ARTICLE I - NAME
- Official Name:
The name of this organization shall be “Orangetown Patriots youth Football and Cheerleading” (hereinafter “OTP”)
1.1 Name Change:
The organization may change its name by a two-thirds (2/3) vote of its paid membership, at a regular scheduled General membership meeting.
- 1.2. Use of Name:
No person or persons affiliated with this organization may issue any statement, either written or verbal, to any newspaper, radio, television or other communication media, which might be interpreted to be an official statement, policy or position of OTP or any of its affiliates without the express written permission of OTP’s Board of Directors (herein after also the “Board”).
No person or persons affiliated with this organization may use the name “Orangetown Patriots Youth Football and Cheerleading “ or any of its affiliates, or their position within any said organizations for any other purpose except to further the objectives set forth herein.
The President shall serve as the official spokesperson for OTP except as otherwise set forth herein or in those certain instances where the President and the Board of Directors shall authorize through written communication specified personnel to do so.
- 1.3. Affiliations:
Orangetown Patriots Youth Football and Cheerleading is affiliated with:
- Rockland County Pop Warner Youth Football League (Highest Local Authority-HLA) (RCPWYFL)
- Eastern Region Pop Warner
- Pop Warner Little Scholars, Inc. (PWLS)
ARTICLE II - OBJECTIVE
- The primary objective of this organization shall be to provide an organized format where local youths who reside within the boundaries of the South Orangetown, Pearl River, and Nanuet Central School Districts are introduced to football, cheerleading and other related activities for children in an atmosphere that emphasizes and promotes sportsmanship, fair play, fellowship and safety. Further, it shall also be the policy of OTP to promote academic achievement among all its participants. OTP shall be family-oriented, community-based and supported by all its members for the benefit of its registered participant
ARTICLE III- MEMBERSHIP
- Membership in the Organization shall be open to: (a) the parents or guardians of any child registered in the Organization's Pop Warner football and cheerleading programs; (b) to any other person of age 18 or older who wishes to support the goals and aims of the Organization whom the Board of Directors admits to membership; (c) to coaches, assistant coaches or other appointed positions; and (d) persons who are members of record in good standing on the date of adoption of these BY-LAWS (Eligible member)
3.1 Eligible members shall qualify for general membership by making payment of the annual dues set by the Board of Directors at its first meeting after the Annual Elections within the time period fixed by the Board of Directors ("paid member").
3.2 A paid member is entitled to participate in any general membership discussion but will not have a vote at any meeting or elections except as provided herein
3.3. A paid member may have his or her membership revoked at any time, for not being an active member or for misconduct, without a refund of dues, by two-thirds (2/3) majority vote of the Board of Directors.
3.4 The Board of Directors reserves the right to waive the obligation to pay dues in individual cases or for the entire organization for good cause shown.
3.5 Membership Dues if any, and the last date for payment thereof shall be fixes by the Board of Directors.
ARTICLE IV – MEETINGS
- General Membership Meetings:
Shall be held a minimum of four meetings during the course of each calendar year. The date of said meetings shall be set by the President. The Secretary shall issue a meeting notice to all members in good standing a minimum of three (3) days prior to the schedule meeting date. Notice on the organization's website or to a member's e-mail address is permissible.
4.1 Quorum:
The presence at any General Membership Meeting of not less than nine (9) members shall constitute a quorum and shall be necessary to conduct the business of the Organization; however, a lesser number may adjourn the meeting for a period of not more than four (4) weeks from the date scheduled by these BY-LAWS and the Secretary shall cause a notice of the rescheduled date of the meeting to be sent to those members who are not present at the meeting originally called in the above described method. A quorum as herein before set forth shall be required at any adjourned meeting.
4.2 Meeting Agendas:
The order of business for all General Membership meetings shall be as follows, unless the President proposes a more specific agenda.
- Circulation of membership attendance sheet
- Approval of last meetings minutes
- Treasurer Report
- Officer Reports
- Old Business
- New Business
- Adjournment
The President should be made aware of any New Business three (3) days prior to any scheduled General membership meeting.
4.3 Special Membership Meetings:
4.3.1 The President has the authority to call Special Membership Meetings to disseminate information, receive feedback or discuss specific issues related to the functioning of Thor Organization when deemed necessary and in the best interests of the Organization.
- The Secretary shall send notice of such meeting to all members in good standing a minimum of three (3) days prior to the schedule meeting date. The notice shall state the purpose of the special meeting and by who called. Notice on the organization's website or to a member’s e-mail address is permissible.
- No other business but that specified in the notice may be discussed at a Special Membership Meeting without the unanimous consent of all present at such meeting.
- No action may be taken by any members without a meeting with the Board of Directors or members.
ARTICLE V – VOTING & ELECTIONS
5.0 Elections:
All elections for any open Board of Directors position are held once a year at the December General Membership Meeting (“Annual Elections”)
5.1 Voting Qualifications:
A paid/eligible member is eligible to vote in Annual Elections of the Board of Directors only if the paid/eligible member shall have attended fifty percent (50%) General Membership Meetings
Within the preceding twelve (12) month period ("voting member"). Only a voting member, as defined herein, can vote in the Annual Elections for open Board of Directors positions.
Upon the conclusion of the November General Membership Meeting, the Secretary will read the names of members who have met the requirements outline in section 5.1 to vote in the Annual Elections.
5.2 Nomination Procedures:
Any nomination for election for an open Board of Directors position must be submitted by a paid/eligible member to the Secretary in writing the Friday before the December Annual Elections meeting. Non- paid/eligible members are not permitted to submit nominations. Each nominee must have attended a minimum of fifty percent (50%) of the General membership Meeting in the preceding year (“minimum attendance requirement”). The Board of Directors can waive the minimum attendance requirement under exceptional circumstances. Each nominee may be given the opportunity to discuss
Their merits of the qualifications for the position at the Annual Election Meeting in December. .
No one shall be elected or appointed to a position without their knowledge or consent.
5.3 Annual Elections Meeting:
The Secretary shall read the names of the nominees that were placed on the ballot before the vote shall take place. The Nominee needs to be present at the Annual Elections meeting to be elected. The Board of Directors can waive this requirement under exceptional circumstances. The actual voting process for the election may vary, but shall be accurate, anonymous and verifiable by at least two members of the Board of Directors who are not then up for election or who are running unopposed.
5.3.1 Uncontested positions shall be filled by having the Secretary cast a single unanimous ballot for the each uncontested position
5.3.2 Each voting member shall have exactly one (1) vote.
5.3.3 Proxy votes will be accepted and must be hand delivered by the voting member to any Board of Director. (The form of the proxy shall be approved by the Board of Directors)
5.3.4 The President shall appoint three (3) members to tally the election ballots for the contested positions. Persons appointed shall not be among those seeking the contested positions.
5.3.5 The newly elected members of the Board of Directors shall be announced by the President prior to the conclusion of General Election Meeting.
5.3.6 Challenges to the election process, the balloting or the announcement of the results must be made prior to closing the election meeting or the election will be deemed final
5.4 Voting on Motions:
At all meetings other than the Annual Election meeting, all votes shall be cast by the raising of hands and recorded by the Secretary. If the President or a majority of the outstanding members so requests, a paper ballot may be used.
5.5 In Event of a Tie:
The President will cast a vote only in cases where the results would otherwise result in a tie.
ARTICLE VI – MANAGEMENT OF THE ORGANIZATION
6.0 The Organization shall be managed by the Board of Directors which shall consist of not less than five (5) directors.
.1 At the December General Membership Meeting, the voting members of the Organization shall elect Directors to hold office for a two (2) year term commencing first month of the calendar year. Any Director may serve as a Head Coach or Assistant Coach during their tenure on the Board.
6.2 Each Director shall hold office until the expiration of the term for which he or she was elected and until a successor has been elected and qualified, or until prior resignation or removal.
6.3 Board of Directors:
The voting membership of the Board of Directors shall be comprised of the following:
- President
- Vice President-Football
- Vice President-Cheer
- Secretary
- Treasurer
- Fundraising Coordinator
- Cheer Coordinator
- Equipment
- Webmaster/Social media
- Concession Coordinator
6.3.1 The total number of Directors may be increased or decreased by a two-thirds (u/3) majority vote of the paid / eligible members. No decrease in the number of Directors shall shorten the term of any incumbent Director
6.3.2 A Director may resign at any time by giving a written notice to the Board, the President or the Secretary. Unless otherwise specified in the notice, the resignation shall take effect upon receipt thereof by the Board or such officer and the acceptance of the resignation shall not be necessary to make it effective
6.3.3 Any Director is subject to removal for cause by vote of the voting members of the Organization
or by vote of the other Directors then in office at a special meeting called for that purpose by the President
6.3.4 Newly created director positions resulting from an increase in the number of Directors and vacancies occurring in the Board or removal for any cause may be filled by appointment of the President subject to a majority vote of the remaining Directors then in office, except for the case of removal of Directors by vote of the voting members of the Organization
6.3.5 Vacancies occurring by reason of the removal of Directors by vote of the voting members of the Organization shall be filled by a vote of the members
6.3.6 A Director elected to fill a vacancy caused by resignation, death or removal shall be elected to hold office for the unexpired term of his predecessor
ARTICLE VII – DUTIES AND RESPONSIBILITIES OF THE BOARD OF DIRECTORS
7.1 The Board shall meet as necessary to conduct the business of the Organization. For the purpose of doing Board only business, a quorum shall consist of four (4) Directors. Unless otherwise required by law, the vote of a majority of the Directors present at the time of the vote, if a quorum is present at such time, shall be the act of the Board. Each Director present shall have one vote. In any election or motion put before the Board, each Director has the right to be heard in support of or against the issue and to vote thereon
7.2 The Board shall attend any additional meetings called to address a specific issue in accordance with the various procedures described within these BY-LAWS or as a result of a request by any two Directors. The President is responsible for calling additional meetings.
7.3 The Board shall screen and approve all applications for head coach / assistant coach and any other volunteer positions.
7.4 The Board shall hear any grievance presented by the membership in accordance with the grievance procedure described herein.
7.5 The Board shall vote on any disciplinary appeals relating to the Officers, Coaches, Assistant Coaches, Personnel, Volunteers or any other Organization member deemed in violation of these BY-LAWS, Code of Conduct, or the spirit and intent of the Organization
7.6 The Board shall approve an annual budget for the organization
7.7 The Board shall approve the expenditure of Organization funds beyond a $500.00 limit or outside the pre-approved categories of:
1. Equipment, uniforms, and supplies necessary for the safe preparation of registered youth as set forth in the annual budget approved by the Board.
2. Foodstuffs and supplies necessary for the smooth operation of the concession facility as set forth in the annual budget approved by the Board.
3. Miscellaneous items set forth in the annual budget approved by the Board.
4. The President may approve any expenditure requested by a Director up to, but not above, $500.00 in the above-detailed pre-approved categories.
7.8 The Board shall coordinate all Organization events including registration, games and support activities, fundraising events, and provide liability insurance covering all participants and board members.
The Board shall prepare an Organization handbook or leaflet for distribution each year detailing the expected standards of conduct for all participants and members, and for the use of the
Organizations' premises, property and equipment and shall define the privileges of the members and their guests not inconsistent with anything herein set forth. The handbook or leaflet shall include all league affiliated eligibility requirements
7.9 Duties and Responsibilities of Designated Officer Positions
7.9.1 President:
The President shall schedule and preside over all Board of Directors Meetings, the Annual Election meeting and any Special Meetings; shall fill vacancies on the Board of Directors as permitted herein; shall appoint a Chairman for each of the standing committees; shall appoint such additional committees as he or the general membership shall consider expedient; shall represent the Organization at all league meetings during the year; shall schedule and approve all preseason or postseason games; shall assume responsibility for overseeing all Board activities; shall, when duly authorized by the Board, sign and execute all contracts in the name of the Organization; shall approve all expenditures of the organization's funds; shall ensure timely completion of Organization duties; shall approve all fundraising projects, pending subsequent Board ratification; shall have full authority to suspend any football or cheerleading coach, assistant coach, volunteer, participant or other Organization official for a violation of either the Organization's or League Rules, Code of Conduct, or for any action deemed inappropriate in competitive sports, provided that, in the event of a suspension, the President must call a Board Meeting within seventy-two (72) hours of taking such action to consider the propriety of same; shall obtain referees for all home games in accordance with League Rules; and shall schedule and preside over all General Membership Meetings; shall see that all orders and resolutions of the Board are carried into effect
7.9.2 Vice President of Football:
The Vice-President of football shall preside over all meetings where the President is not in attendance.
The Vice-President of Football shall be responsible for all activities relating to football including but not limited to: articulating the specifics of all football programs, football participant registration and team certification, record keeping with regard to participant injuries, recommending candidates for coaching positions to the President, overseeing all equipment relating to football, overseeing the implementation of and adherence to the HLA’s football guidelines, administering to the football staff, and the hearing of all first level complaints filed against any coach and/or staff.
7.9.3 Vice President of Cheerleading:
The Vice-President of Cheerleading shall preside at all meetings where both the President and Vice-President of Football are not in attendance.
The Vice-President of Cheerleading shall be responsible for all activities relating to Cheer including but not limited to: articulating the specifics of all Cheer programs, Cheer participant registration and team certification, record keeping with regard to participant injuries, recommending candidates for coaching positions to the President, overseeing all equipment relating to Cheer, overseeing the implementation of and adherence to the HLA’s Cheer guidelines, administering to the Cheer staff, and the hearing of all first level complaints filed against any coach and/or staff.
7.9.4 Treasurer:
The Treasurer shall have the care and custody of the funds and securities of the Organization, and shall deposit said funds in the name of the Organization in such bank as the Board may direct; keep accurate accounts; shall collect all dues and charges from members; shall have charge of all receipts and monies of the Organization; shall disburse funds as authorized by the Board; shall sign all checks for the payment , which shall be duly authorized by the Board ; shall at all reasonable times exhibit the books and accounts to any director or paid member of the Organization and, at the end of each corporate year, shall have an audit of the accounts of the Organization made by a committee appointed by the President, and shall present such audit in writing at the Annual Membership Meeting, at which time he shall also present an annual report setting forth in full the financial conditions of the Organization.
7.9.5 Secretary:
The Secretary shall be responsible for keeping an accurate record of all hearings, meetings, proceedings, correspondence and the official documents of the organization. He/she shall distribute all meeting notices and minutes, as well as maintain accurate membership attendance and compliance records
ARTICLE VIII – COACHING STAFF
8.1 Head coaches shall be recommended by the respective Vice President of Football/Cheer with the consent of the President and final approval by a majority vote of the Board of Directors present at a regularly scheduled meeting (provided a quorum is present). Coaches will serve from the time of their appointment through the end of the season unless removed for cause by a majority vote of the Board of Directors. Head Coach nominees must be presented to the Board of Directors no later than the May meeting to serve in that calendar year’s season. Exceptions will be made beyond the May meeting deadline if it would otherwise result in Head Coaching vacancies. Head Coach nominees must be members in good standing.
8.2 Assistant coaches shall be recommended by the Head coach with the consent of the President, Vice-President of Football/Cheer, and final approval by a majority vote of the Board of Directors present at a regularly scheduled meeting (provided a quorum is obtained). Assistant Coaches will serve from the time of their appointment through the end of the season unless removed for cause by a majority vote of the Board of Directors. Assistant coach nominees must be members in good standing
8.3 All coaches are required to read, fully understand, sign and abide by the Coaches’ Code of Conduct, and they must comply with all policies and procedures set forth by Pop Warner Little Scholars.
ARTICLE IX – DISCIPLINARY POLICY
9.0 In the event of inappropriate behavior or action by a member, participant or guest displayed during a Board Sanctioned Event, the President, a Director and/or Head Coach has the authority to intervene in any such altercation and take action, as deemed necessary, up to and including immediate suspension. The Board must call a Board Meeting within seventy-two (72) hours of taking such action to review the propriety of same and consider additional penalties, including, but without limitation, termination.
9.1 In the event of inappropriate behavior or action by a member, participant or guest occurring in the absence of the President, a Director and/or Head Coach, the Board reserves the right to pursue disciplinary action with the Board.
9.2 Any member or participant subject to disciplinary action shall be notified by the President, Director and/or Head Coach of the action in writing within seventy-two (72) hours of said initial disciplinary action, along with a statement of whether additional disciplinary penalties are sought to be imposed. A copy of said notification is to be retained by the Board.
9.3 Upon receipt, the disciplined member or participant may appeal, in writing, to the President within forty-eight (48) hours, by providing an explanation of the circumstances surrounding the incident to complain of the initial disciplinary action or the additional disciplinary penalties sought to be imposed and may request a hearing before the Board. If a timely appeal is not taken to the President, the Board has the right to review and determine the course of action based on the facts presented without consideration of the disciplined member's or participant's version of the incident.
9.4 Within forty-eight (48) hours of the expiration of the disciplined member's or participant's time to appeal, the President must call a meeting of the Board to inform them of the reasons for the action taken by the President, Director and/or Head Coach, the disciplined member's or participant’s version of the events, and if the disciplined member or participant seeks a hearing before the Board. As any hearing, witnesses may be called in to assist the Board in their decision. At this point, the Board will decide whether to pursue or dismiss the appeal.
9.5 The result of the Board, by majority vote, on any appeal is final and shall be transmitted to the individual in writing within seventy-two (72) hours unless the time is extended for good cause, including, but not limited to, seeking legal advice. A copy of the decision shall be attached to the minutes of the appeal hearing.
9.6 Final decisions of the Board may include:
I. Reinstatement
2. Warning
3. Suspension
4. Expulsion
5. Restitution
9.7 The Board reserves the right to consult legal advice to assist in the appeal process.
9.8 For the purposes of suspension or other disciplinary action, the initial disciplinary action shall stand unless and until the Board determines otherwise.
ARTICLE X – GREIVANCE PROCEDURE
10.0 Any paid member of the Organization may register a grievance or concern with the Board for redress.
10.1 Grievance/Concern from a Parent or Guardian:
I. Parent or guardian expresses their grievance/concern to any Board member in writing.
2. Notified Board member presents grievance to President.
3. President attempts to resolve issue with grieving party.
4. The President determines the necessity of a special meeting of the Board. If a meeting is deemed necessary, he instructs the Secretary of the scheduled time and place for the notice of meeting of the Board, the President informs all parties of the result in writing.
5. Pursuant to the special meeting, the President shall notify all parties of the result in writing.
10.2 Concern involving a Director:
I. In the event the grievance involves a Director, the written statement shall be directed to the President immediately.
2. The President shall address the concern and attempt resolution.
3. In the event resolution is not achieved, the President shall notify the Board via the Secretary of a special meeting.
4. Pursuant to the special meeting, the President shall notify all parties of the result in writing.
10.3 Any grievance shall be registered with the Board at their next scheduled meeting whether or not they have been resolved.
ARTICLE XI – CODES OF CONDUCT
11.0 Codes of Conduct are to be distributed as part of the registration packet. The signed registration form that becomes part of the Organization's records shall serve as an acknowledgment of receipt of the Organization's codes of Conduct.
ARTICLE XII – AMENDMENTS
12.0 Any proposed amendment or change to the by-laws must be submitted in writing to any member of the Board of Directors and must include the purpose and/or reason for the proposal. Said proposal shall be submitted to the Board of Directors for review, interpretation and final determination. Any amendment accepted by the Board of Directors by a majority vote will be offered to the General Membership at the next regularly scheduled meeting. At least two-thirds (2/3) vote of the General Membership present is needed to approve an amendment. On approval a change will take effect immediately.
12.1 Any member in good standing may request a copy of the BY -LAWS. The Board will provide this copy only if the member submits their request in writing.
12.2 Records of all By-Law amendments shall be maintained as part of the legal record of the Organization by the Secretary.
ARTICLE XIII – DISSOLUTION OF ORGANIZATION
13.0 In the event of dissolution of OTP and after all outstanding debts and claims have been satisfied, the Board of Directors shall direct the remaining property of OTP to another Federally Incorporated entity which maintains substantially the same objectives as set forth herein, which are or may be entitled to exemption under Section 501 (c)(3) of the Internal Revenue Code or any future corresponding provision.