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By-Laws
The By-Laws and Constitution of
COLUMBIA YOUTH FOOTBALL LEAGUE, INC.
A non-profit Corporation
Table of Contents
The By-Laws and Constitution of 1
COLUMBIA YOUTH FOOTBALL LEAGUE, INC. 1
A non-profit Corporation. 1
Table of Contents. 4
Article I. Name, Purpose, Organization and Members. 4
Section 1.01 Name. 4
Section 1.02 Purpose. 4
Section 1.03 Organization. 4
Section 1.04 Membership. 5
Article II. Governance. 6
Section 2.01 Board of Directors. 6
Section 2.02 Board Meetings. 6
Section 2.03 Quorum.. 7
Section 2.04 Rules of Procedure. 7
Section 2.05 Agenda. 7
Article III. Duties of Officers, Directors and other Key Personnel 8
Section 3.01 Expectations of Board Members. 8
Section 3.02 Executive Committee. 8
Section 3.03 Duties of Officers and Directors. 9
Section 3.04 President 9
Section 3.05 Vice-President 10
Section 3.06 Secretary. 11
Section 3.07 Treasurer 11
Section 3.08 Past-President: 12
Section 3.09 At-Large Board Members. 12
Section 3.10 Webmaster 12
Section 3.11 Enumeration. 13
Article IV. Succession Plan and Election Process. 13
Section 4.01 Succession Plan. 13
Section 4.02 The Electorate. 13
Section 4.03 Election Process. 13
Section 4.04 Vacancy. 14 3
Section 4.05 Removal 15
Section 4.06 Termination. 15
Article V. Financial Activities of CYFL. 15
Section 5.01 The Treasury. 15
Section 5.02 Financial Policy. 16
Section 5.03 Operation of E-Commerce Website. 16
Section 5.04 Limitation of Liabilities and Indemnifications. 16
Article VI. Proxy Voting. 18
Article VII. Overruling. 18
Article VIII. Administrators. 18
Article IX. Committees. 18
Section 9.01 Sub-Committees. 18
Section 9.02 Sub-Committee Chairman: Registration Coordinator 20
Section 9.03 Sub-Committee Chairman: Fundraising Coordinator 20
Section 9.04 Sub-Committee Chairman: Equipment Manager 20
Section 9.05 Sub-Committee Chairman: Sponsor Coordinator 21
Section 9.06 Sub-Committee Chairman: Team Parent Coordinator 21
Section 9.07 Sub-Committee Chairman: Volunteer Coordinator 21
Section 9.08 Sub-Committee Chairman: Website Coordinator 21
Section 9.09 Sub-Committee Chairman: Tournament Coordinator 21
Section 9.10 Sub-Committee Chairman: Competitive Teams Coordinator 21
Section 9.11 Sub-Committee Chairman: Training Camps and Clinics Coordinator 22
Section 9.12 Sub-Committee Chairman: Football Coaches Coordinator 22
Section 9.13 Sub-Committee Chairman: Rules Coordinator 22
Article X. National Standard for Youth Sports. 22
Article XI. Code of Conduct 23
Section 11.01 General Code of Conduct Information. 23
Article XII. Disciplinary Procedures. 23
Section 12.01 Due Process. 23
Section 12.02 Grievance Committee. 23
Section 12.03 Grievance Procedure. 24
Section 12.04 Disciplinary Process. 24
Section 12.05 Suspensions. 24
Section 12.06 Appeal Process. 25
Section 12.07 Coaches and Members Disciplinary Action. 25
Section 12.08 Disciplinary Reference List 25
Article XIII. Protests. 26
Article XIV. Coaches By-Laws and Rules. 26
Article XV. Players, Rosters and Teams. 27
Section 15.01 Draft Rules. 27
Section 15.02 Formation of Rosters and Player Selection: 28
Article XVI. Game Locations and Rules. 29
Article XVII. Operations: General Policies and Procedures. 29
Article XVIII. Records. 30
Section 18.01 Maintenance of Records. 30
Section 18.02 Minutes. 30
Article XIX. New areas. 30
Article XX. Amending of Bylaws and Division Rules. 31
Article XXI. Representative of the City of Columbia. 31
Article XXII. Adoption and Ratification. 32
Article I. Name, Purpose, Organization and Members
(a) The name of the organization shall be the Columbia Youth Football League, Inc. which is a non-stock membership corporation under the laws of the State of Missouri.
(b) Columbia Youth Football League, Inc. herein after referred to as “the League”, may conduct business as Columbia Youth Football and Columbia Colts. For purposes of abbreviation, acceptable names herein shall be CYFL or CYFL, Inc. or Columbia Colts.
(c) Columbia Youth Football League is a non-profit organization exempt from taxation under Section 501c(3) of the Internal Revenue Code.
(d) The principal office for the transaction of the business of the League shall be located at the Armory Sports & Community Center located at 701 E Ash, Columbia, Missouri and it’s mailing address shall be P.O. Box 7052, Columbia, MO 65205 unless otherwise designated by the Board of Directors.
(a) The purpose of the League shall be to teach the fundamentals of football. The youth sports program of the League shall be developed and organized to ensure, as well as to enhance, the emotional, physical, social and educational well-being of children. The program shall promote the ideals of responsibility, hard work, sportsmanship, teamwork, and fellowship in youth while instructing the game of football in a positive and safe environment. The individual growth of the youth in our community will be enhanced through the spirit of competition, discipline, and fair play. We will accomplish these goals by providing a program that maintains the highest standards and seeking out coaches and other volunteers willing to teach and exemplify these same principals.
(b) The league will further promote the development of leadership, character, sportsmanship, tolerance, discipline and athletic ability, and to nurture youth fitness, volunteerism, and a lifelong love of sports. The supervisors shall bear in mind that the attainment of exceptional athletic skill or the winning of games is secondary, and that molding future citizens is of prime importance. The league is an instructional league.
(a) The League is and shall remain a not-for-profit organization and no part of the net earnings thereof shall inure to the benefit of any individual. The League shall endure and shall have a corporate existence perpetually; but in the event its purpose should ever fail or in the event it should, for any reason whatsoever, cease to function, no part of its property, funds, or assets shall ever be divided or inure to benefit any of its areas.
(b) In case of dissolution of the Corporation, all assets shall be donated to another youth sports program and/or a youth oriented charitable organization as designated by the Board so long as such organization(s) has non-profit status.
(c) Columbia Youth Football League is organized exclusively for charitable, educational, religious or scientific purposes within the meaning of section 501c3 of the Internal Revenue Code.
(a) The membership in the CYFL, Inc. shall include Board members, Coaches, parents or guardians of participants, and volunteers. It is the intent of CYFL to maintain an open association that welcomes participation from all who wish to be members.
(b) Membership in this organization shall be open to all persons who sincerely desire to further its purpose as expressed by these bylaws. Membership applications for players and parents will consist of the player application; all others will fill out the coaches’ application. Once approved, all members will be subject to the CYFL by-laws and division rules.
(c) CYFL is a voluntary organization that is a privately held corporation whose membership can be limited to only those who support our beliefs as stated in Article I, Section 1.02. To become a member, player, coach or volunteer of the CYFL, said person shall fill out an application, sign and date such application. Membership is current for one year from the date on such application.
(d) Qualification – Any parent or legal guardian of a child registered with any CYFL football team, who is current on all registration fees with all equipment returned, shall be a member. Additionally, any adult volunteer may apply for membership with approval by a majority of the board of directors.
(e) Membership shall be deemed to be continued in effect from year to year, until a player is no longer associated with CYFL, unless terminated by resignation, or action of the Board of Directors, or their delegated committee.
(f) Player Members – Any youth eligible by League requirements in August of the year may, upon application and execution of as “Authorization and Waiver” on the corporation’s standard form by both parents or legal guardian, become a Player Member, subject to the rules and regulation of the Board of Directors pertaining to the care of loaned equipment, sportsmanlike conduct, and participation.
(g) Termination – Membership may be terminated by resignation or by a majority vote of the Board of Directors.
Code of Conduct: CYFL only wants members who support the League, the By-Laws, and the Division Rules, and that want to generally enhance the good name of our organization, throughout the community and with our sponsors. Membership is not considered a right as it is a privilege. Consequently, anyone using electronic, written, or verbal means to diminish the good name of the CYFL in any manner will no longer be considered eligible for membership. If parents/guardian of a player becomes ineligible as a member then so will their children that are playing, unless the Board of Directors determines some mitigating circumstances that would allow the player to remain. All members once approved agree not to slander the good name of the CYFL organization in any manner, written, or verbal and further if any member is found guilty of violation this code of conduct shall be removed by the governing Board of Directors. The Board of Directors will evaluate the actions considered, and if found to discredit against the CYFL, said member shall be removed from our youth sports organization.
Article II. Governance
(a) The governance of the Organization shall be vested in the Board of Directors.
(b) The Board of Directors of the Organization shall consist of the following eleven (11) elected officers: President, Vice President, Secretary, Treasurer, Past-President and six (6) elected Board members, of which a minimum of two (2) shall be non-coaching members, approved at the discretion of the Board, based on the availability of qualified applicants.
(c) In all instances of governance not outlined within the Constitution & Bylaws of the Organization, Roberts Rules of Order shall be the governing document unless otherwise noted in the CYFL bylaws, available for review at http://www.robertsrules.org/.
(d) The President has the authority to appoint Ad Hoc, Standing Committees or Subcommittees of volunteers or appointees to CYFL that will aid in the administration and facilitation of the business of the league. Ad Hoc Subcommittees do not possess the authority to vote at regular board meetings but may be required to present recommendations to the Board of Directors.
(e) Columbia Youth Football League, Inc. shall adopt and abide by the Constitution and By-Laws of the League. Any change of the League membership shall be made by a majority vote of the League Board of Directors at a duly constituted meeting.
(f) The fiscal year of the corporation shall commence on January 1st and end on December 31st of each year.
(a) Meetings shall take place monthly, or as deemed necessary by the President, or upon the request of at least three members of the Board at any time. Meetings shall be open to the public and may be held at any place. The President may call special Board meetings. The Secretary shall give notice of all meetings at least three working days in advance thereof to all Board members. However, during these meetings, only Board members may vote on issues brought before the Board. Each Board member will have only one vote regardless of number of positions held on the Board.
(b) Regular Monthly Meetings of the Board of Directors shall be held at the Armory located at 701 E. Ash, Columbia, Missouri or in any other reasonable public meeting facility. Regular monthly board meetings will be held on the first Monday unless otherwise scheduled. Notice to Officers may take place via the League’s Official Web Site at www.columbiayouthfootball.com, via e-mail, U.S. Mail, facsimile, or any other reasonable and accessible mode of communication.
(c) All matters concerning policy of the League shall be decided by a majority vote of the Board on motion of those present at a duly constituted meeting of the Board. Any question or situation not covered by these By-Laws, or official interpretation thereof, shall be referred to the Board for a final determination.
(d) Board members are expected to attend all meetings. If a Board member is to be absent he or she should notify the Secretary prior to the meeting. Attendance will be recorded in the minutes as present, excused, or absent without notice.
(a) A majority of the Board shall constitute a quorum at any meeting and the majority affirmative vote of those present shall govern, except when otherwise provided. In case of a tie vote, the presiding officer of the Board shall be the tie breaker. The presiding officer is determined by the descending order of the President, Vice President, Secretary, etc.
(a) The rules contained in Robert’s Rules of Order shall govern the CYFL in all cases to which they are applicable, and in which they are not inconsistent with the Bylaws or other rules of the organization. Minutes of meetings shall be kept on file by the Secretary and archived additionally at the central CYFL office.
(b) The Annual Election of Board of Directors Officers shall take place annually and be held in January at the Annual Meeting of the League.
(c) Special or Emergency meetings may be called by the President or any three members of the Board. Notice of such meetings stating the time and place of the meeting and the purpose for which said meeting is called, will be provided to Board members through the Secretary and to the membership through the website and/or email at least one day prior to such meeting, or as soon as practical.
(a) The Agenda will be as follows:
Call to Order
Roll Call
Approval of Agenda
Approval of Minutes
Treasurer’s Report
Visitors or Members to be Heard
President’s Report
Vice President
Secretary
Treasurer
Committee Reports
Registration
Fundraising
Equipment
Old Business
New Business
Adjournment
Article III. Duties of Officers, Directors and other Key Personnel
(a) Board members are expected to understand and accept the mission, purpose, philosophy, and objectives of the CYFL
(b) Board members are expected to attend all Board meetings and remain for the scheduled duration of the meeting.
(c) Board members are expected to review the agenda and supporting materials before Board and committee meetings.
(d) Board members are expected to abide by all Board policies.
(e) Board members are expected to assist in carrying out the fiduciary duties of the CYFL.
(f) Through an evaluation of the available resources and the often conflicting needs and demands of all interested parties, Board members are expected to move toward decisions and actions which best serve the CYFL as a whole.
(g) Failure of any officer to attend any eight (8) regular meetings of the Board or a total of seventy-five percent (75%) of such meetings during a twelve (12) month period shall be cause for that officer’s removal, at the discretion of the Board. At time of removal, the Board may take action to re-elect a new officer by an affirmative vote of a majority of the officers remaining in officers remaining in office and that officer shall hold office until the next annual meeting at which officers are elected.
(a) The Executive Committee shall consist of the President, Vice-President, Secretary, and Treasurer, and Past-President.
(b) The governance of the League shall be under the direct supervision of the Executive Committee.
(c) The Executive Committee shall have the authority to act upon all matters of business, which arise between regular meetings of the League, but only after a quorum (majority) of the members of the Executive Committee are in attendance.
(d) The Executive Committee shall decide all matters pertaining to the finances of the League. It shall be permanent policy to place all monies in a common League Treasury, directing expenditures in a manner so that no individual or team has an advantage over the other.
(e) The Executive Committee shall select from the membership, a candidate for each vacancy of Office that occurs during the current season. The candidate is to be voted on by the Board of Directors.
(f) Any member of the Executive Committee missing three (3) regular meetings during their elected term shall have his position reviewed for possible dismissal by the Board of Directors.
(g) The Board shall decide all questions of interpretation of the Bylaws, Constitution and League Rules.
(h) Amendments to the Bylaws of the CYFL may be proposed at any annual, regular or special meeting at which there is a quorum of voting members in attendance. An amendment will be declared effective once approved by the majority of the members present at such meeting.
(a) General Powers: The business and affairs of the League shall be managed under the direction of its Board of Directors and Board Members, hereafter referred to as the “Board”. The officers of the Board shall in all cases act as a Board, and they may adopt such rules and regulations for the conduct of their meetings and the management of the League as they may deem proper, so long as the rules and regulations adopted by the Board are not inconsistent with these By-Laws or the Articles of Incorporation.
(b) The Board shall include the President, Vice President, Secretary, Treasurer, and the Past President in addition to six “At-Large Board” members. The Past President shall serve one two year term. After that term the position will become an elected “At-Large” Member, unless the previous President isn’t reelected as President then he will become the Past-President. All Board members are eligible to hold coaching positions with the exception of the President and Vice-President.
(c) These officers of the Board shall serve two year terms. The President, Vice-President, Past President and three At-Large Board Members serve the same two years while the Secretary, Treasurer and three At-Large Board Members serve their terms concurrently. It is expressly provided that any or all of the incumbent officers may run for re-election from term to term.
(a) The President is the chief legislative officer of the CYFL
(b) The President is the presiding officer at annual, regular, emergency and special meetings.
(c) It will be the duty of the President to have general charge of the business of the CYFL and make, execute and acknowledge for and on behalf of the CYFL, any and all deeds, mortgages, leases, releases of mortgages, and any and all instruments which may be necessary in the acquisition or disposition of any property or rights of the CYFL or in conducting the business of the CYFL.
(d) It will be the duty of the President to see that all policies of the Board are enforced and all orders of the Board faithfully executed.
(e) In the absence of the Secretary at annual, regular, special and emergency meetings, the President will appoint a Secretary pro-tem.
(f) The President will directly oversee activities of all Board members and volunteers and ensure coordination of all functions (i.e., home games, fundraising activities, volunteer efforts, etc.) or events (postseason banquet) and serve as the supervisor of said events or functions.
(g) The President will serve as the CYFL liaison to the community and represent the League in the general public and external football events or camps.
(h) The President will mediate disputes with other organizations, address disputes and/or complaints from the general public and refer same to the Board if and when necessary.
(i) The President shall have the ability to perform such duties as may be required by any league in which the CYFL fields teams in without approval of the Board.
(j) The President shall have the discretion to waive any charges or fees of the CYFL and/or to declare any player ineligible.
(k) The President shall enforce all CYFL policies and procedures; protect the use and dissemination of all official CYFL property, i.e. equipment, merchandise, etc.; ensure that field permits are secured and coordinate the practice and game schedules with the appropriate Parks and Recreation delegates or officials.
(l) The President shall oversee the general management and communication of the League by the Board of Directors and shall serve as League Commissioner.
(m) The President shall perform all duties incidental to the office of President and any other such duties as may be prescribed by the Officers from time to time.
(a) The Vice-President is responsible for the preparation of the agenda for all Board meetings. A Board packet for the Board meeting shall include the meeting agenda, the monthly bills to be approved and paid, a current financial statement detailing all of the income and expenditures listed by fund as well as a Treasurer’s Report showing the financial condition of the CYFL will be provided to all Board members by the Vice President no less than three days prior to the meeting.
(b) The Vice-President will be responsible for obtaining all forms of insurance as required by the CYFL.
(c) The Vice-President shall work with the President and shall help with the charge of the business of the CYFL and perform duties as assigned by the President.
(d) The Vice-President shall preside over all meetings with the President and shall assist the President in all activities and responsibilities as outlined above.
(e) The Vice-President shall perform all duties incidental to the office of Vice-President and any other such duties as may be prescribed by the Officers from time to time.
(f) The Vice-President will serve as a member of the Grievance Committee when required.
(g) The Vice-President shall serve as League Co-Commissioner.
(a) The Secretary will be responsible for the minutes of all CYFL meetings.
(b) The Secretary will be responsible for the custody of the By-laws and all other official records and documents of the CYFL.
(c) The Secretary will be responsible for conducting all official correspondence of the Board.
(d) It will be the duty of the Secretary to record the minutes of Board meetings and submit them in writing for approval or corrections by the Board before entering them in the permanent records of the CYFL and submitted to the Webmaster for posting.
(e) The Secretary will be responsible for keeping attendance records of Board members, Coaches and persons of the membership who wish to participate in the Electorate.
(f) The Secretary will be responsible for submitting the schedule of regular meetings for the year to the local paper to be published before the first regular meeting in January.
(g) The Secretary will be responsible for submitting the schedule of regular meetings for the year to the Webmaster to be posted before the first regular meeting in January.
(h) The Secretary shall handle all league correspondence including but limited to newsletters and mailings and ensures that all notices are duly given in accordance with the provisions of the By-Laws or as required.
(i) The Secretary shall perform all duties incidental to the Office of the Secretary and any other such duties as from time to time may be assigned by the President and/or Vice-President.
(a) The Treasurer shall govern the financial policy of the CYFL and shall be responsible for the control of the funds of the CYFL, for their proper disbursement, and for investment of funds as directed by the President; maintain records for the receipt and disbursement of all monies and securities, shall approve all payments from allotted funds and draw checks therefore in agreement with policies established in advance of such actions by the Board of Directors. All disbursements by check over $1,000.00 must have dual signatures. The signatures will be any of the following two officers: President, Vice-President or Treasurer.
(b) The Treasurer will submit a monthly Treasurer’s Report to the Board displaying all receipts and disbursements. The Treasurer will also provide detailed information or documentation as may be requested by the Board.
(c) The Treasurer shall prepare a year-end financial report for the League in addition to preparation of accounting records for an accountants review; and shall prepare or delegate each year its state and federal filings and tax returns. The Treasurer will be responsible for the filing of an annual information return to the Internal Revenue Service.
(d) The Treasurer will be responsible for submitting all information to the Missouri Secretary of State to ensure the leagues active/good standing and serve as Agent of Record.
(e) The Treasurer shall oversee the scholarship awards process for the President and administer scholarship awards based on financial need of the participant. The Treasurer shall prepare, publish and review all financial hardship applications in accordance with all financial privacy laws, both federal and state.
(f) At the end of the term of office, all books, records, funds, papers, documents and all other property of the CYFL having to do with the financial or other transactions of the CYFL which may have come into the Treasurer’s possession or may have been compiled or created during the term of office must be turned over to the successor.
(g) The Treasurer shall oversee all banking functions and communications, electronic or otherwise, and collect and deposit all monies and funds for the League.
(h) The Treasurer shall coordinate with the Registration Committee Chairperson all duties pertaining to registration. These duties shall include preparation of player registration forms and mailings, collection of player and team registrations and corresponding database entry and maintenance.
(i) The Treasurer will oversee preparation of divisional player rosters for team drafts and subsequent team rosters.
(j) The Treasurer shall perform all the duties incidental to the office of Treasure and any other such duties as from time to time may be assigned by the President.
(k) The Treasurer shall also coordinate with the Webmaster the collaboration and collection of all of electronic player registration, database management, and financial records.
(a) Past-Presidents may serve as Ex-Officio members of the board with all rights, duties and privileges of an elected “At-Large” member. In the event that the Past-President chooses not to serve as an Ex-Officio member, one additional “At-Large” member shall be elected to the Board. The Past-President shall attend all Regular Board meetings and offer advice, guidance or engage in debates or discussion, and shall assist the President and Board of Directors with compliance and enforcement of the By-laws and Constitution of the League.
(b) The Past-President shall assist the President with any tasks, functions and/or any other such duties as from time to time may be assigned by the President.
(a) Serve in any capacity as deemed necessary by the Board of Directors
(b) Attend all monthly meetings and be authorized to vote as a regular board member.
(a) Serve in any capacity as deemed necessary by the Board of Directors
(b) Attend all monthly meetings and be authorized to maintain a website, e-commerce, and social network sites on behalf of the League under the direction of the Board of Directors.
(a) The Board of the CYFL shall consist of a President, Vice-President, Secretary, Treasurer, Past-President and -6- elected Board members.
Article IV. Succession Plan and Election Process
(a) Succession: In the event that the office of the President becomes vacant; the next officer in succession following the order named under enumeration shall fill the position of Interim President. The Interim President shall conduct the election of a new President as soon as possible and will serve as President until a replacement is elected.
(b) Terms of Office: Board members shall serve a term of office of two years, commencing on January 1 and ending on December 31 of the following year.
(c) Board Eligibility: Any person(s) of the membership are eligible to serve on the Board of Directors so long as they meet the following requirements:
1) Applicants must be at least 21 years of age.
2) Applicants must be involved with the CYFL as a coach, volunteer, parent or guardian of a participant, or past Board member for one complete season before seeking a Board seat.
3) Applicants must not reside within the boundaries of or be affiliated with another youth football league or organization.
(a) The Board of Directors will be selected by the majority of votes submitted by the following individuals, who will be known as the Electorate, at the annual meeting in January.
President
Vice President
Secretary
Treasurer
Past-President
-6- “At-Large” Board members
(a) The election process will be facilitated by the outgoing President or his/her designee. If the outgoing President is running for a second term of office as President, the next outgoing officer who is not running for reelection to office, following the order of enumeration will facilitate the election process. This person will be known as the Election Facilitator.
(b) Applicants will be solicited from the current CYFL membership beginning October 1 and ending on December 1 of each year.
(c) Applicants will be required to complete a questionnaire and submit to a background search. Past or current Board members seeking reelection must also follow this procedure.
(d) Questionnaires will be available on the website, at the concession stand (if home games are scheduled during the solicitation period), at the October Board meeting, and available through the Election Facilitator per request.
(e) Questionnaires must be completed, mailed, and postmarked by December 1. Questionnaires postmarked December 1 or later will not be accepted. In the event that December 1 falls on a Sunday, questionnaires postmarked December 2 or later will not be accepted.
(f) Background checks will be conducted on applicants as questionnaires are received. Applicants who do not produce a clean background check will be notified and their applications withdrawn.
(g) At the December meeting, the Election Facilitator will present members of the Electorate with an election packet. The packet will contain the questionnaires submitted by the applicants who produced a clean background check, sorted by the Board seat sought.
(h) At the January meeting, the last item on the agenda before adjournment will be the election of the new Board of Directors. The Election Facilitator will distribute ballots to each member of the Electorate. Members of the Electorate must be present in order to cast a ballot. Only one ballot per person will be distributed regardless of number of positions held in the Electorate.
(i) Completed ballots will be returned to the Election Facilitator who will tally the votes. Those who receive the largest number of votes per Board seat sought will be announced and will become Directors immediately upon the close of the election proceedings.
(j) The new Board President will ask each member of the new Board to select a sub-committee to manage for the duration of their term. The Board President will acknowledge selections as appointments for record keeping purposes. The Board President may then ask for a motion to adjourn the meeting.
(a) Board positions may be vacated by the written resignation of the vacating member, submitted to the President and accepted by the Board at the next regular meeting.
(b) Board positions may also be vacated if a Board member is absent without notice twice during their term in office and by a majority vote of the Board at the next scheduled regular meeting.
(c) Vacancies will be filled by Presidential appointment and accepted by the Board at the next regular meeting or as soon as practical. Appointees will serve the remainder of the unexpired term.
(d) Newly opened Board positions resulting in vacancies occurring in the Board for any reason may be filled by a majority of the Officers then in office, and if the Officers remaining in office constitute less than a quorum of the Board, they may fill the vacancy by the affirmative vote of a majority of the Officers remaining in office. An Officer elected to fill a vacancy caused by resignation, removal, disqualification, or otherwise, shall be elected to hold office until the next annual meeting at which officers are elected. A vacancy that will occur at a specific later date, by reason of a resignation effective at a later date, may be filled before the vacancy occurs, but the new officer may not take office until the vacancy occurs.
(a) Any member of the Board may request to remove a Board member by taking the following steps:
(i) The member must file a signed grievance letter, naming the officer involved in the grievance and describing the reasons for removal.
(ii) This letter will be submitted to the President and the person subject to removal.
(b) The President will call a special meeting of the Board within ten days to review the grievance. The Board, minus the President and the Board member subject to removal, will vote on removal in an anonymous ballot. If a quorum is in favor of removal, then the member will be removed.
(c) The decision of the Board is final. Vacancies will be filled by Presidential appointment and accepted by the Board at the next regular meeting or as soon as practical. Appointees will serve the remainder of the unexpired term.
(a) An Officer or Board Director may terminate their position by submitting a written resignation to a member of the Executive Committee or by the Board of Directors.
(b) The Board of Directors, by a majority vote, a quorum being present, at any duly constituted meeting, shall have the authority to discipline or suspend or terminate the membership of any director when the conduct of such individual is considered detrimental to the best interest of Columbia Youth Football League.
(c) The Director(s) involved shall be formally notified of such disciplinary hearing, informed of the general nature of the charges and given an opportunity to appear at the hearing to respond to such charges. See Articles XII Disciplinary Action.
Article V. Financial Activities of CYFL
(a) The Treasurer or other qualified person, as authorized by the Board of Directors, shall make all financial disbursements of CYFL funds, on a CYFL check or draft.
(b) The Board of Directors shall decide all matters pertaining to the finances of the League and it shall be a permanent policy to place all monies in a League Treasury, directing the expenditure of the same in such a manner as will give no individual or member of the League advantage over another. All funds shall be deposited to the credit of the CYFL in such banks or other depositories as the Board may select.
(c) No expenditure over $ 500.00 shall be made without prior Board approval. All other expenditures shall be made at the discretion of the President and/or Executive Committee.
(d) The Board of Directors may authorize any Officer or Officers, Agent or Agents of the League, in addition to the Officers so authorized be these Bylaws, to enter any contract or execute and deliver any instrument in the name of and on behalf of the League.
(e) All funds of the League shall be deposited to the credit of the League in such banks or other depositories as approved and directed by the President and/or Board of Directors.
(f) All members shall be responsible for all registration fees, dues and assessments that may be levied for the operation of the CYFL. Any member who falls more than forty-five (45) days delinquent in moneys due and payable to the CYFL and who has been officially notified by said CYFL shall lose all voting privileges until such time as these delinquencies are paid in full, or until satisfactory payment arrangement has been made and approved by the majority vote of the Board. If any delinquencies occur after said agreed repayment plan has been approved, all voting rights will be automatically suspended until all dues and assessments are brought current and paid in full, with no other opportunity to make another prepayment arrangement until all moneys owing (in the rears) are brought current. If a member is not brought current on all monies due the CYFL by October 31st of the current season, any and all players eligible for playoffs will be declared ineligible.
(a) The Board shall decide on all matters pertaining to the finances of the CYFL.
(b) All funds shall be deposited to the credit of the CYFL in such banks or other depositories as the Board may select.
(c) No expenditure over $ 500.00 shall be made without prior Board approval. All other expenditures shall be made at the discretion to the President and/or Executive Committee.
(d) All checks, drafts, or other orders of payment of money over $1,000 shall be signed by two of the following officers: President, Vice-President or Treasurer.
(e) The fiscal year of the CYFL for financial purposes and the filing of all regulatory reports with the federal, state, and local agencies shall begin on January 1 of each year and end on December 31 of the same year.
(a) The Board shall authorize the operation of an E-Commerce website and shall from time to time review and re-authorize operation of said website by a majority vote.
(a) Limit of Liabilities:
(i) Nothing herein shall constitute members of the CYFL as partners for any purpose. No member, officer, agent, or employee of this CYFL shall be liable for the acts or failure to act on the part of any other member, officer, agent, or employee of the CYFL Nor shall any member, officer, agent, or employee is liable for his acts or failure to act under these Bylaws, excepting only acts or omissions to act arising out of his/her willful misfeasance.
(ii) No member of the CYFL shall be liable for the debts, or be in any way responsible for the functions, activities or policies of the CYFL or any Member authorized to participate in Youth Football by the CYFL.
(b) Indemnification:
(i) Any current and/or former Officer or Director of the CYFL shall be reimbursed against reasonable expenses actually and necessarily incurred by them in connection with the defense of any legal action, suit, or proceeding in which he/she or any of them are made party(s) to, by reason of having been a current or former member of the Executive Committee or Board of Directors of the CYFL, except in relation to matters as to which such a current or former Director or Officer, shall be adjudged in such legal actions, suits, or proceedings to be liable for gross negligence or misconduct in the performance of duty and to such matters as shall be settled by agreement predicated on the existence of such a liability.
(ii) Columbia Youth Football League shall purchase and maintain in force a General Liability and Non-Owned-Automobile Liability. Hold harmless and naming the Columbia Youth Football League, Inc. the Executive Committee and Board of Directors, the City of Columbia Parks & Recreation as primary and non-contributory additional named insured. The general liability policy will be on an occurrence basis with an insurance company whose rating, according to BEST, will be A- or better, and must have the following minimum limits of liability:
General Aggregate:
$1,000,000 CSL Products & Completed Operations Aggregate:
$1,000,000 CSL Personal & Advertising Injury:
$1,000,000 CSL Each Occurrence:
$1,000,000 CSL Fire Damage (Any one fire):
$50,000 Medical Expense (any one person):
$5,000 Non-Owned Automobile Liability
$1,000,000 CSL
(c) All suits or incidents, that name or may name a member of the CYFL or the CYFL, Inc. directly must be submitted to the CYFL Executive Board within 30 days of the occurrence or at the next regularly scheduled CYFL meeting, whichever comes first.
(d) The Columbia Youth Football League shall be required to purchase a Director and Officer’s Professional Liability policy at a $1,000,000 CSL limit of liability including prior acts coverage. This policy will be on a claim made basis unless an Occurrence Policy is available and affordable.
(e) All insurance policies must be submitted to the League Secretary and are subjected to review and approval of the Board.
(f) The League shall indemnify any and all current and former Officers and Directors of the League and Program Entities, or any person who may served at its request as an officer or director, against expenses actually and necessarily incurred by them in connection with the defense of any action, suit or proceeding in which they are made parties by reason of being or having been Officers or Directors of the organization or a program entity, except in relation to matters as to which any such Officer or Director or person shall be adjudged in such proceeding to be liable for negligence or misconduct in the performance of duty.
Article VI. Proxy Voting
(a) No proxy votes will be permitted at any time.
Article VII. Overruling
(a) The voting body present, by a majority vote, may overrule any action by the Board.
Article VIII. Administrators
(a) Each area shall elect or appoint their administrator. These administrators may be changed by their respective areas at any time as long as the Board of Directors is notified of such changes before any regular meeting of the administrators. All administrators must be approved by the Board of Directors.
(b) Each administrator must represent the views of his area before the voting body and must relay all League information to their areas. Each administrator shall constantly strive for the strengthening of the League. An Administrator must be affiliated with a current CYFL member area and is committed to and agrees to the terms of the Columbia Youth Football League Rules.
Article IX. Committees
(b) Due to the extensive nature of managing a successful youth football program, Board members will select one sub-committee to manage for the scheduled duration of their term in addition to their standard Board duties at the annual meeting. In the event that Board members are unable to decide or agree upon sub-committee assignments, the President will assign a sub-committee for them.
(c) Board members have the option of chairing their sub-committee or assigning it to a non-board member. Although board members have the option of selecting a non-board member to chair their sub-committee, they must be involved as they are ultimately responsible for items charged to their sub-committee.
(d) Board members are expected to submit an oral or written report at each Board meeting regarding the status of their sub-committee.
(e) Sub-committee Chairman are non-voting members of the Board, unless chaired by a Board member.
(f) Sub-committees are listed but not limited to the following:
Webmaster
Registration
Fundraising
Equipment
Budget
Media Relations & Special Events
Sponsorship
Tournaments
Competitive Teams
Training Camps and Clinics
Website Design
Out of Town Teams
(a) The Registration Coordinator will be charged with managing football and cheerleading registration. Items charged to this committee include, but are not limited to:
(b) Manage registration; dates, times, locations, volunteers, registration forms.
(c) Systematize registration paperwork; ensure required forms for each participant are acquired and complete.
(d) Prepare weight class rosters for draft day.
(e) Ensure registration fees are accounted for and reported to the Treasurer.
(f) Prepare required registration forms and related documents for submittal to CYFL.
(a) The Fundraising Coordinator shall be concerned with developing and implementing all programs related to the building of funds for the operation of the CYFL Items charged to this committee include, but are not limited to, for example:
(b) In coordination with the Treasurer, the Fundraising Coordinator will create a fundraising plan, designed to meet CFYL fund requirements for the coming year,
(c) Casino Night or Raffles; time, place, volunteers, sound equipment, draw down board, food, side raffles, 50/50 raffle, tickets.
(d) CYFL and Columbia Colts Merchandise; item selection, secure quotes, set pricing, create & distribute order forms, collect order forms & money, place order, distribute orders.
(e) In-season fundraiser; item selection, secure quotes, set pricing, create & distribute order forms, collect order forms & money, place order, distribute orders.
(a) The Equipment Manager will be charged with managing football and cheerleading equipment. Items charged to this committee include, but are not limited to:
(b) Manage football equipment inventory.
(c) Work with Registration Coordinator, League Commissioners to ensure sufficient equipment is available and/or ordered before the start of the season.
(d) Manage equipment hand-out; dates, place, volunteers, notices, equipment/participant tracking.
(e) Manage exchanges and replacements of equipment during season.
(f) Manage equipment hand-in; dates, place, volunteers, notices, equipment/participant tracking.
(g) Manage football and cheerleading inventory after hand-in to ensure all items have been returned.
(h) Arrange for designated equipment to be refurbished.
(a) The Sponsor Coordinator will be charged with obtaining sponsorships, ensuring sponsors achieve gift levels, and scheduling and organizing football and cheerleading pictures. Items charged to this committee include, but are not limited to:
(b) Develop terms and levels of sponsorship for the program.
(c) Schedule and organize football and cheerleading pictures.
(d) Acquire sponsorships from previous sponsors and obtain new sponsors.
(e) Manage correspondence to meet tax requirements for sponsors.
(f) Ensure sponsors achieve sponsorship level gifts such as a banner at games, website ad space, program ad space, and sponsor picture plaques.
(a) The Team Parent Coordinator shall secure team parents for all teams; lead the process to determine the duties of team parents; train team parents systematically; serve as a central point of communication for team parents; and develop incentives and awards to motivate team parents during the season and to recognize team parents at the end of the season.
(a) The Volunteer Coordinator is responsible for scheduling parent’s volunteer times and jobs including press box, chain gang, merchandise, concession & gate help.
(a) The Website Coordinator is responsible for development and maintenance of the content of the League website in addition to any internet based social media in a timely manner. Content shall include division and registration information, schedules, rules, calendars, etc. Website coordinator shall also oversee ecommerce functionality.
(a) The Competitive Teams Coordinator is responsible for liaising between the CYFL Board of Directors, CYFL Competitive Coaches and the governing body of any Association or League in which the competitive teams shall be playing. Responsibilities shall include but not be limited to supervising player/team registrations and weigh-in, game schedules and locations and representation of the Competitive teams and the CYFL Board at any and all meetings pertaining to said Competitive teams.
(b) Colts representative shall not be the head coach of the team.
(a) The Football Coaches Coordinator shall secure head coaches and/or coaching staffs for all teams in each division. The Coordinator shall review all coaching applications and shall make recommendations to the Executive Committee regarding the approval of individual coaching applicants.
(b) The Football Coaches Coordinator shall determine the expectations, duties and responsibilities and clearly review and communicate such expectations, duties and responsibilities with each head coach and staff; train team coaches systematically; serve as a central point of communication for head coaches; and develop incentives and awards to motivate team coaches during the season and to recognize the coaches and their staffs at the end of the season.
(a) The Rules Coordinator shall, prior to each season, consult with head coaches and division commissioners regarding rules of play pertinent to each age level. The Coordinator shall review all rules and make recommendations to the Board regarding any changes and/or additions to League rules. Rules Coordinator shall discuss and explain said rules with commissioners and head coaches in each age division.
(b) The National Federation High School Rule Book shall be used plus any additional rules or changes made by the CYFL. Rules shall not be changed during the season without Board approval. Any and all rules changes shall be approved by the Board.
(c) Division and/or grade specific rules and/or any additional CYFL rules shall be posted on the website.
Article X. National Standard for Youth Sports
(a) CYFL shall adopt and implement the National Standards of Youth Sports of the National Alliance for Youth Sports (NAYS). Said standards shall provide the framework by which the youth sports program of the League shall be designed and executed.
(b) CYFL shall conduct the youth football program in a manner in which all efforts shall be taken to meet the needs of the participants as set forth by the following:
Standard #1 - Quality Sports Environment
Standard #2 - Sports participation should be fun and a portion of a Child’s life
Standard #3 - Training and Accountability
Standard #4 - Screening Process
Standard #5 - Parents’ Commitment
Standard #6 - Sportsmanship
Standard #7 - Safe Playing Environment
Standard #8 - Equal Play Opportunity
Standard #9 - Drug, Tobacco, Alcohol and Performance Enhancer-Free Environment
Aforementioned standards are listed in detail and available for review at www.nays.org.
Article XI. Code of Conduct
(a) All players are subject to the Columbia Youth Football League Code of Conduct.
(b) CYFL shall use the Code of Conduct as prepared by National Alliance of Youth Sports or other such Code of Conduct as adopted by the Board of Directors..
(c) All players must sign and have countersigned by their parents (both), parent (if single) or legal guardian(s) the CYFL Official Code of Conduct prior to the end of Practice Week 3.
(d) Failure to do so may result in suspension or removal from team;
(e) All CYFL Coaches and volunteers and Board of Directors must sign and return the Code of Conduct.
(f) Allegations or evident violations of the Code of Conduct shall be reported to the Disciplinary Committee for review; The Disciplinary committee shall consist of no less than (3) members and shall be appointed by the President; The Disciplinary Committee shall report any findings or recommendations to the Board of Directors; the Board of Directors shall maintain sole authority to render sanctions or decisions on players, coaches or volunteers and no other CYFL representative shall intervene or render decisions thereunto pertaining
Article XII. Disciplinary Procedures
(a) Due process is essential for all conduct complaints, grievances and disciplinary actions.
(b) All people participating in, or at, any function of the CYFL are subject to this article.
(c) All issues should try to be resolved at the lowest possible level. Participants, parents and coaches are encouraged to communicate openly with one another. If issues remain unresolved, contact should then be made with the President and Commissioner. If the issue is not resolved to the satisfaction of the party or parties involved, the complainant has recourse as described below.
(a) The President shall appoint an ad-hoc grievance committee as needed.
(b) The grievance committee shall consist of the Executive Committee. The grievance committee is responsible for investigating all grievances and conduct complaints.
(c) A copy of the Code of Ethics, either a printed copy or digital link, should be sent (email, mailed or faxed) to each committee member upon their appointment to the committee.
(d) One individual should be appointed as chair to establish appropriate meeting times and be responsible for communicating details with other committee members.
(a) Any grievance or conduct complaint must be submitted in writing to any member of the grievance committee. The member receiving the complaint will notify all other committee members of the nature of the charge.
(b) The charge will be assigned to one or more committee members to investigate. The initial investigation must start within 3 days after the charge has been submitted.
(c) The grievance committee must submit a report of their findings to the President within 5 days of the start of the investigation. The report must include a recommendation of whether disciplinary action should be taken.
(d) Within 2 days the President will determine if disciplinary proceedings are necessary. If they are necessary, the President will call a special meeting of the Board of Directors within 4 days.
(a) The President may temporarily suspend anyone from participating in the CYFL until the Board may convene to execute the disciplinary process. Suspensions of this type should occur only for the most severe charges.
(b) The Board will listen to the charges, allow witnesses to speak and allow the parties being charged to defend themselves.
(c) The Board may then vote to drop the charges, suspend or expel the individuals involved.
(a) Any person suspended may not participate or observe any CYFL functions until the suspension has been fully served. The Board of Directors may at any regular meeting or special meeting, by majority vote, suspend, for what they believe to be good cause, any area, officer or any person connected in any way with the Columbia Youth Football League, provided that said person or area be given written notice of the charges against them and they be given a hearing at which time they shall be permitted to appear and defend themselves in person. At least five days notice shall be given to members of the Board of Directors and the charged parties. The President or acting President of the League may call a hearing in less than five days if he deems this meeting necessary before suspension is made.
(a) The recipient of any disciplinary action has the right to appeal.
(b) The appeal must be submitted to the President in writing within 3 days of the Board’s decision.
(c) The President must forward the appeal to the Board within 3 days.
(d) After forwarding the appeal, the President must call for a vote to uphold the disciplinary action.
(e) The vote may be taken in person and witnessed by the President and the Secretary or by phone conference call as both the President and the Secretary must witness the vote.
(f) If the situation warrants, the President may call a special meeting of the Board to discuss the appeal and to a vote to uphold the disciplinary action
(a) Coaches/Members will be subject to disciplinary action, up to removal, for any violation of the “Codes of Conduct” or bylaws to be determined by the Board of Directors.
(b) Coaches/Members will be subject to disciplinary action up to and including removal for profane or abusive language, or mistreatment of players, cheerleaders, spectators, officials or other CYFL members
(c) Coaches/Members will be subject to disciplinary action up to removal for attempting to recruit players outside the boundary areas for his/her team.
(d) Coaches/Members will be subject to disciplinary action up to removal for attempting to discredit the CYFL in any manner.
(e) Any Coaches/Members that has been subject to disciplinary action, must receive current Board approval before assuming any coaching position.
(f) CYFL Board of Directors will publish the guidelines prior to the start of the season for disciplinary actions.
(g) Any coach or member ejected from a game will be suspended from next game and subject to disciplinary actions up to removal.
(a) The Executive Committee shall keep a Disciplinary Reference List, which is to be reviewed by Board by the March regular meeting.
(b) Information to be contained shall include
Name of individual/Organization
Reason for action
Action taken and date
Article XIII. Protests
(a) A protest may be made on any interpretation or violation of the bylaws or Division Rules, but not on the judgment of the officials.
(b) A letter of protest may be filed by the Head Coach only. Such letter must be submitted to the President or a Board Member within 72 hours of the infraction being protested. A copy must be sent to the opposing Coach. A fee of $100.00 cash, payable to the CYFL, must accompany the letter of protest. The fee will be returned if the protest is allowed. The President must call a hearing with all affected parties within three (3) days of the protest. The Board of Directors of the CYFL will be the final appeal of any protest.
(i) When coaches are in disagreement, the Ad-Hoc League Committee shall require the Head Coach and all Assistant Coaches of each team to submit written answers to the following questions:
(ii) What in your opinion a) caused the problem and b) what is the solution to the problem?
(iii) Is there any ill will or animosity among the coaching staff of Team A toward the coaching staff of Team B?
Article XIV. Coaches By-Laws and Rules
(a) The coaching staff of a team is in complete charge of the team whenever it is together on the practice or playing field, whenever it is traveling as a group to and from practice sessions and games, or whenever it is together for any other team function, such as a banquet. The coaching staff operates under the direction and supervision of the Coaching Coordinator, President and Vice-President. Other coaches are called assistant coaches. All coaches must abide strictly by the CYFL Coaches Code of Conduct as set forth by the CYFL Board of Directors and any similar Codes of Conduct as required by other Leagues, Tournaments, or Sports Facilities. Coaches must complete a coaching application. Coaches must submit their names (and any aliases) for a personal background check (a local, regional, and state records check at a minimum). A head coach must be at least twenty one years of age. Assistant coaches must be at least eighteen years of age or a high school graduate. Teams are permitted to carry coach-trainees, who must be at least fifteen years of age. These persons must conduct all coaching in the presence of
(b) The head coach or at least one of the assistant coaches, and may not handle players independently, or carry out disciplinary action on any participant for any reason. Players may not be left in the sole care of a coach-trainee at any time. Normally, coach-trainees will assist the other coaches at various phases of instruction and will gain most of their knowledge by observation, not initiative. A team may have a maximum of three assistant coaches, including coach trainees. Whenever possible at least one of the coaches present at any practice or game must be the holder of a valid CPR Card or its equivalent, or the head coach must arrange to have present a trained person affiliated with the team in medical practices (e.g. physician, paramedic, or trained volunteer holding a CPR Card or equivalent) in order for play to occur.
(c) Coaches are approved and supervised by the Football Coaching Coordinator and the Executive Board. All coaches must apply annually as instructed by Football Coaching Director. The President and Vice-President must approve the coach roster prior to August 1 of each year. The head coach will determine the selection and assignment of assistant coaches and coach-trainees. The Executive Board will have final say on all assistant coaches & coach trainees.
(d) All coaching positions are automatically terminated at the close of each season, unless terminated prior to the close of the season by the Football Coaching Coordinator under the direction of the President and Vice-President. All coaches must reapply every year, and be approved by the Coaching Coordinator and the Executive Bboard.
(e) Any coach charged with a felony shall be temporarily suspended from coaching pending the final disposition of the charge.
(f) Coaches do not make team or League policy. Rather, they carry it out. However, on the playing and practice fields, the coaching staff is in complete charge and shall not be interfered with, except in cases of rules violations and any other conduct deemed by a higher authority to be harmful/adverse to the welfare of youth. In cases of rules violations and any other conduct deemed by higher authority to be harmful or adverse to the welfare of youth, a written grievance shall be filed within 48 hours with the President to make record of the event.
(g) The intent of these rules is to ensure that issues are addressed off the playing field, rather than in front of the youth of the Association.
(h) All coaches will hold practices for football at Cosmo Park, Hickman and Rockbridge High Schools, and/or other locations as approved in advance by the Board of Directors. Due to Insurance reasons no practices will be held outside of this location. Absolutely no practices will start before 5:30 pm on weekdays and shall be no more than 3 hours long in August & 2 hours long after the season starts. Football scrimmages in August are permitted for the last Saturday before opening day only. Any other scrimmages must be done during weekday practice.
(i) The head coach has final responsibility for his actions, those of his assistant coaches, coach-trainees, team members, and staff. Should anyone wish to file a grievance against a coach, it must be submitted in writing, with signature, to the Football Coaching Coordinator and President. Depending on the level of severity of the complaint the coach may be removed by a vote of the executive board. The complaint will be answered to the involved party within 48 hours of written notification.
Article XV. Players, Rosters and Teams
(a) All teams must have a Coach or Assistant coach present for the draft. If neither can attend the draft, a league official will take their place.
(b) The draft will start with a Coach, assistant coach or league official drawing a number. The number that is drawn will be the order of drafting for the draft.
(c) The draft will consist of coach (a) taking the first pick and then followed by coach (b,c,d and all others) in a snake order. If a Coach or Assistant coach has a son/daughter in the designated grade group then that is a must pick for that coach. The draft picks will go by grades starting with 8th and ending with 2nd. After each round, coaches shall rotate the first pick of the next round by predetermined selection order of picks as stated at the beginning of the draft.
(d) Each player is placed in the draft according to weight first. If a coach has a son/daughter in the league, then the coach will take a “bye” in the round of their child’s playing weight. If the coach drafts a player that has a sibling in the same division that coach must pick that sibling when eligible and if parents wish for them to be together.
(e) Coaches or Assistant coaches will have 3 minutes from the time the draft official puts them on the clock.
(f) This style of draft will take place until all players have been drafted. Upon completion of the draft, trades will be allowed for a period of 3 minutes. After draft is closed, all draft picks are final; there will be no trading or swapping of players.
(a) Each official roster in each division shall ideally contain no more than 24 players. If rosters are greater than 24 players, prior approval by the Board is required.
(b) Competitive teams may recruit players from their age division. Competitive teams shall use try-outs for player selection. Players who wish to be considered for the competitive teams must register and pay the registration fee prior to the 1st day of practice. Each head coach will receive on day 1 of practice a detailed pre-season player roster which will include each player’s height, weight, birth date, mailing address and contact phone numbers and email addresses. On combine and draft days, all coaches will be expected to conduct and participate in player evaluation exercises (i.e., player testing) or at any other times, prior to CYFL Official Weigh-In day. Competitive coaches shall make final cuts and submit their rosters to the President prior to the regular draft. Players who are cut from competitive teams shall be placed in the draft for the regular season. All other league players will be drafted.
(c) Players will be drafted and placed on their respective team rosters according to birth date or current grade and weight.
(d) CYFL players may be moved up one level (division) for safety reasons. Players who attend the CYFL official weigh-in and who exceed the division weight limit may only be considered to be moved up (1) age level as long as he or she is placed on both rosters prior to weigh-in day;
(e) Each player may be required to pay an equipment deposit at registration; additionally, no equipment shall be issued until all monies due CYFL or registration fees are paid in full.
(f) Columbia Youth Football form teams and Divisions based by school grades, K-8th.
Article XVI. Game Locations and Rules
(a) All games of the League shall be governed by the Football Rules of Missouri State High School Activities Association (MSHAA).
(b) Rules shall be adopted by all Coaches and Teams as recommended to the Board by the Coaches and Rules Committee.
(c) Officials shall be provided by the host (home) team Leagues or organizations.
(d) All games shall be played at Cosmo Park, Hickman and Rockbridge High Schools or facilities operated by other youth football leagues and/or tournaments in which teams representing CYFL are participating as pre-approved by the Board.
Article XVII. Operations: General Policies and Procedures
(a) No team may play any game outside the League without prior approval by the Board of Directors. . The League Rules shall be examined each year by a committee consisting of one representative from each area. Any proposed change in the rule book shall be examined by each area before any vote shall be taken. After all proposed changes have been voted upon; they shall be presented to the Board of Directors for approval.
(b) No Officer of the CYFL Board of Directors shall effect policy or procedural changes, rule alterations, offer edicts or mandates or otherwise deviate from the general context of the management of the league without it first being discussed at a regular board meeting unless said policy or procedure change is deemed an emergency;
(c) Only pre-approved volunteers may be on the practice or game fields at any time, for any reason; permitted, pre-approved ancillary personnel shall include but not be limited to: EMTs, law enforcement officials, trainers, essential game day volunteers, CYFL representatives, Board of Directors members, credentialed members of the media, yardage and down marker volunteers, gate and concessions volunteers, official team mom or dad, team mascot, cheerleaders and coaches.
(d) No parents or unaffiliated personnel or persons may enter the playing field (including track perimeter) or practice field, regardless of prior involvement with the program, at any time, for any reason other than to attend to an injured player said parent or guardian is directly related to.
(e) Any person who wishes to serve the League in any capacity who has not submitted a background check information sheet for the current season shall not be permitted on the playing or practice field with the sole exception being a parent attending to an injured child; the coaching directors shall be responsible for assuring that no personnel enters the playing or practice fields or facilities who has not yet filled out and passed review of the background information sheet and Code of Conduct; any volunteer who fails to fill out, turn in and pass a review of his/her background information sheet may be subject immediate removal from said facilities or fields.
(f) All affiliates, members, coaches, officers or volunteers of the League must be of good character and high moral standing. Any violations of the Code of Conduct or Bylaws may result in immediate dismissal by the Board of Directors or its designees.
(g) Columbia Youth Football League, Inc. is a private, non-profit charitable organization and reserves the right to reject or admit any application of any volunteer or player for any reason and may dismiss either, with cause, at its own discretion; however, CYFL shall not discriminate against any person or player based on guidelines set forth by Federal and State Laws.
Article XVIII. Records
(a) The league shall maintain a central file at the office of the CYFL. All such records shall be available upon specified request to the active members and Board of Directors of the CYFL.
(a) The secretary will be the custodian of the minute book of the CYFL, and the same will be kept at the league office
Article XIX. New areas
(a) New areas wishing to join the League must be approved by the CYFL Board of Directors. The Board of Directors will screen all applicants and make recommendations to the area administrators to accept and/or reject the application. If any area is denied admittance in the League, they may appeal to the Board of Directors and admittance can then be given with a unanimous vote of the Board of Directors present at the meeting.
(b) Any dispute as to colors, boundaries or any other matter should be resolved by CYFL Board of Directors. If this is not possible, the Board of Directors shall then rule on said dispute and their ruling shall be binding.
(c) All areas at all times shall abide by the League By-Laws and any and all rules as passed by the voting body or the Board of Directors. No area, at any time, shall do anything that has any connection with the League without having the approval of the Board of Directors. Each area is responsible for the conduct of all persons from that area. Each area shall strongly enforce all League Policies
Article XX. Amending of Bylaws and Division Rules
(a) These bylaws or Division Rules may be amended by a majority vote of the voting quorum present at the January Bylaw and/or Division Rules Revision meeting or at any other time if deemed necessary.
(b) The power to adopt, alter, amend or repeal the Bylaws is vested in the Board of Directors. Bylaws may be amended annually at the Annual Meeting or during the course of a Special Meeting that meets the Quorum standard; all members of the Board of Directors must be given a minimum 24 hours notice to attend a Special Meeting; said Special Meetings convened specifically to amend the bylaws must be designated clearly as such in all pre-meeting notifications to board members
(c) The President shall appoint a standing bylaws committee that will review all bylaws amendment proposals. All amendment proposals must be reviewed by the bylaws committee prior to consideration at an annual or special meeting and two readings at a regular board meeting must precede a procedural vote.
(d) These By-Laws may be amended by a majority vote of the voting body.
Article XXI. Representative of the City of Columbia
(a) The League shall recognize the designated representative of the City of Columbia Department of Parks and Recreation and/or any other representative of the City of Columbia as the City Liaison and/or as the agent of the Director of the Department of Parks and Recreation. Said representative shall have the authority to act on the behalf of the league. CYFL, the Executive Committee, the Board of Directors, Committee Members, Coaches, volunteers, parents and players and other members shall cooperate and/or work with the designated City representative on all activities associated with the leagues usage of the Cosmo Park and associated sports and recreation facilities including but not limited to all permits, fees, schedules, rosters, officials, insurances, etc.
(b) A City representative(s), at their discretion, shall be allowed to attend and speak to the Board of Directors and a managers/coaches meeting prior to the start of the season. Failure of the Lessee to adhere to this policy will result in the immediate termination of their contract and the forfeiture of their use of the Cosmo Park for the season.
(c) The League shall comply with all insurance requirements as specified above, and shall submit the certificates of insurance to the City of Columbia prior to the start of the season.
(d) In the event that the league/individual shall cancel any scheduled date(s) or times, for any reason other than inclement weather (as determined by the City), the league/individual shall be required to pay the City of Columbia in full for said date(s) and times.
(e) In the event of inclement weather/wet field conditions, the decision to cancel the use of the field(s) shall be at the sole discretion of the City of Columbia.
Article XXII. Adoption and Ratification
(a) The foregoing Bylaws and Constitution of the Columbia Youth Football League, Inc. Articles I through XXII are hereby adopted and ratified as amended and are made part of the permanent league records of the Columbia Youth Football League, Inc. and/or Columbia Colts. These Bylaws shall supercede any and all such Bylaws previously adopted and/or amended by the CYFL prior to this date. Copies of these bylaws are on file with the State of Missouri Office of the Secretary of State.
__Chad Henry________________________
PRESIDENT, or signatory (print name here)
__Sharla Hyler_______________________
VICE PRESIDENT, or signatory (print name here)
__Matt Markley_______________________
SECRETARY, or signatory (print name here)
__John Heider, Jr.______________________
TREASURER, or signatory (print name here)
Approved by the Board of Directors this day, January 11, 2010.
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