North County Football League

NCFL, Inc.

North County Football League

By-Laws

“THE OUTCOME OF THE CHILD IS MORE IMPORTANT THAN THE OUTCOME OF THE GAME.”

Document Version: 1.2

Date: April 10, 2010

Amendment History

Document
Version # / Approval
Date / Modified By / Section, Page(s) and Text Revised
V 1.1 / March 2009 / Gary Meador / Initial creation of document
V 1.2 / April 2010 / Gary Meador / Elimination of VP positions from the executive board and the “kickoff Celebration”. redefine NCFL Fiscal year.

Table of Contents

ARTICLE I – Names and Organizations

ARTICLE II – Objective

ARTICLE III – Board of Directors

ARTICLE IV – Duties and Requirements of Officers

ARTICLE V – Elections of Officers and Directors

ARTICLE VI – Meetings

ARTICLE VII – League Membership

ARTICLE IX – Coaching Responsibilities

ARTICLE X – Parent Responsibilities

ARTICLE XI – Player Responsibilities

ARTICLE XII – Amendments

ARTICLE XIII- Refund Policy

ARTICLE XIV – League Rules

BY-LAWS

OF

NCFL, Inc.

ARTICLE I – Names and Organizations

Section 1: We are a community non-profit organization established in the year 2009. The name of our organization is the North County Football League, or NCFL, Inc. Our primary mission is the continued promotion and growth of the sport of youth football in our community. This league is designed as an instructional league based on the rules of football as dictated by NCAA (National Collegiate Athletic Association), the UIL (University Interscholastic League) in the State of Texas, and subject to Lone Star Youth Football Alliance (LSYFA) regulations.

Section 2: The location of this organization shall be the City of Montgomery, in the County of Montgomery, Texas.

Section 3: Upon the dissolution of the organization the Board of Directors shall, after paying or making provision for the payment of all liabilities of the organization, dispose of all the assets of the organization by donation to a charitable organization, and nothing will be kept for personal gain.

ARTICLE II – Objective

Section 1: The objective of this organization is to instill in youth, principles of good citizenship, good sportsmanship, and teamwork through knowledge of and association with the competitive sports of football, additionally, the organization strives to achieve the active support and teaching of football within the community. Our League believes, “Together, we can continue developing the fine young players that will make us all proud – both on the field, and more importantly, off it.”

ARTICLE III – Board of Directors

Section 1: The Executive Board of Directors shall be composed as follows:

(1)President

(2)Treasurer

(3)Secretary

(4)Willis Board Director

(5)Montgomery Board Director

Section 2: The Board of Directors for each participating community shall be composed as follows:

(6)Board Director

(7)Registration Coordinator

(8)Draft / Player Evaluation Coordinator

(9)Field & Game Day Operations Coordinator

(10)Team Mom Coordinator

(11)Sponsorship & Fundraising Coordinator

(12)Uniforms Coordinator

Section 3: The Executive Board of Directors shall be responsible for the policies of the League, the team organization and the playing rules. A quorum for the transaction of business by the Executive Board of Directors shall consist of at least 60% of all members of the Executive Board (3 of 5). The community Boards of Directors shall be responsible for the day to day operations of their community’s league, player registration, fundraising, and enforcing the League’s playing rules. A quorum for the transaction of business by the community Board of Directors shall consist of at least 60% of all members of the Board.

Section 4: The Executive Board of Directors will determine disciplinary actions against players, coaches, board members or any participants, including suspension or expulsion and the duration of the same. Any board member facing disciplinary action will not be allowed to vote on the disciplinary issue being addressed against them. Any Executive Board member should not be allowed to vote on any disciplinary action if it concerns his team/players, etc. All volunteer applicants must submit to a background check and are subject to general approval by the Executive Board of Directors. The Executive Board of Directors will determine League fees, and the disbursement of funds, which should primarily be directed toward the further development of the League and the maintenance and development of League facilities.

Section 5: A quorum for the transition of business by the Board of Directors shall consist of at least 60% of the members of the Board of Directors. The Board may act at all times by a simple majority vote of the quorum.

ARTICLE IV – Duties and Requirements of Officers

Section 1: The duties and requirements of the Executive Board of Directors Officers shall be as follows:

(1)President –

  1. The President shall call and conduct all meetings according to the Bylaws. The President shall make a conscientious effort to be at all board meetings and other important league meetings.
  2. The President is the officer-in-charge of carrying out policies approved by the Board of Directors.
  3. The President shall be the spokesperson of the League and will handle communication between other LSYFA leagues, in developing, promoting, and coordinating football programs.
  4. The President shall communicate to all league coaches of any cancellation of games, or rescheduling of any games.
  5. Oversees and is in charge of all aspects of NCFL.
  6. The President shall maintain the NCFL Bylaws.
  7. The President shall have signature approval on all financial transactions concerning the NCFL but will not utilize that approval unless the Treasurer is absent or out of office.
  8. The President shall work with the league Treasurer to purchase all raffle ticket sales awards for players and prize winners.
  9. The President will work with the Sponsorship and Fundraising Coordinator to purchase all sponsor banners and plaques.
  10. The President, along with the Treasurer, shall conduct all criminal background checks on all prospective NCFL volunteers, including but not limited to coaches, assistant coaches, and board members.
  11. The Office of the President is voluntary and the person that occupies it will do so for one year unless re-elected.
  12. This person shall have one vote on the board for all decisions.
  13. In the event of a tiebreaker, the President’s vote will count only one time in order to break the tie.

(2)Treasurer –

  1. The Treasurer shall be in charge of the deposit and distribution of the League funds.
  2. The Treasurer shall make an annual report and be prepared to render other reports as requested by the presiding officer.
  3. The Treasurer shall be responsible for the collection of all accounts receivable and the prompt payment of all accounts payable.
  4. The Treasurer shall keep accurate accounts of all receipts and disbursement.
  5. The Treasurer shall disburse all funds of the League in accordance with the budget as approved by the Board of Directors.
  6. The Treasurer shall provide financial reports at each meeting of the Board of Directors.
  7. The President shall check the NCFL post office box regularly.
  8. The Executive Board of Directors must approve all unbudgeted expenses.
  9. The Treasurer shall receive and deposit funds received from weekly revenue associated with game day concessions or merchandise sales.
  10. The Treasurer shall be responsible for all tax filings associated with the non-profit and 501(3)(c) status of the NCFL.
  11. The Treasurer shall be responsible for securing and maintaining the insurance requirements for the league as directed by the Executive Board of Directors.
  12. The Treasurer shall ensure that the NCFL domain and web hosting is renewed and paid for each year.
  13. The Treasurer shall make a conscientious effort to be at all board meetings and other important league meetings.
  14. The position of Treasurer is voluntary and the person that occupies it will do so for one year unless re-elected.
  15. This person shall have one vote on the board for all decisions.

(3)Secretary –

  1. The Secretary shall record and distribute minutes of all meetings to all board members by email after the meeting.
  2. He/she shall record minutes of the meeting and review the most recent minutes at the start of each meeting.
  3. The Secretary shall announce all meetings as required in the Bylaws.
  4. The Secretary shall handle all League correspondence.
  5. The Secretary shall check the league’s e-mail accounts and voicemail daily during the season.
  6. The Secretary shall be the custodian of all records except those assigned to others. These include updated records of the Bylaws and NCFL Rules and Regulations.
  7. The Secretary is responsible for making and sending out flyers to schools and any league advertisements to promote league registration.
  8. The Secretary shall arrange a meeting place for NCFL functions and publish a meeting agenda in advance of the meeting.
  9. Maintaining a historical record of the current operating season for the league, including all meeting minutes and any other appropriate material.
  10. The Secretary shall make a conscientious effort to be at all board meetings and other important league meetings.
  11. The position of Secretary is voluntary and the person that occupies it will do so for one year unless re-elected.
  12. This person shall have one vote on the board for all decisions.

(4)Willis Board Director(WBD)–

  1. The Willis Junior Board Director shall be responsible for all communication between the Board of Directors and the Willis Board of Directors and league coaches.
  2. The WBD shall have authority over all Willis league coaches.
  3. The WBD will appoint one Head Coach in each age group to serve as a “Player Agent” for another age group within the Willis league. The Player Agent will be the sounding board for coach, parent or player complaints during the season. The Player Agent will report all comments to the WBD, and to the Executive Board.
  4. In the absence of the WBD, or the inability of the WBD to reach a decision, the WBD will defer to the Executive Board of Directors.
  5. The WBD will forward all Willis league rosters to the League Secretary.
  6. The WBD shall be responsible for calling off games in the event of foul weather or dangerous playing conditions.
  7. The WBD shall act as the supervisor of the Willis football program.
  8. The WBD is to ensure coaching guidelines and football rules are being followed per NCFL playing rules, and the league in which NCFL is a member.
  9. The WBD is responsible for putting in facilities requests in a timely manner to secure facilities for practices and games.
  10. The WBD shall make a conscientious effort to be at all board meetings and other important league meetings.
  11. The position of WBD is voluntary and the person that occupies it will do so for one year unless re-elected.
  12. This person shall have one vote on the board for all decisions.

(5)Montgomery Board Director (MBD) –

  1. The Montgomery Junior Board Director shall be responsible for all communication between the Board of Directors and the Montgomery Board of Directors and league coaches.
  2. The MBD shall have authority over all Montgomery league coaches.
  3. The MBD will appoint one Head Coach in each age group to serve as a “Player Agent” for another age group within the Montgomery league. The Player Agent will be the sounding board for coach, parent or player complaints during the season. The Player Agent will report all comments to the MBD, or to the Executive Board.
  4. In the absence of the MBD, or the inability of the MBD to reach a decision, the MBD will defer to the Executive Board of Directors.
  5. The MBD will forward all Montgomery league rosters to the League Secretary.
  6. The MBD shall be responsible for calling off games in the event of foul weather or dangerous playing conditions.
  7. The MBD shall act as the supervisor of the Montgomery football program.
  8. The MBD is to ensure coaching guidelines and football rules are being followed per NCFL playing rules, and the league in which NCFL is a member.
  9. The MBD is responsible for putting in facilities requests in a timely manner to secure facilities for practices and games.
  10. The MBD shall make a conscientious effort to be at all board meetings and other important league meetings.
  11. The position of MBD is voluntary and the person that occupies it will do so for one year unless re-elected.
  12. This person shall have one vote on the board for all decisions.

Section 2: The duties and requirements of the community Board of Directors Officers shall be as follows:

(1)Board Directors – defined in Sections 1.6 and 1.7.

(2)Registration Coordinator (RC) –

  1. The Registration Coordinator shall be responsible for registration of all league participants.
  2. The RC will be responsible for gathering and organizing all online registrations, and official registration day information.
  3. The RC shall ensure that all online payments have cleared through the NCFL merchant account or PayPal.
  4. The RC will furnish the Draft / Player Evaluation Coordinator with a roster of all eligible registrants.
  5. The RC shall make a conscientious effort to be at all board meetings and other important league meetings.
  6. The position of RC is voluntary and the person that occupies it will do so for one year unless re-elected.
  7. This person shall have one vote on the Junior Board for all decisions.

(3)Draft / Player Evaluation Coordinator (DC) –

  1. The Draft / Player Evaluation Coordinator shall oversee the player evaluation and draft process according to NCFL bylaws and rules.
  2. The DC shall provide the official record of the draft results.
  3. The DC is also responsible for the operation of the league drafts to equitably staff teams with age appropriate players.
  4. The DC shall make a conscientious effort to be at all board meetings and other important league meetings.
  5. The position of DC is voluntary and the person that occupies it will do so for one year unless re-elected.
  6. This person shall have one vote on the Junior Board for all decisions.

(4)Field and Game Day Operations Coordinator (FC) –

  1. The Field and Game Day Operations Coordinator shall be responsible for coordinating field setup for all game days and clean up of all facilities on game day. Field setup includes, but is not limited to, yard markers, end zone pylons, down markers, field goal pads, trash cans and liners, scoreboard and PA operational systems.
  2. The FC shall be responsible for organizing all field work days, as needed. This includes, but is not limited to, striping the fields with chalk or paint, and maintaining the grass and general appearance of the NCFL facilities.
  3. The FC will set a date for the major pre-season field clean up day.
  4. The FC will present all facility development needs to the Board of Directors for consideration and approval.
  5. The FC is responsible for making sure there are first aid supplies at the field.
  6. The FC shall make a conscientious effort to be at all board meetings and other important league meetings.
  7. The position of FC is voluntary and the person that occupies it will do so for one year unless re-elected.
  8. This person shall have one vote on the Junior Board for all decisions.

(5)Team Mom Coordinator (TMC)–

  1. The Team Mom Coordinator shall be responsible for recruiting team moms for each team, and will correspond with them on all information from the Board of Directors.
  2. The TMC is responsible for providing a booklet to all Team Moms with relevant information including, but not limited to, league rules, bylaws, coach’s, player’s

and parent’s responsibilities, insurance information, schedules of games, any concession stand duties, fundraiser activities, workdays and other information from the Board of Directors to all team moms.

  1. The TMC shall be responsible for collecting any revenues associated with game day concessions and merchandise sales and depositing them with the League’s Treasurer each week.
  2. The TMC shall report on the activities of their team moms as necessary at each Board of Directors meeting.
  3. The TMC will organize team pictures and will also manage obtaining t-shirts and trophies for league participants. This includes, but is not limited to, setting the picture schedules and coordinating with team schedules; informing each Team Mom of dates and supplying each team with picture order forms; providing the photographer with a complete list of each team’s orders one week before pictures are scheduled; and organizing a table on picture day to take last minute orders.
  4. The TMC shall coordinate the distribution of team photos and trophies to each of the league’s Team Moms.
  5. The TMC will liaise with the Sponsorship and Fundraising Coordinator to order the proper number of pictures for sponsor plaques.
  6. The TMC shall make a conscientious effort to be at all board meetings and other important league meetings.
  7. The position of TMC is voluntary and the person that occupies it will do so for one year unless re-elected.
  8. This person shall have one vote on the Junior Board for all decisions.

(6)Sponsorship and Fundraising Coordinator (SFC) –

  1. The Sponsorship and Fundraising Coordinator shall be responsible for all Board approved fundraising projects to support the income of the League.
  2. The SFC is responsible for finding sponsorships to support the growth of our program.
  3. The SFC shall establish a budget for all of the league’s advertising and fundraising needs, and present it to the Executive Board of Directors.
  4. The SFC shall present all information and needs for banners and sponsor appreciation plaques to the league Treasurer.
  5. The SFC shall ensure that each Head Coach finds a Team Sponsor. In the event that a Team cannot find a sponsor, the SFC will arrange for a sponsor for that team.
  6. The SFC shall be responsible for collection of all fundraiser monies and delivery of funds to the Treasurer in a timely manner.
  7. The SFC shall be responsible for delivering a report to the league Treasurer for raffle ticket sales awards for players.
  8. The SFC shall ensure that all Sponsor banners are hung on game days at each NCFL facility.
  9. The SFC shall distribute all sponsor appreciation plaques to the sponsors.
  10. The SFC shall make a conscientious effort to be at all board meetings and other important league meetings.
  11. The position of SFC is voluntary and the person that occupies it will do so for one year unless re-elected.
  12. This person shall have one vote on the Junior Board for all decisions.

(7)Uniforms Coordinator (UC)–