Youth Football of Cedar Hill
Article I- Name
I.1- The name of the organization shall be “Youth Football of Cedar Hill” (hereinafter referred to as “YFCH” incorporated March 2018 in Cedar Hill, Texas (sanctioned by the City of Cedar Hill) as a non-profit organization.
Article II- Purpose
II.1- This program is designed to provide an opportunity for participation in youth team sports specifically football and cheerleading. Our goal is to foster a balanced volunteers football and cheerleading program where participants can learn the basic skills of football and cheerleading. We will strive to promote good sportsmanship, a sense of fair play and fun.
II.2- All YFCH Board Members and Head & Assistant Coaches will be required to take the National Youth Sports Coaches Association (“NYSCA”) training, and maintain their certification current while participating in YFCH activities.
Article III- Registration
III.1- Registration for YFCH players will take place online as well as designated weekends, with times and location being published by the YFCH Board of Members. In addition, dates and times for YFCH Extended Team registration will be determined by the YFCH Board of Members.
III.2- Registration fees for players participating with YFCH football and cheerleading program shall be determined and fixed prior to each year’s football and cheerleading season at the discretion of the YFCH Board of Members by majority vote.
III.3- For participants on YFCH administered teams, absolutely NO refunds will be provided once uniforms have been ordered. The YFCH Board of Members will set the criteria for/amounts of refunds once registration begins for the upcoming season.
III.4- Any participant on a YFCH administered team who has previously decided not to participate for the upcoming season after paying the initial deposit, and later decides to participate must partition the YFCH Board of Members for final approval. The YFCH will either decide to all the individual full participation or deny participation including a forfeiture of all fees paid to YFCH.
III.5- All deposits paid by Extended Teams applying for membership in the YFCH are non-refundable if the teams fails to meet any/all requirements for participation for the upcoming season. Refunds will be provided only if YFCH does not establish a season.
III.6- Any participate of a YFCH administered teams for the previous season wishing to register/participate with a YFCH Extended Team for the upcoming season must sit out one (1) full football season before being allowed participation in the YFCH.
IV.1- Players will generally be organized into divisions according to the participants’ age. See YFCH rules for further information on team organization. Returning players may request to be with their previous YFCH administered team as long as they abide by registration rules and guidelines for the upcoming season. Participants are not allowed to change teams for the upcoming season once the certification process has begun unless approved by the YFCH Board of Members.
IV.2- YFCH Board Members, Head Coaches, Asst. Coaches and Team Administrators may not be affiliated with any other football league that competes with YFCH for participants.
IV.3- All Team Administrators, Commissioners, Committee Members, Coaches, and/or Coordinators for YFCH Administered or Extended Teams must be approved by the YFCH Board of Members.
IV.4- Any printed or verbal correspondence that references the YFCH, in any manner must be submitted to the YFCH Board of Members approval prior to dissemination. Failure to gain approval from the YFCH Board of Members may result in disciplinary action.
IV.5- All YFCH Administered/Extended Teams must submit the design for all uniforms, t-shirts, and equipment including styles and color to the YFCH Board of Members for approval.
Article V-Organization Board Membership
V.1- Organizational Membership shall include seven (7) board seats known as Board of Members.
V.2- Board of Members shall elect from its membership a President, Vice President, and Treasurer. Other seats will be designated by the Board as a need. This assignments may be designated at the discretion of the President and Vice President. Other Board seats may include YFCH Field Commissioners, YFCH Public Relations Officer, YFCH Extended Teams Commissioners, YFCH Administered Team commissioners, etc.
V.3- Board Members shall serve a term of two (2) years, and will be elected by current YFCH Board Members, YFCH Administered Team Head Coaches and Team Owners/Directors, or Administrators of YFCH Extended Teams that has paid at least half the participation fees for the upcoming football season. Each Board Member, YFCH Administered Team Head Coach, and YFCH Extended Team Organization designee shall have one vote.
V.4- Requirements for YFCH Board Membership
1. Must be at least eighteen (18) years of age.
2. A verified resident of Cedar Hill, Texas
3. If not a resident of Cedar Hill, Texas, residency requirement can be amended to grant eligibility after fulfilling one (1) years of volunteer service with a YFCH.
V.5- Individuals seeking YFCH Board Membership from a YFCH Administered Teams must have completed one (1) year of volunteer service within the YFCH, and are not allow to hold a YFCH officer position until they have served as a volunteer with the YFCH for at least two (2) consecutive years.
V.6- Individuals seeking YFCH Board Membership from a YFCH Extended Teams must have completed three (3) years of volunteer service within the YFCH, and are not eligible to hold an officer position (President, Vice-President, and Treasurer) in the YFCH until that individual has removed themselves for a leadership with the YFCH Extended Team and served as a volunteer with the YFCH for a period of five (5) consecutive years.
V.7- If an Extended Team fails to meet the financial requirements for participation in the YFCH for the upcoming school year the individual seeking board membership from that team will be considered ineligible for Board membership.
V.8- Incoming Board Members from YFCH Extended Teams will be able to hold no more than two seats on the YFCH Board of Members.
V.9- Members of the YFCH Board of Members will be responsible for attendance at meetings and functions of the YFCH.
V.10- YFCH Board Members must have the ability to work and deliberate in a non-disruptive, non-bias manner with any YFCH member. YFCH Board Members must not show any allegiance or alliances to any particular team when deliberating and voting on an issue.
Article VI- Board Officers
VI.1- President: The office of President is and elected position. The President shall be the Chief Officer charged with the overall Operations of the Organization. The President shall have the authority to sign checks upon the Board’s approval. The President shall serve as the organization representative on the City of Cedar Hill All Sports Board. The President shall be responsible for filling the appropriate tax forms on a timely basis with the applicable agencies.
VI.2- A vacancy in the Office of President shall be filled by advancement of the Vice President to such office for the remainder of the term. When a vacancy occurs in the office of Vice President, Public Relation Field Operations, Treasurer or Board Member, the President may appoint a person to fill such vacancy for the remainder of the term with Board approval.
VI.3- In the event that any member is elected to the office of President, Vice President, Public Relations Field Operations, or Treasurer with only one year left of their Board term, the office will end when their 2-years term expires.
VI.4- Vice President: The office of Vice-President is and elected position. The Vice President shall serve in the absence of the President and shall have the same powers and duties of the President in the President’s absence. Managing websites. Also, has authority to sign checks upon Board’s approval.
VI.5- Treasurer: The office of Treasurer is and elected position. The Treasurer shall keep a detailed account of income and expenditures for the YFCH. The Treasurer shall have authority to sign checks. The Treasurer or President shall provide a financial report at scheduled YFCH Board meetings, in addition to submitting the information to the Cedar Hill Park & Recreation Department at least 72 hours prior to the meeting.
VI.6- Public Relations Officer: The Public Relations Officer is and appointed position. The Public Relations Officer shall have the duty of scheduling and setting up meetings for any issues that need to be presented to the Board of Members and recording the minutes of all meetings. The Public Relations Officer shall assist with the positive promotion of the YFCH, and act as a liaison between the Board of Members and YFCH Administer/Extended Teams, and/or aspiring teams. If for any reason, this position becomes vacated it may be filled based on the recommendation of the Board President, with Board approval.
VI.7- Field Commissioner: The position of Field Commissioner is an appointed position. The role of the Field Commissioner is critical to the success of our program on game day. The Field Commissioner is the neutral party responsible for organizing the start of play, monitoring play during the game, handling dispute resolution, maintaining order on and around the field, and carrying out disciplinary action, when necessary. Consequently, he must be an engaged observer at all times and clearly distinguishable from coaches, referees and other observers. The essential Functions consist of:
· Game Preparation
· Monitor Play
· Dispute Resolution/Maintaining Order
· Supervise and control the general conduct of all participants in the game & on the sidelines
· Communicate with participants, parents and coaches in a professional manner.
· Exercising authority to override any decision and/or situation that may occur when warranted
VI.8- Any officer wishing to resign their position from the YFCH must do so in writing to the President. The resignation shall become effective immediately and presented to the Board of Members at the next posted meeting.
Article VII- Meetings
VII.1- The YFCH Board of Members shall convene periodically at a time and place selected by the President. YFCH Board meetings shall be open to all organization members, and will be posted by the Cedar Hill Parks and Recreation Department at least 72 hours in advance of the meeting.
VII.2- All YFCH Board members shall be advised at least five (5) day in advance of scheduled YFCH Board Meetings, and provided with a tentative list of action items to be listed on the agenda.
VII.3- The President and/or Vice-President may call an emergency meeting of YFCH Board Members in situations that require immediate action.
VII.4- A quorum for a YFCH Board Meetings shall be at least (4) members of the YFCH Board of Members including at least two (2) elected officers. Any quorum shall have the ability to elect new YFCH officers, and conduct any business deemed necessary regarding the affairs of YFCH.
VII.5- At all YFCH Board Meeting, Robert Rule of Order shall be used to determine any procedural questions raised during any meeting.
VII.6- The annual end of season meeting shall be held during the second week of December. Notice of the meeting will be posted by the City of Cedar Hill Parks Department (72) hours in advance. The President and Treasurer will give the end of season reports.
Article VIII- Financial
VIII.1- A financial report from the Treasurer and/or President will be given at posted YFCH Board Meetings All checks must have an attached receipt/invoice. The President is responsible for ensuring that all financial transactions are legitimate. No checks can be written without Board approval.
Article IX- Team Management
IX.1- The YFCH Board Members by majority vote shall approve all coaches for YFCH Administered/Extended Teams based on the criteria to be determined by the YFCH Board of Members and the City of Cedar Hill.
IX.2- YFCH Approved Head Coaches may choose up to four (4) Assistant Coaches & (1) Team Administrator (Team Mom).
IX.3- All YFCH Board Members, Coaches, Assistant Coaches, Team Administrators (team moms) shall be certified by NYSCA (National Youth Sports Coach Association) including Criminal Background Checks.
Article X- Temporary Removal/Suspension
X.1- Temporarily removal/suspension of a YFCH Board Member, Head Coach, Assistant. Coach, Team Administrator, Youth Participant, and /or Parent/Spectator based on the Code of Conduct Violations. The City of Cedar Hill Parks & Recreation Dept. will be notified of all suspensions/removals within (48) hours after the incident. All violations will be submitted in writing to YFCH Advisory Board. The YFCH Advisory Board will review all removals/suspensions within (72) hours of incident and make a recommendation to the Board of Members who will consider all information and provide final decision.
Article XI- Permanent Removal/Disciplinary Action
XI.1- All disciplinary actions taken by YFCH shall be communicated verbally to a Cedar Hill Department of Parks and Recreation Representative with (48) hours of the incident. Written confirmation will be presented by the YFCH Board of Members to the Cedar Hill Department of Parks and Recreation Representative within three (3) business days of the incident.
XI.2- Any YFCH Board Member failing to perform his/her duties as specified in the YFCH By-Laws can be removed by majority vote of the YFCH Board of Members.
XI.3- Any YFCH Board Member, Coach or Team Administrator that does not have a current NYSCA Certification is subject to removal from YFCH activities.
XI.4- Any YFCH Board Member missing two (2) consecutive board meetings not related to extenuating circumstances shall be subject to removal by majority vote of the YFCH Board of Members. The YFCH will be the determining body as it related to what is considered an extenuating circumstances.
XI.5- Any YFCH Board Member, Football/Cheer Coach, or Team Administrator, Youth Participant, and /or Parent/Spectator conducting his/herself in a manner jeopardizing the emotional or physical well-being of any participant of the YFCH can be temporarily removed from his/her position by the YFCH Board of Members.
XI.6- Any YFCH Board Member, Football/Cheer Coach, or Team Administrator, Youth Participant, and /or Parent/Spectator conducting his/herself in a manner jeopardizing the emotional or physical well-being of any participant of the YFCH can be temporarily removed from his/her position by the YFCH Board of Members. Based on the seriousness of the event, temporary removal/suspension will be reviewed by the YFCH Board of Members to determine if a permanent removal from YFCH is warranted be in accordance with YFCH Code of Conduct/By-laws. The YFCH Board of Members reserves the rights to allow or remove any participant/volunteer from all YFCH sponsored activities. Once a decision has been made the YFCH Board of Members will notify the City of Cedar Hill Parks & Recreation Department with 72 hours.
XI.7- All YFCH Administered/Extended Teams must go through the YFCH Board of Members for any request regarding football and cheer within their own organization or YFCH activities in regards to City of Cedar Hill. YFCH Administered/Extended Teams will not be allowed to bring food with the exception of lite snacks for participants during game day activities.
XI.8- Any request to bring in additional items will need to go through the board for approval. No entity will be allowed to offer services for purchase or profit at any YFCH location without obtaining the board approval. For example, a photographer wants to come and take pictures and sell them to parents. The photographer will need to go through YFCH for discussion and approval.
XI.9- All YFCH Extended Teams are on a weekly probation and YFCH reserves the right to dissolve the agreement with Extended Team based on persistent non-compliance with YFCH By-Laws and/or YFCH Rules and Regulation.
Article XII- Disputes
XII.1- Any disputes within the YFCH will be addressed by YFCH Board of Members and/or YFCH Advisory Board if deemed by the YFCH Board.
XII.2- The YFCH shall formulate an Advisory Board consisting of one (1) representative per each organization that will be utilized to hear and make recommendations to the YFCH Board of Members on disputes regarding issues of the YFCH By-Laws/YFCH Rules and Regulations. The YFCH Vice-President will be the Chairperson of the Advisory Board.
Article XIII- YFCH Officer Elections
XIII.1- YFCH Board Election Meeting, will be held by the last week of January at a time and location TBA. This meeting, will be to elect YFCH Board Members. Notice of elections will be posted with the City of Cedar Hill Parks & Recreation Department 72 hours before the elections. Only current YFCH Board of Members, Head Coaches, Owners/Directors in YFCH (Which includes YFCH Extended Teams that have met at least ½ of the financial requirement for the upcoming league year.) may vote. All eligible participants get (1) vote. A ballot with the nominee’s names will be available at the election meeting. Each nominee must meet the requirements for organization board membership as outlined in Article V.4.
Article XIV- Amendment of By-Laws
XIV.1- The Bylaws of the YFCH may be amended at any posted YFCH meeting by Majority vote of the YFCH Board of Members.
XIV.2- Any amendments to the Bylaws shall become effective immediately upon approval by the City of Cedar Hill Parks and Recreation Department, and the Cedar Hill All Sports Board.