MANCHESTER POP WARNER FOOTBALL

ASSOCIATION BY-LAWS

ARTICLE I         NAME AND PURPOSE

SECTION 1                The name of this organization shall be the Manchester Pop Warner Youth Football League (MSYFL); Doing Business As: Manchester Sentinals Pop Warner Youth Football and Cheerleading League.

SECTION 2                The purpose of this non-profit Association shall be to promote the cultural, educational, and recreational interests of its members.

SECTION 3                The MSYFL is operating as a supported organization in connection with the rules and regulations of Pop Warner Youth Football as presented and distributed by the Central Massachusetts Pop Warner Football League (CMPWFL).

ARTICLE II       MEMBERSHIP

SECTION 1                All players and cheerleaders are members upon the receipt of a signed registration form and the required registration fee.

SECTION 2                Upon Board approval, all Coaches and Assistant Coaches are members of the Association. Coaches will make up the Coaches Association element of the league.

SECTION 3                Upon election to the Board of Directors, all Board Members are voting members of the Association.

ARTICLE III      GOVERNMENT

SECTION 1                The business, property, and affairs of the Association shall be managed by the MSYFL Board of Directors. The Board of Directors are to keep in mind the best interest of the league and it’s progression each year to create a positive, competitive and overall successful league for the families participating.

SECTION 2                The MSYFL Board of Directors shall consist of not more than twenty-five (25) members to include ten (10) officers.

SECTION 3                The officers of the board shall consist of the President, Vice President, Secretary, Treasurer, Director of Football Operations, Director of Cheerleading Operations, League Representative, Coaches Representative and Registrar of Books.

SECTION 4                The Board of Directors will elect a “League President”. He/she will oversee and facilitate the overall progression of the league. It is the Presidents responsibility to put programs in place and to hold votes with the Board of Directors in order to enforce league decisions. He will work with every Board position to ensure that each has support from the league to maintain responsibilities and league requirements.

SECTION 5                The Board of Directors will elect a “League Vice President”. He/she will be the direct assistant to the League President for all matters pertaining to the league and will act as the League President in his/her absence.

SECTION 6                The Board of Directors will elect a “Secretary”. He/she will record and maintain the meeting minutes from each Board of Directors meeting. The minutes will be an official copy of all motions put to vote and the outcome. They will be maintained electronically and emailed to each Board member before the next Board meeting.

SECTION 7                The Board of Directors will elect a “Treasurer”. He/she will maintain all of the financial statements and budget. He will provide payments via check or debit card to any vendors or for outstanding bills, or make arrangements with the President, Vice President, Director of Football, or Director of Cheer to make the appropriate payments as needed. He will also maintain a separate budget for Football and Cheerleading.

SECTION 8                The Board of Directors will elect a “Director of Football Operations” for football. They will oversee the development of the players and coaching staffs during the football season. The Director of Football Operations shall not be a head or assistant coach.

SECTION 9                The Board of Directors will elect a “Director of Cheerleading Operations” for cheerleading/Dance. They will oversee the development of the cheerleaders and coaching staffs during the cheer season. The Director of Cheerleading Operations shall not be a head or assistant coach.

SECTION 10              The Board of Directors will elect a “League Representative”. He/she will oversee the Team Moms and will be a liaison to parents for the League. The will conduct meetings with the team moms to express expectations and will hold meetings with the parents before the season and if any problems arise.

SECTION 11              The Coaches Association will nominate a”Coaches Representative”. He/she will represent the interests of the Coaches Association in league related issues and will take a bi-partisan approach to ensure that the coaches are operating within the rules and guidance of the leagues Bi-laws and that of National Pop Warner and Central Mass Pop Warner.

SECTION 12              The Board of Directors will elect one or more “registrar of Books”. He/she will be overall responsible for the administration of the team binders and will work with the Head Coaches to ensure that all required material is in the team binder prior to the start of the season and as directed by Central Mass Pop Warner and National Pop Warner.

SECTION 13              The officers of the Board shall be elected from within the Board for a period of not longer than one (1) year in succession. Elections for positions will be every January before the start of the new season.

SECTION 14              The President will have the power to veto a decision made by the Board of Directors that he/she feels is not in the best interest of the organization. In the case where a decision needs to be made in short notice, an “Electronic Vote” can be called for. It must be a motion made by a voting member of the board, seconded, and voted on.

SECTION 15              The Board of Directors may override a veto if they see fit with a two-thirds vote. The same rules to veto and override apply to an “Electronic Vote” as stated in this Section.

SECTION 16              The officers and board members are “VOTED IN” by a simple majority vote.

SECTION 17              The officers and board members are “VOTED OUT” by a two-thirds vote.

SECTION 18              Every board member (Officer or general member) has the right to bring a motion to vote upon and are voting members, with the exception of the League President. Board members have the right to vote upon any matter brought before the board. In order to be able to vote on a matter, members must be present at the time of the vote. The President will not vote on any matters unless it is to cast a tie-breaking vote or in the case of an immediate decision being required.

SECTION 19              The presence in person of one-half (1/2) of the Board of Directors shall be necessary to constitute a quorum.

SECTION 20              A quorum is needed to make the meeting valid and hold any votes.

SECTION 21              Up to six (6) assistant coaches are allowed to be on the Board.  No coach will be allowed to vote on head or assistant coaches for their team.  It will be up to the President whether they will be allowed to vote on team issues. Head coaches will not be allowed as board members, but may attend meetings as members of the Coaches Association for informational purposes and to bring up any related issues for discussion.

SECTION 22              The Board of Directors will be responsible for the approval of all head coaches and assistant coaches.

SECTION 23              The Board of Directors is responsible for the approval of more than a $300.00 in expenditures.  The concession stand purchases are exempt from this. All other purchase approvals can be made between the President and Treasurer.

SECTION 24              At least one board member shall attend the monthly Central Mass League football meetings with the respective coach or coaches.

SECTION 25              The Board of Directors will establish a rotation of two (2) board members per Central Mass meeting to attend. This allows for a backup in the event of an emergency situation that prevents attendance. Failure to provide representation at Central Mass meetings will incur a fine upon the league from Central Mass.

SECTION 26              The Director of Cheerleading Operations shall attend the monthly Central Mass league cheerleading meetings with the respective coach or coaches. Any board member attending can represent the Cheer Director in the event of her absence.

SECTION 27              Board members are required to attend a minimum of 75% of scheduled Manchester Sentinals monthly meetings. This attendance percentage will be evaluated on June 1^st, failure to comply with this attendance policy will result in a forfeiture of voting privileges until the start of a new season or until an attendance percentage of 75% is obtained. 

SECTION 28              The board is responsible for scheduling of practice fields, buses to and from games, and emergency medical technicians for home games.

SECTION 29              The Directors of Football and Cheerleading shall submit to the board an inventory of existing equipment prior to purchasing new equipment. This will include status of refurbishing and certification dates of the equipment.

SECTION 30              The “Equipment Manager” is assigned form within the board. He/she is responsible to ensure the maintenance and cleaning of all equipment each season. He/she will also coordinate, with the Board and Coaches Association, the issuing and collecting of equipment and uniforms. Uniform collection will be done as quickly as possible at the end of the season. He/she will also work with the Directors of Football and Cheerleading to create an equipment inventory at the start and end of each season and will advise on which equipment needs replacement and re-certification.

ARTICLE IV      COACHES

SECTION 1                The coaches will make up the members of the Coaches Association. They will nominate a representative to sit on the Board of Directors as the “Coaches Representative”.

SECTION 2                Head coaches are responsible to submit a list of potential assistant coaches to the board prior to July 1^st for the board approval.

SECTION 3                Head coaches are responsible for all team equipment during the football season and the complete collection of the equipment at the end of the season. An equipment manager/liaison will be assigned for each team to work with the head coaches.

SECTION 4                Head coaches are required to provide coaching staff supervision at the 10 to 1 player/coach ratio on buses (if applicable) to and from away games and other sanctioned activities.

SECTION 5                Head coaches are responsible to provide all information from the Board of Directors to all players and parents.

SECTION 6                Head coaches and their staffs are responsible to support and follow league sanctioned rules.

SECTION 7                Head coaches and their staffs should promote sportsmanship, good academics, honest, team play, citizenship, discipline, and the rules of football and cheerleading.

SECTION 7                Head coaches and their staffs should lead by example.

SECTION 9                Use of tobacco products, alcohol, and/or drugs by the coaches and their staff, parents or participants during practice and games is strictly forbidden. Additionally, alcohol shall not be consumed by any coach at least 6 hours prior to any practice, game, or league supported event. Any coach or league member suspected of violating this rule will be asked to dismiss him or herself.

SECTION 10              Head coaches will not be allowed as board members, but may attend meetings for informational purposes and to bring up any related issues for discussion.

SECTION 11              Head coaches will assign a Team Mom or Team Dad to assist in passing out and collecting information to and from players and parents. Team Mom/Dad(s) will adhere to all policies listed above under coaches and it is the duty of the Head coach to explain the duties and responsibilities of this position.

SECTION 12              Head coaches will work with the Board of Directors to resolve any issues that may arise during the season and any complaints from parents will be communicated to the Board of Directors. This includes any issues that have already been resolved by the coaches and parents prior to reporting them.

SECTION 13              Head coaches are responsible for the Team Binders and its contents once officially turned over. Binders must be with the Head coach at all times and must be present for every practice, game, and league supported event. Binders will be turned back in after equipment has been turned in to the league. The Registrar of Books and coaches will coordinate with each other to ensure that all required documentation is in the binder in accordance with Central Mass and National Pop Warner. If a player fails to provide all required forms, he or she will not be allowed to practice until the paperwork is received. (No paperwork = No practice).

SECTION 14              Head coaches will work in conjunction with the Board of Directors, (specifically the Registrar of Books) along with the Team Mom, and shall assign a representative from the team’s coaching staff to ensure the Team Binders are arranged IAW National Pop Warner standards.

SECTION 15              Head Coaches and Team Moms will ensure that a ‘chain gang’ consisting of three (3) people will volunteer for each home game. They must be ready to take the field no later than 10 minutes prior to the start of the game.

SECTION 16              The coaching staff will ensure that players ‘pick up’ the area and ensure that there are no bottles or trash left after every home and away game. Players will assist in cleanup of the home field after each game.

SECTION 17              Every team will have a member of the coaching staff identified to the league as an equipment manager and he or she will work in conjunction with the league’s Equipment Manager to correct any equipment deficiencies or malfunctions in a prompt manner.

SECTION 18              Each team will be responsible to do a Team Project Fundraiser. This will consist of the coaches and team mom coordinating with players and parents to raise the amount of $15 per player on the roster (example 10 players = $150). This fundraiser will be due by  September 30^th. It is recommended that both the football and cheer teams work together on this Team Project. Fundraising Coordinators will provide a list of ideas to coaches prior to the season start. This money will be allocated to finance the awards presentation and end of season banquet, to be held in January.

ARTICLE IV      PARENTS/PLAYERS

SECTION 1                All parents and players are expected to conduct themselves IAW guidelines as explained in the Parent/Player Contracts.

SECTION 2                All equipment and uniforms that are checked out by a player or cheerleader are responsible for proper care of all items in custody for the duration of the season. Any malfunctions must be reported to coaches and/or league officials in a timely manner to allow for repair/replacement.

SECTION 3                Any player/cheerleader that fails to turn in equipment at the end of the season will not be allowed to participate in the end of season banquets/award ceremony and will not receive an award until all of the equipment/uniforms that were used are returned to the league. Furthermore, that player and/or siblings will not be allowed to participate in the following season if all equipment is not returned to the league.

SECTION 4                A late fee will be assessed for the late return of uniforms and equipment. Equipment must be received to allow for adequate laundering and maintenance. Any equipment not received by January 1^st will incur an additional $10 late fee.

SECTION 5                In addition to registration, a mandatory fundraiser will be required and money raised must be turned in prior to August 1^st. Anyone that has not turned in fundraiser money will not receive practice equipment.

ARTICLE VI      GENERAL RULES

SECTION 1                Any event that is to be titled or associated with the name(s) Manchester Pop Warner Youth Football League (MSYFL); or Manchester Sentinals Pop Warner Youth Football and Cheerleading League, must be at the consent of the Leagues’ Board of Directors. Failure to do so will violate league liability and the league will disassociate with said event and seek to legally have the name officially removed from said event

SECTION 2                Any items not discussed herein should be brought up to the Leagues’ Board of Directors.

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