~THE PREAMBLE~ 

Our Mission

Westmont Area Youth Football has been established to promote and encourage sportsmanship, teamwork, enthusiasm, and enjoyment through the sports of football and cheerleading to benefit all area children between Kindergarten and the Sixth Grade with the participation of their family, friends and community.

Our Goals

    The overall objective of this organization is to promote an ongoing youth football and cheerleading program in Westmont Hilltop School District, and to inspire in its participants the ideals of sportsmanship, scholarship, and physical fitness, regardless of race, color, gender or creed.
    More specifically, this organization shall provide a program oriented to quality supervision and safety mindfulness; a program directed at teaching the fundamentals of youth football and cheerleading; and a program allowing its participants to grow with confidence, pride and spirit in an atmosphere that fosters these attributes both on and off the field.
    This organization shall strive for unity of purpose in its endeavors to encompass the whole, rather than that of its parts, and will strive to do so in a democratic fashion, free of adult ambition or personal glory.
    The welfare and continuity of this organization rests with those who accept the challenges and responsibilities placed upon them for services to others in the overall youth football and cheerleading program.

 ARTICLE I:  MEMBERSHIP OF THE ORGANIZATION

A.        The body of the Westmont Area Youth Football (WAYF) organization is made up of a Board of Directors (Board), whose members are the parents of active players, cheerleaders and other persons interested in the furtherance of the WAYF.

B.         A General Election shall be held in November of each year to elect the Board to take office in January of the coming year.

C.        Parents of active players, cheerleaders and other persons interested in the furtherance of the WAYF will be afforded voting rights at the General Meeting.

ARTICLE II:  PURPOSE OF THE BOARD OF DIRECTORS

A.        The purpose of the Board shall be:

1.          To perpetuate the organization
2.          To control the organization
3.          To set organizational policy
4.          To take care of all matters dealing with the organization
5.          To set, direct and control all monetary policy
6.          To have the authority necessary to carry out all duties, whether or not specifically enumerated within the by-laws, for the organization to function

ARTICLE III:  ELECTION AND TERM OF THE BOARD OF DIRECTORS

A.             The Board shall be comprised of not more than sixteen (16) persons elected by the parents of active players, cheerleaders and other persons who are currently active coaches or Board members during the current year at the annual General Meeting to be held during November of each year.

B.        The Board term of office shall be for one (1) year, beginning in January following their election.

C.        The Board is expected to serve full terms and to attend all meetings and organization functions. If a board member misses more than two (2) meetings in a row, without submitting a formal report of their activities, the Board may remove such member.

D.        The newly elected Board will meet with the active Board during the boards regular November and December meetings in order to promote continuity.

E.         A Director must serve for one (1) year before he/she is eligible to run for President. In the event the President is unable to finish the term and no other officer in succession accepts the position, the position may be filled by any current board member regardless of tenure with the board.

F.             Coaches may serve as Athletic Director.

G.            Coaches may serve as Cheerleader Director.

ARTICLE IV:  ORGANIZATION AND AUTHORITY OF THE BOARD OF DIRECTORS

A.          The Executive Officers of the Board shall consist of the President, Vice President, Secretary, Treasurer, Athletic Director and Cheerleader Director

B.            The following Board positions shall be elected by the parents of active players, cheerleaders and other persons interested in the furtherance of the WAYF at the General Meeting held in November of each year.

            Exception: This year's election for the Executive Board for service in 2007 shall be selected from any of the current Board members serving terms in the 2006 season regardless of tenure.   If no current board member wants an open Executive Officer position, then the position can be open to the General Election in November.

1.          President
2.          Vice President
3.          Secretary
4.          Treasurer
5.          Athletic Director
6.          Cheerleader Director
7.          Corporate Donation/Sponsor Director
8.          Fundraising Program Coordinator
9.          Game Day/Field Director
10.        Football Equipment Director
11.        Cheer Equipment Manager
12.        Concession Director
13.        Merchandise Director
14.        Parent Participation Director
15.        Marketing/PR Director
16.        Communications/Website Director

Board members may serve in more than one of the forgoing elected positions, but will have only one vote when conducting Organization business.

C.        The President shall chair all Board meetings. The President shall set the agenda for all business to be discussed. The President will maintain orderly procedure through the use of parliamentary rules as outlined in Robert's Rules of Order.

D.        The President shall have no vote on a motion unless such a vote is required to break a tie.

E.         The President may not speak to an issue or enter into a discussion of a motion on the floor without first relinquishing the chair.

F.         The President shall serve as the League Representative if Conference Rules so mandate.

G.        If professional assistance or expertise is required the president may appoint such advisors to serve without fee. If for a fee, the Board must pass a resolution authorizing such payment. Such appointees shall have no voting authority by virtue of their appointment.

H.        The Board may terminate elected or appointed members for just cause and make new appointments as required to complete vacated positions.

I.          The Board shall meet eleven (11) times per year beginning in January on the 2nd Tuesday of the each month following its election. Meeting time and place is to be specified in the minutes of the previously scheduled meeting. Time and location of such meeting may be changed on a 24-hour notice given by either the Secretary or President.

J.          Special meetings may be called by a majority vote of board members. The Secretary or President will give a verbal notice 24 hours prior to such meeting to all board members.

K.        The order of succession to the office of the President shall be:

1.          Vice President
2.          Secretary
3.          Treasurer

L.         The Board cannot conduct business without a quorum, which is defined as a majority of its duly elected members.

M.        A majority vote of those members present at a duly constituted meeting is required to adopt any measure unless specified herein.

N.        All Board members, other than the President, are eligible to vote on any issue brought before the board unless the issue directly affects an individual’s role within the organization. Members of the board may abstain from any vote.

O.        No measure may be adopted which conflicts with any affiliated Conference ruling.

P.         The Board shall have the authority necessary to carry its stated purpose and responsibilities.

Q.        Amendments to these By Laws may be made by a 2/3-majority vote of the Board and put into effect immediately. Amendments must then be approved with a majority vote of the parents of active players, cheerleaders and other persons interested in the furtherance of the WAYF at the General Meeting held in November of each year.

 ARTICLE V:  OPERATION & MANAGEMENT BY THE BOARD/BOARD APPOINTEES

A.        The Board collectively oversees the operational areas necessary to year-round functioning of the organization. Board members in charge of an operational area, either elective or appointive, retain primary accountability for the management and detailed implementation of their assigned responsibilities.

B.         Duties and responsibilities of the Board members are as follows:

1.          President: as defined in Article IV C-F.

2.         Vice President:

   a.    Discharge the duties of the President in the event of the President’s absence or inability to complete his/her term of office.

b.    Assist the President in discharging the duties of his/her office.

c.    Serve as alternative League Representative.

g.         Head or conduct liaison between Board and specific committees as needed throughout the year (i.e., Requests for Fee Waivers/Financial Assistance, Scholar Athlete Program, Fundraising, Special Events, etc.)
 

3.         Secretary:

a.         Maintain current and updated rules and By-Laws.

b.         Submit By-Law changes for adoption at the Annual General Meeting.

c.         File corporate By-Laws information with governmental agencies as required.

d.         Maintain accurate minutes of board meetings (both monthly and special).

e.         Notify board members of meetings.

f.          Monitor and forward incoming mail, email and voicemail from the public.

g.         File field use permits and maintain all organizational contracts.

h.         Maintain Insurance program file.

i.          Maintain master map file for all away games.

j.          Maintain Organization history and records.

k.         Conduct league and business correspondence.

l.          Coordinate production of game day programs.

m.        Coordinate the dissemination of information to membership (parents).

n.         Monitor website to ensure information is current and accurate.

4.         Treasurer:

a.         Prepare annual financial statement.

b.         Prepare monthly financial statements.

c.         Prepare annual budget with the Board of Directors.

d.         Establish accounts receivable and accounts payable procedures and inform the Board of the accounting method utilized.

e.         Maintain bank account with authorized signatures.

f.          Process accounts payable.

g.         Process accounts receivable.

h.         Prepare and file all necessary financial reports.

i.          Secure CPA and assist in preparing tax returns.

j.          Establish record keeping system for collection of fees & distribution of materials.

k.         Organize and run registration day/process.

l.          Maintain player and coaches contracts, sign-up sheets & medical release forms.

m.        Maintain updated rosters of all participants in program. 

n.         Maintain all necessary records/paperwork.

5.         Athletic Director:

a.         Maintain updated rosters of all participants in program.

b.         Maintain certification binders with updated game day rosters.

c.         Maintain necessary records and paperwork.

d.         Organize and run registration day process.

e.         Solicit for new coaches.

f.          Select coaches for Board approval.  Board approval requires a 2/3 majority of those present.

g.         When a head coaching position becomes available the following criteria should be used when selections are made:

1.      Candidate’s past performance and coaching objectives must be consistent with those of WAYF
2.       Years of experience as a Head Coach for WAYF
3.       Years of experience as an assistant coach for WAYF
4.       Head coaching experience in Youth Football
5.       Service to WAYF

h.         Conduct liaison between the Board and the coaches regarding rules, philosophy, and policy of the organization and dissemination of information.

i.          Responsible for coaches compliance with league rules.

j.          Responsible for making arrangements and ensuring all coaches are CPR/1^st Aide certified as well as Act 34 & 151 clearances each year.

k.         Order and maintain as directed by budget all medical supplies needed for all teams as well as field medical kit(s) for all home games.

l.          Coordinate selection of team photography and gift committee with Cheerleader Director.

m.        Appoints team parents with Board approval.

6.         Cheerleader Director:

a.         Maintains updated rosters of all participants in program.

b.         Maintain necessary records and paperwork.

c.         Organize and run registration day process.

d.         Solicit for new coaches.

e.         Select coaches for Board approval.  Board approval requires a 2/3 majority of those present .

f.          When a head coaching position becomes available the following criteria should be used when selections are made:

1.      Candidate’s past performance and coaching objectives must be consistent with those of WAYF
2.       Years of experience as a Head Coach for WAYF
3.       Years of experience as an assistant coach for WAYF
4.       Head coaching experience in Youth Cheerleading
5.       Service to WAYF

g.         Conduct liaison between the Board and the coaches regarding rules, philosophy, and policy of the organization and dissemination of information.

h.         Responsible for coaches compliance with league rules.

i.          Recruit potential Jr. Coaches.

j.          Must put together budget for cheer equipment to present to Board.

k.         Responsible for measuring for and purchasing all cheer equipment.

l.          Responsible for making arrangements and ensuring all coaches are CPR/1^st Aide certified as well as Act 34 & 151 clearances each year.

m.        Coordinate selection of team photography and gift committee.

n.         Appoint team parents with Board approval.

o.         Coordinate selection of team photography and gift committee with Athletic Director.

7.         Corporate Donor/Sponsor Director:

a.         Develop annual corporate fundraising plan for Board approval.

b.         Implement solicitation of major donations (cash and in-kind) from corporations.

c.         Work with Board to develop annual Wish List of potential in-kind donations.

d.         Coordinate Corporate Sponsorship Program.

e.         Ensure that all donors are properly acknowledged and that all sponsors receive

f.        appropriate recognition and benefits (plaques, banners, ads, etc.).

a.         Formulate participant fundraising programs for Board approval.

b.         Set schedule and locations for events.

c.         Handle all matters relating to special fundraising programs.

d.         Set-up committees and work parties as necessary.

e.         Submit receipts and revenues to the Treasurer with profit and loss statement.

f.          Maintain record of contacts, supplies, etc, for future reference on all events.

9.         Game Day/Field Director:

a.         Arrange for medical assistance (ambulance) at all home games in accordance with league rules.

b.         Schedule referees.

c.         Line field for home games.

d.         Locate facility custodian.

e.         Arrange security for locker rooms.

f.          Coordinate set up and clean up of home games.

g.         Maintain field during practice and at all home games.

h.         Maintain game day equipment such as scoreboard, field markers, etc.

i.          Arrange approval from Westmont Hilltop School Board.

10.       Football Equipment Director:

a.         Submit equipment purchase recommendations to the Board for approval.

b.         Prepare annual inventory with shortage noted.

c.         Arrange annual repair/replacement as required (budget item).

d.         Establish method of issuance and return of issues equipment.

e.         Obtain signatures of parent or legal guardian for issued equipment.

f.          Prepare head coaches bags and obtains signatures.

g.         Maintain master roster of all equipment issues and returns.

h.         Establish organized ownership by marking all equipment… Property of WAYF.

i.          Provide conveyance of practice dummies and other equipment as needed.

11.       Cheer Equipment Director:

a.         Submit equipment purchase recommendations to the Board for approval.

b.         Prepare annual inventory with shortage noted.

c.         Arrange annual repair/replacement as required (budget item).

d.         Establish method of issuance and return of issues equipment.

e.         Obtain signatures of parent or legal guardian for issued equipment.

f.          Prepare head coaches bags and obtains signatures.

g.         Maintain master roster of all equipment issues and returns.

h.         Establish organized ownership by marking all equipment… Property of WAYF.

i.          Provide conveyance of music, boom boxes and other equipment as needed.

12.       Concession Director:

a.         Prepare itemized budget for Board approval.

b.         Maintain inventory list of snack shack equipment and consumables.

c.         Set concession stand menu and prices.

d.         Manage concession stand operation on game day and during practices/events.

e.         Make all purchases for the concession stand (can delegate if necessary).

f.          Direct parent volunteers in snack shack set-up, operation and clean-up.

g.         Submit all receipts and proceeds to Treasurer with a profit and loss statement.

h.         Maintain record of contacts, suppliers, etc. for future reference.

13.       Merchandise Director:

a.         Coordinate annual clothing sale.

b.         Maintain merchandise sold at home games and other WAYF activities as decided upon with the Board.

c.         Manage Merchandise booth operation on game day and during practices/events.

d.         Direct parent volunteers in merchandise set-up, operation and clean-up.

e.         Responsible for all shopping/ordering and inventorying of merchandise, presenting all receipts to Treasurer immediately.

f.          Maintain & collect receipts and submit net proceeds of merchandise sales to Treasurer with profit and loss statement.

14.       Parent Participation Director:

a.         Organize parent participation sign-ups.

b.         Maintain sign-up forms & establish system to log parent participation at games.

c.         Coordinate all game day help with team parents.

d.         Collect, account for and submit gate entrance fees to the Treasurer.

15.       Marketing/P.R. Director:

a.         Direct contacts with news media.

b.         Prepare game write-ups for media publication following games.

c.         Publicize special events and fundraisers.

d.         Obtain sponsors for raffles and special ticket printing.

16.       Communications/Website Director:

 a.         Maintain www.WAYFootball.org website.

 b.         Posts game schedules, events schedules, calendars, By-Laws and organization   information as needed onto the website with 2/3 approval from the board.

 c.         Monitor website to ensure information is current and accurate.