Western North Carolina Youth Football and Cheerleading Association, Inc

WESTERN NORTH CAROLINA YOUTH FOOTBALL AND CHEERLEADING ASSOCIATION, INC.

BY-LAWS

Article I– Name

The name of this Association shall be known as Western North Carolina Youth Football and Cheerleading Association, Inc. herein referred to as Association or WNCYFCA.

Article II - Purpose

This Association shall be a corporation not for profit.

Article III – Objectives-Association Objectives

The objective of this Association shall be to instill firmly in the youth of member clubs the ideas of good sportsmanship, honesty, loyalty, courage, and reverence so that they may be well-adjusted, stronger and happier youth and will grow to be healthy, and trustworthy adults.
This objective shall be achieved by providing supervised competitive football games and cheerleading activities. The supervisors shall bear in mind the attainment of exceptional athletic skills for winning is secondary and the molding of future adults is of prime importance. High morals, unquestionable character and good sportsmanship are paramount.

Article IV – Membership and Dues

This Association shall be composed of youth football and cheerleading leagues representing communities of Western North Carolina with the number of leagues participating in the Association being determined by the membership.
This Association shall be divided in to one or more divisions as determined by the membership.
Each youth football/cheerleading club representing a community shall consist of three teams: Termites, Mites and Midgets. Every club must make every possible effort to field three(3) described teams and only with the approval of the executive committee shall a club be permitted to play less than two (2) of the three (3) teams herein described.
All organizations must submit copies of their club’s by-laws (by-laws should be placed in league books.) with payment of entry fee and letter of intent (included in forms section of book) .
Each club shall be required to pay an annual due to participate in Association play. The dues will be set annually by the membership and must be paid on or before the date of player eligibility verification.The dues for 2018 will be $150.00. Each cheerleading club shall be admitted to the Association as part of their football club and are not required to pay an additional fee.

Article V – Background checks/Certificates/Insurance

A.All clubs must have a minimum of five (5) years felony background check relating to child abuse/molestation, domestic violence, sex offenses (offender) and drugs for all coaches. This background check must be clean, no felonies on drug charges and domestic violence and sex registry. This organization has a lifetime ban on anyone who is a sex offender, has been convicted of child abuse or molestation against children.

B.Each head coach and at least one assistant coach from each team both football and cheer (termites, mites, and midgets) will be required to take the online test “Concussion in Sports – What you need to know.” A copy of the certification should be placed in the club books.

C.This Association shall carry a liability insurance policy to cover all officers, members and coaches.

D.Each club shall carry aliability insurance policy to cover its club members.

E.Clubs choosing to accept cheerleading mascots must carry liability insurance to cover said cheerleaders in correct age group.

F.All clubs must provide proof of insurance at the time of the first scheduled weigh-in. A copy should be placed in the league’s book.

G.All clubs must submit a liability waiver (form in forms section of notebook) signed by a parent of each child involved in activities prior to the upcoming season. If WNCYFCA already has a signed liability waiver from a parent on file from previous season there shall be no requirement that the parent submit a new wavier. If any clubs does not submit a Liability Wavier from each parent, the said club shall face penalties up to and including for competition.

Article VI – Meetings

This Association shall conduct seven (7) meetings each year.

January / Pre-Proposal
Discussion Meeting / 2nd Sunday in January
February / By-laws, General Rules, Regulation and Requirements Proposal Discussion Meeting / 2nd Sunday in February
February / Voting Meeting (Proposals and Board Positions) / Last Sunday in February
May / Football and Cheerleading Event Assignment Meeting / TBA
June / Schedules/Receive
League Books / TBA
September / Mid-Season
Discussion Meeting / TBA
October / Play-off Meeting / TBA

****Proposal deadline is January 31 of each year. Proposals submitted by the deadline will be voted on at the February voting meeting.

Special meetings of the membership may be called by the Association commissioners at any time upon written request (email acceptable) of at least three (3) members of the Association.
Special meetings of the membership may be called at any time upon written notice (email acceptable) by any two (2) members of the Executive Committee or by the Association president.
At least 2/3’s percent of the total membership shall constitute a quorum for the transaction of business at any regular or special meeting. This is a total of 12 leagues
Notice of regular meetings shall be emailed out at least seven (7) days in advance of the scheduled date of the meeting to all members of the Association.
Special or emergency meeting may be called at any time and notification shall be by email or phone as soon as possible with as much advanced notice as possible.
At least two-thirds (2/3) of the membership present at any regular or special meeting shall be required to pass any matter brought before the meeting, except elections of officers and admissions of new clubs.
Proxy voting is permitted (proxy form is included in the forms section) .
Each club will be entitled to one (1) vote.
Only the club sponsor, club officer or such persons who have written authorization from the club sponsor shall be entitled to take part in discussions and have the designated vote of the club. (Proxy form included in forms section.)
All clubs participating in the Association are required to attend no less than two-thirds (2/3) of the scheduled meetings of the Association or a fine shall be imposed. The fine will equal the annual dues. The fine for 2018 will be $150.00. This would equate to 5 of the scheduled 7 meetings. (This does not apply to special/emergency meetings that may be called.)
All meetings shall be conducted under the provision of Robert’s Rule of Order, revised edition.
In the event of a tie, a member club may motion for another vote. There shall only be (1) revote on any subject. In the event there is not a motion and second or the results of a second vote remain a tie then the executive committee as a whole may have one vote. 2/3’s of a 2/3’s quorum of the executive committee will determine the vote cast. If a tie still remains the subject must be tabled until another meeting can be scheduled.

Article VII – Governing Body/Government

The government and supervision of this Association shall be vested in the executive committee which shall consist of the Association President, the Cheerleading Advisor, the Division Football Commissioner (one per division), the Division Cheerleading Commissioner (one per division), the Association Secretary, the Association Treasurer, the Operations Manager, the Safety Advisor (one per division).
A member of the executive board may be a member of the coaching staff of a member team.
No member of the executive board may officiate at any Association game.
Each member of the executive committee shall be elected to a two (2) year term as set forth below and be eligible for re-election.
Each member voted onto the executive committee (if president or cheerleading director of a club with voting rights) shall delegate an alternate to have a vote for his/her respective club.
A youth football club shall have only one member elected for serving on the executive committee at any one time unless a second member of a club is willing to serve when one else will fill a vacant office.

Officers

All executive board members must have a background check performed. Checks will be conducted before board term begins.
The Association President shall be elected to a two-year (2) term in each year ending in an even digit by a favorable vote from the majority of clubs represented at a duly constituted meeting of the Association.
The Cheerleading Advisor shall be elected to a two-year (2) term in each year ending in an odd digit by a favorable vote from the majority of the clubs represented at a duly constituted meeting of the Association.
The West Division Football Commissioner shall be elected to a two-year (2) term in each year ending in an odd digit by a favorable vote from the majority of clubs represented at a duly constituted meeting of the Association.
The East Division Football Commissioner shall be elected to a two-year (2) term in each year ending in an even digit by a favorable vote from the majority of clubs represented at a duly constituted meeting of the Association.
The West Division Cheerleading Commissioner shall be elected to a two-year (2) term in each year ending in an odd digit by a favorable vote from the majority of clubs represented at a duly constituted meeting of the Association.
The East Division Cheerleading Commissioner shall be elected to a two-year (2) term in each year ending in an even digit by a favorable vote from the majority of clubs represented at a duly constituted meeting of the Association.
In the event of having three (3) or more divisions, the Division Commissioner shall be elected in the first year of creation of the division by a favorable vote from the majority of the respective division clubs represented at a duly constituted meeting of the Association. The Division Commissioner shall be re-elected every two (2) years thereafter.
The Secretary shall be elected to a two-year (2) term in each year ending in an even digit by a favorable vote from the majority of the clubs represented at a duly constituted meeting of the Association.
The Treasurer shall be elected to a two-year (2) term in each year ending in an odd digit by a favorable vote from the majority of the clubs represented at a duly constituted meeting of the Association.
The East Division Safety Advisor shall be elected to a two-year (2) term in each year ending in an even digit by a favorable vote from the majority of clubs represented at a duly constituted meeting of the Association.
The West Division Safety Advisor shall be elected to a two-year (2) term in each year ending in an odd digit by a favorable vote from the majority of clubs represented at a duly constituted meeting of the Association.
The Director of Operations shall be elected to a two-year (2) term in each year ending in an odd digit by a favorable vote from the majority of clubs represented at a duly constituted meeting of the Association.

Executive Committee

The executive committee shall have the responsibility of safeguarding the assets of the Association, collection and disbursement of Association funds, player/cheerleader eligibility verification, development of master schedule of playing dates and locations, actions or written protests, planning and implementation of annual cheerleading competition and supervision of all other affairs of the Association.
The executive committee shall have full authority necessary to discharge the responsibilities assigned in the By-Laws, General rules, Regulations and Requirements, and authority to act on matters of the Association business not specifically withheld in the By-Laws, General Rules, Regulations, and Requirements as adopted.
The executive committee does not become directly involved in settling disputes among members and/or parents within a particular football/cheerleading club, unless the dispute directly affects the club’s participation or involvement in the Association. Each club is responsible for all rules and regulations to govern their clubs other than the rules set forth under these By-Laws.

Duties of Officers

The Executive Committee shall preside at All Association and Executive Committee meetings and shall have general charge of and control of the affairs of the Association.
The Secretary shall keep a record of the minutes of the meetings and shall give notice of meetings as provided in the By-Laws, shall have custody of all books and shall perform other duties as assigned by the commissioners. The Secretary will email each club president copies of the minutes of each regular or special meeting seven days prior to the next meeting. It is the responsibility of each league to maintain a valid e-mail address on file with the executive board secretary. E-mail will be the primary option for distribution of documents or receiving documents.
The Treasurer shall receive and disburse all Association funds and shall keep an accurate and detailed record of all receipts and disbursements and shall prepare and present financial report/bank statements at each regular meeting of the Association membership. Copies of the monthly bank statements must be mailed/emailed to the Association President each month.
All gate monies collected by WNCYFCA must be counted on site by at least two executive committee members with signed receipts kept on file.
The Treasurer shall deposit all of the Association funds coming into his/her hands in such bank as may be designated by the executive committee within two business days of the event.
WNCYFCA bank account and/or any financial dealings must be audited by a qualified and currently active accounting firm every year in December. The audit will be full and public knowledge to all organizations within WNCYFCA.
Two signatures are required on any check(s) that are written from the account.
The Safety Advisor shall perform such duties as assigned to him/her by the Division (East/West) Football Commissioner.
All members of the executive committee shall be required to attend no less than four (4) of the yearly scheduled meetings previously described unless excused by the Association President. If the requirement is not met, the executive committee shall declare a vacancy.

An executive committee member may be removed for lack of participation, negligence, failure to secure league property, conduct or any other valid reason. This will require a motion and a second from the Executive Committee or the Board of Directors. The motion must be in writing. The Association President will appoint a committee of no less than 5 members to investigate the reason for removal and interview the Executive Committee Member and any witness and take testimony. The Executive Committee member may choose to resign or have a hearing and vote. Voting standards will be equal to that of club expulsion.
WNCYFCA will indemnify and hold harmless its Directors, Executive Committee members, and the Officers from and against any an all losses, costs, damages, or expenses (including attorney fees) arising out of any claim or legal proceeding brought against any of the aforementioned, relating in any way to services performed by them for the Association. This indemnification provision is intended to be broadly interpreted and to provide for indemnification except in cases of willful or intentional conduct.
In the event a vacancy occurs on the executive committee, because of death, resignation or any other reason, the vacancy must be announced via email to the President of each organization within two (2) days of the vacancy or the notification of the vacancy. Said vacancy shall be filled by nominations and voting via email. Time frame for said nominations will be within 2 weeks but not less than 48 hours and voting will be held in the same time frame. Time frame will be based on the urgency to fill the position. Nominations and Voting will follow the same protocol (who nominates and votes) as the original nominations and voting for officers as previously described.

Article VII

Board of Directors

The Association shall have as its board of directors, the presidents from each of the clubs involved in the Association.
The board of directors shall be empowered to make, subject to the Articles of Incorporation and By-Laws of this Association, the rules and regulations which shall govern the athletic activities and contests sanctioned or carried out under the auspices of the Association, which rules and regulations shall be prepared and distributed to member clubs as early as possible annually.
The board of directors shall exercise through such persons, supervisory powers over the athletic activities and contests sanctioned or carried out under the auspices of this Association to insure proper compliance with the rules and regulations of the Association.
The board of directors shall have the power to create such offices and committees as it finds convenient or necessary from time to time.
Protests or complaints shall be investigated by the executive committee and brought before the board of directors for final voting. A 2/3’s quorum is required (12 of the 18 leagues) shall be required to vote on protests, complaints or appeals. Proxy voting is allowed. A club may only appeal a subject one time. A club may only appeal whether or not an infraction for a violation occurred. Infractions or violation that carry only a fine may be investigated and issued by the executive committee.
The executive committee shall bring to the board of directors any such matters as they deem necessary.
In such cases when the board of directors deem fit, the executive committee shall make the final decision on matters concerning vote.
The executive board and board of directors can take appropriate action on any rule that does not have a penalty specifically stated.

Article VIII – Expansion/Expulsion/Withdrawal