CONSTITUTION AND BY-LAWS
OF
SMITHFIELD PACKERS YOUTH SPORTS
AS ADOPTED ON JANUARY 1, 1998
AMENDED ON MAY 15, 2022
ARTICLE I
Name and Affiliation
1. This organization shall be known as Smithfield Packers Youth Sports (hereafter will be referred to as the "Association"). The Association is to provide athletic programs for student-athletes in Isle of Wight County, Virginia and surrounding areas..
2. Teams shall be known as the “Smithfield Packers”.
3. Programs under this organization may associate with leagues as appropriate and upon the approval of the Board.
ARTICLE II
Objectives
1. To provide a safe environment for children to learn the values of teamwork, sportsmanship and physical fitness.
2. To provide coaching staffs that are trained to convey not just details of football/cheer, but to implant the ideals of loyalty, honesty, and fair play.
3. To provide instruction and leadership for local student-athletes in order that they might learn competitive achievement and respect for opponents regardless of the outcome of any game.
4. To ensure that all activities and organizational structure is held in strict accordance with the By-Laws of leagues the Association has joined.
ARTICLE III
Association Membership
1. Voting members
a. Board Members, Coaches, and Volunteers are voting members for each season.
i. “Season” is the period from August 1 through July 31 each year with the election taking place in January (or thereabouts) during that period.
ii. “Playing season” is the time period when the student-athletes are regularly practicing and/or competing in an approved league through the end of competition for the year.
iii. “Board Members” are the President, Vice-President, Secretary, Treasurer, Cheer Commissioner, and Football Commissioner.
iv. “Coaches” are the Head Coaches, Assistant Coaches, Team Parents, and Equipment Managers appearing on the approved roster of each active team no later than September 1sof the current season.
v. “Volunteers” are non-board member, non-coach individuals designated as such by the board.
b. All voting members must complete a volunteer application and a background check annually.
2. Non-voting members
a. Parents or guardians of players are non-voting members of the Association when they have submitted an application and paid registration fee for their child(ren) to participate in offered athletic programs.
b. Honorary members: Persons without children actively involved in football or cheerleading but who have an active interest in the Association may be granted honorary membership by a unanimous vote of the Board.
c. Parents or guardians of all children, and all Honorary members, regardless of race, creed or color shall be eligible for non-voting membership.
d. The Association will recognize any geographic boundary restrictions set by the affiliated association(s).
3. Suspension of membership
a. The Board shall reserve the right to suspend any member of the Association or officer of the Board without refunding any previously collected dues or fees due to conduct considered undesirable or hurtful to the Association.
b. Membership may be revoked by the Board for non-payment of dues or proposed fees.
4. Disputes
a. Disputes arising between members shall be submitted in writing to the Board.
ARTICLE IV
Officers
1. The Association shall be governed by an Elected/Appointed Board of Directors (hereafter referred to as “Board” or “the Board”). The Board shall consist of elected or appointed members of the association. The duly elected Board members are entitled to appoint Board members as needed in the absence of nominated volunteers (greater than 60 days) and/or resignations.
2. Board positions are for a two-year period with no term limits.
a. President, Treasurer, and Cheer Commissioner are to be voted on at the conclusion of even-year seasons.
b. Vice President, Secretary, and Football Commissioner are to be voted on at the conclusion of odd- year seasons.
3. Election of officers
a. Nominations will be submitted to the Secretary from December 1st –15th of each year.
b. Nominees for the Board positions must have been an active volunteer in the association for a minimum of 1 year and be in good standings with the Association and the League.
c. All officers are to be elected or appointed. Elections will be held by secret ballot during the volunteer banquet held in January (or thereabouts).
4. General duties of the Board include:
a. Encourage active participation by all members.
b. Report twice yearly to general membership on activities planned, past, monies received and disbursed.
c. Assign subcommittees as required.
d. Assist in the enforcement of the By-Laws and regulations of the Association.
5. Duties of Officers
a. President:
The President shall preside over all meetings, enforce the By-Laws and regulations of the Association, and supervise any business in which the Association is engaged.
i. Attend Higher Level Authority (“H.L.A.”) meetings.
ii. Assist in paying bills for the Association.
iii. Interface with external organizations.
iv. Oversee registration arrangements.
v. Serves as the principal officer for Board meetings.
b. Vice President:
The Vice President shall officiate in the absence of the President.
i. Assume the duties of the President when absent.
ii. Attend H.L.A. meetings as needed.
iii. Chair subcommittees as required.
c. Secretary:
The Secretary shall keep an accurate and impartial record of the proceedings of the Association.
i. Compile all required program books in compliance with H.L.A. directives.
ii. Conduct the correspondence of the Association.
iii. Coordinate the completion of volunteer background checks.
iv. Maintenance of membership mailing lists.
v. Provide minutes of Board meetings to the H.L.A. as requested/required.
vi. Provide reminders/invitations of meetings.
vii. Record minutes of all meetings.
viii. Retention of all Association records.
d. Treasurer:
The Treasurer shall prepare and maintain an accurate budget; collect all fees, dues, and fines; have custody over Association funds, and pay out such funds as directed by the Board.
i. Creating and reporting on a budget for the season, providing timely updates for expected overruns and surpluses.
ii. Execution of settling expenses on behalf of the Association, as directed by the Board.
iii. File applicable tax forms.
iv. Application for grants.
v. Maintenance of financial institution records.
vi. Responsible for the depositing and reporting of any income to the program.
vii. Serves as the principal financial officer for the Association.
e. Cheerleading Commissioner:
i. Recruit/Train Coaches.
ii. Assign practice fields/locations.
iii. Responsible for the distribution and collection of all cheerleading program equipment to players and coaches.
1. Coordinate appropriate policies and procedures for securing Association assets with appointed equipment custodians.
iv. Validate certification requirements and references for all coaches.
v. Hold Coaches meetings as necessity dictates.
vi. Assist the Secretary in the certification of all books and rosters.
vii. Hear all first level complaints filed against any coach or staff member and advise the Board of said issue and any corrective action(s) taken.
viii. Have a knowledge of the governing rules and procedures that pertain to both staff and student-athletes and uphold enforcement of them.
f. Football Commissioner:
i. Recruit/Train Coaches.
ii. Assign practice fields/locations.
iii. Responsible for the distribution and collection of all football program equipment to players and coaches.
1. Coordinate appropriate policies and procedures for securing Association assets with appointed equipment custodians.
iv. Validate certification requirements and references for all coaches.
v. Hold Coaches meetings as necessity dictates.
vi. Assist the Secretary in the certification of all books and rosters.
vii. Hear all first level complaints filed against any coach or staff member and advise the Board of said issue and any corrective action(s) taken.
viii. Have a knowledge of the governing rules and procedures that pertain to both staff and student-athletes and uphold enforcement of them.
6. Removals
a. No member of the Board shall be removed from office before the expiration of his or her term except for cause, as determined by the Board in its sole discretion, based on a three-fourths vote of all members of the Board then in office.
b. The affirmative vote of at least three fourths of the total number of the remaining Board members.
c. Any member so removed may appeal to the next Board provided their term has not expired.
7. Vacancies
a. In the event of a vacancy in the office of President, the Vice President shall assume that position for not more than sixty (60) days. During those sixty (60) days a Nominating Committee shall be formed with the acting Vice-President and Treasurer as co-chair persons. The Nominating Committee will present a list of qualified candidates to the members of the Board of Directors and a general election will be held at the end of the sixty (60) days. Upon election, the new President shall immediately assume the duties of that office for the remainder of the current term.
b. In the event of a vacancy in the office of Vice-President, the Secretary shall temporarily assume the additional duties of the Office of Vice- President for a period not greater than sixty (60) days. During this time frame the President shall solicit nominations for the position of Vice President. Upon the establishment of a suitable candidate list, the President shall cause the Secretary and Treasurer to notify the members of the Board of Directors of the candidate list and a date of the meeting during which an election to fill the vacancy shall occur. Upon election, the new Vice-President shall immediately assume the duties of that office for the remainder of the current term.
c. In the event of a vacancy in the office of Secretary or Treasurer, the President shall temporarily assume the additional duties of the Office of Secretary or Treasurer for a period not greater than sixty (60) days. The President may appoint an interim Secretary and or Treasurer until such time as a new one can be installed. During this time frame the President shall solicit nominations for position of Secretary or Treasurer. Upon the establishment of a suitable candidate list, the President shall cause the acting Secretary and Treasurer to notify the members of the Board of Directors of the candidate list and a date of the meeting during which an election to fill the vacancy shall occur. Upon election, the new Secretary or Treasurer shall immediately assume the duties of that office for the remainder of the current term.
d. In the event of a vacancy in any other Executive Board office the President shall solicit nominations for a candidate list. Upon the establishment of a suitable candidate list, the President shall cause the Secretary and Treasurer to notify the members of the Board of Directors of the candidate list and a date of the meeting during which an election to fill the vacancy shall occur. Upon election, the new Executive Board member shall immediately assume the duties of that office for the remainder of the current term. These activities shall be completed within a minimum of sixty (60) days from the occurrence of the vacancy.
e. In the event of a vacancy of an Equipment Manager, the athletic Commissioner over said Manager shall assume the duties of that office for the remainder of the current term.
f. Current Executive Board members shall be eligible for nomination to fill any such vacancy. Should a current Executive Board member be elected to fill the vacancy, the same process will commence for his/her current position immediately upon election to the new position.
ARTICLE V
Committees
1. Standing committees
a. Committees shall have a coordinator named and be reportable to the Board. Coordinators may request the assistance of other Association members in the discharge/completion of their duties.
i. Concessions
ii. Equipment Manager
1. Equipment Mangers are non-voting volunteers and will be voted on yearly at the volunteer meeting held at the conclusion of the athletic season.
iii. Field Monitor
iv. Fundraising
v. Scholastic
vi. Social Media
vii. Team Parent
ARTICLE VI
Meetings
1. Board meetings
a. Shall be called by the Board on an "as needed basis".
b. It shall be mandatory for all Board members to attend all Board meetings and general membership meetings. Habitual absenteeism shall be accepted as informal resignation as determined by the Board (and is subject to a vote).
c. The Association shall decide all matters of policy by majority voice vote (to be recorded by the Secretary) or by the President if no Board exists. In the event of a tie, the President will cast the final vote.
d. Any member of the Association can request and be granted a meeting with the Board to discuss any facet of Association business. The request must be made in writing (email is acceptable).
2. General membership meetings
a. Will be called prior to the beginning of each season but no later than September 1st (also known as Parent Meetings).
b. Subsequent general membership meetings can be arranged as needed or required by the Board.
ARTICLE VII
Finances
1. The Board shall decide all matters pertaining to the finances of the Association.
2. All financial decisions shall be made by the Board and executed by the Treasurer. Said decisions should be made in such a manner as to be equitable for all of the registered programs of the Association.
3. All financial transactions shall be conducted as directed by the Board, by the Treasurer or in their absence a previously appointed Board member.
4. Refunds shall not be provided after the start of a season unless a team is unable to be properly rostered.
5. All volunteer board, coaches/staff positions are unpaid.
6. The Board, by vote of 51% or greater, shall reserve the right to grant scholarships, payment plans, or other financial assistance
7. Program registration fees shall be set annually by the Board, before March 1st of a given calendar year.
a. Such registration fees shall cover operating costs, and league fees.
b. All registration fees must be paid in full before the start of the season.
c. Student-athletes with outstanding balances shall not be issued equipment until their balance is paid in full.
d. The Board may decide on extending a discount on registration fees to families with multiple participants in offered athletic programs.
8. Travel expenses for post-season event attendance of the President (Vice President in their absence) Cheer Commissioner and Football Commissioner may be subsidized or funded in full at the discretion of the Board.
9. All funds payable to the program shall be made through official channels and accounts maintained by the program.
a. Sending registration or equipment monies to any personal account is highly discouraged.
10. Misappropriation/Misuse of funds.
a. Upon confirmation of any irregularities or improprieties the offending party will have 30 days to rectify any misappropriation or misuse of program funds before referral to program counsel or law enforcement.
ARTICLE VIII
RULES
1. Official playing rules and regulations, as governed and published by the Virginia High School Football League and affiliated organizations, shall stand unless otherwise stated.
2. Teams shall be comprised according to the age of the participant as of July 31st of the current year for all players.
a. Mini Mites (6U/Flag) shall be comprised of participants aged 5-6 years of age.
b. Mites (8U) shall be comprised of participants aged 7-8 years of age.
c. Mighty Mites (10U) shall be comprised of participants aged 9-10 years of age.
d. Midgets (12U) shall be comprised of participants aged 11-12 years of age.
e. Juniors (14U) shall be comprised of participants aged 13-14 years of age.
3. Rules for individual practices are to be developed and implemented by the coaching staff of said team, with the concurrence of the Cheer/Football Commissioner.
4. Social media is a useful tool to disseminate information to our participants. Anyone using social media to criticize coaches, players, opposing teams, referees or the organization will be removed from the program.
5. The previous season’s Head Coach will have first right of refusal as Head Coach in the event a team has more than one volunteer as Head Coach.
6. Each team’s Head Coach shall determine his/her staff, with the concurrence of the Cheer/Football Commissioner.
7. In the event of two teams within a division, participants will be placed on teams consistent with their abilities and level of skill as reviewed and determined by the coaching staff(s) and Board members.
ARTICLE IX
AMENDMENTS
1. Amendments to these By-Laws shall be adopted after a 2/3 vote of the Board.
2. All changes to these By-Laws shall be communicated to all members after the vote of the Board.
3. Any member or officer can suggest changes at any general membership or Board meeting.
ARTICLE X
DISSOLUTION
1. If the league is dissolved any remaining assets are to be donated to a local youth program to be determined by the Board.