·         Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football organization.

3.  CONCESSION DIRECTOR

·         Shall organize and direct all concession purchases and sales for all home games, banquets or special events.

·         Shall obtain invoices for all concession/related items and submit to the Board for approval and payment.

·         Responsible for all money received and shall turn over funds to Treasurer.

·         Shall sign all necessary papers to obtain hall and insurance.

·         Shall organize and direct all activities at the awards banquet.

·         Shall contact caterers and food suppliers as necessary.

·         Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football organization.

4.  VOLUNTEER DIRECTOR

·         Provide a sign-up for volunteer positions to ensure help is provided during home events.

·         Coordinate with the Board to determine where volunteers are needed.

·         Maintain record of all volunteer activities for volunteer refunds.

·         Notify no-show volunteers after each event to discuss volunteer requirements and consequences.

·         Will chair all parade events.

·         Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football organization.

5.  FIELD DIRECTOR

·         Maintain game field (including but not limited to mowing, seeding, fertilizing)

·         Ensure game field is striped before each home game

·         Coordinate help/volunteers with the Volunteer Director

·         Miscellaneous field related tasks as the present themselves

·         Make purchases in order to maintain field and player safety

 

Article Nine - Monies

1.  All monies of the organization shall be kept in the Miners' account "only" in a local bank.

2.  No person may charge to the organization unless authorized by the Board.

3.  All monies should be deposited within two business days of any Miners' event.

4.  All monies donated or raised shall be turned over to the Treasurer.

5.  All monies raised shall be counted by the Treasurer and respective Board member at the beginning and end of each event and sign the "tally" sheet.

 

Article Ten - Meetings

1.  The number constituting a quorum shall be one (1) more than half the Board.

2.  The meeting of the organization shall be held monthly on the second Thursday of every month, except in the case of December on dates mutually agreed upon by the Board members.

3.  The President may call special meetings as long as there is a 24 hour notice given.  The purpose of the special meeting must be stated and no other business may be transacted.  The President, in the event of urgency, may take Board votes via email and, as a last resort by telephone.  Upon final voting determination, the President will email results to all Board members.  For passage it takes a majority vote.

4.  The procedure for meetings shall follow the Coal City Miners Youth Tackle Football by-laws, anything not covered by our by-laws the Board may reference "Roberts Rules".

5.  Meetings shall be conducted in a good standing manner.

 

Article Eleven - Amendments

The by-laws shall be amended by a majority vote of the Board of Directors.  The proposed amendment shall be submitted in writing at the special called by-law meeting.

 

Article Twelve - Coaches

1.  Any nominee wishing to coach with the Miners must be approved by the Board.

2.  All coaches are required to submit to background checks.

3.  Each team must have one person who will be designated by the Board as the "Head Coach".  This person shall be responsible for all matters concerning the team, players, coaches and equipment.  All coaches, including head coach, must be at least 18 years of age.

4.  The status of all head coaches will be reviewed at the end of the year by the Board of Directors.  Reviews will determine whether he/she returns as a "Head Coach".

5.  All Head coaches must turn in a list of all assistant coaches and stat keepers that will be on the sideline during games prior to the first game.  For insurance purposes, only approved persons will be allowed on the sidelines.  Exceptions must be approved by the Board of Directors.

6.  No team shall have more than three (3) Board recognized assistant coaches.  One coach or solicited member will be designated to ensure that all players enter the game for the required amount of plays as set forth by the IVY Football League.

7.  Any Head coach not meeting the required play rule set forth by the IVY Football League, on a seasonal basis, will adhere to the following consequences:

·         First offense will be a one (1) game suspension from coaching.

·         Second offense will be a season long suspension from coaching.

·         Third offense will be a lifetime ban from coaching.

8.  All coaches will follow all rules and regulations as written and implied by the Board of Directors of the IVY Football League and/or the Coal City Miners Youth Tackle Football.

·         Do not openly criticize players or coaches.  Reserve disciplinary actions for private or in a team setting.  Abusive language or physical abuse is never acceptable.

·         All coaches agree to follow instructions written or verbal from the Miners' Board of Directors.

·         All coaches will emphasize sportsmanship, to be good students and to respect teammates and opposing players, coaches and officials.

·         All coaches agree that only Head coaches will be allowed to question a decision made by the game officials.  All coaches must respect, at all times, opposing organizations and game officials.

·         All coaches will not permit an ineligible player to participate in a practice or game.

·         All coaches will not permit an injured player to participate in a practice or game unless that child has a doctor's note.

·         All coaches agree that when a game's outcome has been determined (win or loss) that he or she will make every effort to let lesser player(s) play the balance of the game.

·         All coaches agree to inform the Athletic Director immediately of any problems with a player or parent including injuries.

·         Practice times or date changes, including cancellations, must include notification to the Merchandising/Website personnel and the members as soon as possible.

·         The Coal City Miners' Board of Directors, with a majority vote, has the authority to remove any coach for team or league violations either written or implied.

·         Resignation of a coaching position may be verbal or in writing.

·         Any coaching issues will be handled on a case by case basis at the direction of the Board of Directors.

 

Article Thirteen - Committees

1.  The President appoints Board member(s) to chair "said" committee deemed necessary by the Board.

2.  All committees must report to the chairperson of the "said" committee.

3.  Budget for committees must be approved by the Board of Directors.

 

Article Fourteen - Scholarships

1.  The purpose of the Coal City Miners Youth Tackle Football Scholarship is to provide recognition and financial assistance; it is a one-time $500.00 scholarship to one (1) former football player and one (1) former cheerleader who meet the "Standards for Selection".  One (1) $500.00 scholarship will go to one (1) football player and one (1) $500.00 scholarship will go to one (1) cheerleader per year.  Terms are subject to change.

2.  STANDARDS FOR SELECTION

·         A former Coal City Miner football player or cheerleader.

·         A high school senior football player/cheerleader with a minimum GPA of 3.0 at the time of the award recommendation and be in good standing with the school.

·         The selected applicant must have at least a 2.75 GPA at the end of their first semester of college.

·         The applicant should be recommended by the school principal, counselor and/or teacher based on scholastic ability and character.

·         The applicant should have a record of performance in activities both in school and in the community.

·         Applicant must have participated in football/cheerleading during all four (4) years of high school.

 

3.  SELECTION PROCESS

Applicants must send their completed application to the Scholarship Chairperson by the indicated deadline.  (All information is kept confidential)

·         Applications will be reviewed by the Scholarship Chairperson and presented to the Board of Directors.  The best candidates will be selected for a scholarship.

·         The football player/cheerleader chosen by the committee chairperson and Board of Directors will be notified by written information, if the student declines the scholarship, the next eligible student will be offered the award.

·         The scholarship recipient's name and/or picture will be published in local newspapers and newsletters.

 

Article Fifteen  -  Dissolution/Disbandment of CCMYTF

Dissolution of CCMYTF will be by a vote of the Board of Directors.  In the event of a dissolution, all equipment owned by CCMYTF will be sold to the highest bidder and all monies received will be distributed to creditors.  Any remaining monies will be distributed to a sports related nonprofit organization within the area.  All appropriate agencies will be notified by letter.  If necessary, the Board may deviate from the stated guidelines by a quorum vote.

These by-laws are approved and adopted.

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