Westlake Bulldogs Youth Athletic Organization, Inc. By-Laws
April, 1995 (Original)
December 1998 (Amendment 1)
December 2000 (Amendment 2)
December 2001 (Amendment 3)
December 2006 (Amendment 4)
November 2007 (Amendment 5)
ARTICLE I
Name of Organization
Section 1.01
The official name of this non-profit amateur athletic organization shall be known as the Westlake Bulldogs Youth Athletic Organization, Inc. The mascot of the organization will be the Bulldog and thus may be referred to as the, "Westlake Bulldogs".
Section 1.02
All teams in the Westlake Bulldogs Youth Athletic Organization, Inc. will be designated the “Bulldogs"
ARTICLE II
Associations
Section 2.01
American Youth Football, Inc (AYF) is a national youth football association, which emphasizes the education of coaches for coaching the youth athlete. Coaches of the Westlake Bulldogs Youth Athletic Organization shall, when applicable, be affiliated with the AYF or any suitable standard organization.
Section 2.02
Amateur Athletic Union (AAU) is a national amateur athletic union that governs multiple sports. Coaches and athletes associated with the AAU will abide with the AAU guidelines.
Section 2.03
Charles County Youth Football & Cheer League (CCYFL) is a local youth football and cheerleading league that is governed by the Charles County Government based in La Plata, Maryland. The Westlake Bulldogs Youth Athletic Organization is a member of this league or can be affiliated with any suitable standard organization.
Section 2.04
Mid-Atlantic Unlimited Youth Football Association (MUYFA) will be defined at a later date.
ARTICLE III
Purpose
Section 3.01
The Mission Statement of this non-profit organization is:
a) The Westlake Youth Athletic Organization, Inc. has been created, as a non-profit youth amateur athletic organization, to provide an opportunity for boys and girls to participate in Local, Regional, National and International Amateur Athletic competitions. The guidelines of this organization will follow those set by the affiliated organizations and the Westlake Youth Athletic Organization which is to emphasize Fundamentals of the Sport, Participation, Sportsmanship and instilling Scholastic pride. To work toward the development of high ideals of conduct and character among youth tackle football players, cheerleaders, coaches, officials and spectators.
b) To promote participation and interest in the sport of tackle football and cheerleading among the youth of the greater Waldorf area and as outlined by Charles County Parks and Recreations.
c) To develop safe, skillful play of youth football and cheerleading.
ARTICLES IV
The Organizational Structure
The Westlake Youth Athletic Organization, a non-profit organization has a three tier organization structure:
Section 4.01
Tier (1), the Board of Trustees is made up of volunteers who will oversee that the purpose and principles of the organization are strictly followed. The Board of Trustees will oversee the Executive Board to insure it follows the By-Laws, Operating Code and principals of the Westlake Bulldogs Youth Athletic Organization, Inc. The Board of Trustees will meet quarterly with the Executive Board to discuss the budget, principles and guidelines of the organization. The Board of Trustees main purpose it to protect the overall principles of the organization. The Board of Trustees can exercise veto rights for decisions, to include financial, made by either the Executive Board, or Coaches when the Board of Trustees deem the decision to be against the philosophy, principles, reputation or overall good of the organization. The Board of Trustees can provide a single vote for the Executive Board when there is a voting tie among the Executive Board.
The Trustee will remain a member of the Board for a period of 5 years unless expelled for due cause by the other Board of Trustees in a majority vote. In the event that a Board Member wishes to resign, the remaining Board of Trustee members may appoint a new member to the Board of Trustees. The present Board of Trustees consists of the Chairperson Lynn Green, Melinda Braschler and Corey Lee. The Board of Trustees will nominate their successors by majority vote.
Section 4.02
Tier (2), the Board of Directors will consist of elected members for a period of 2 years. These voting members will manage the basic operation of the organization; President, Vice-President of Administration, Vice-President of Business, and Vice President of Finance (Treasurer), Director of Football and Director of Cheerleading.
b) From this point on the above listed will be referred to as Executive Board
Section 4.03
Tiers (3), Individual Coordinators consist of Fundraising, Equipment Manager, Boosters, Concessions and Event Coordinator. The individual Coordinators are appointed positions by the Executive Board, who shall coordinate the direction of the organization's fund raising, equipment management, team parent management, boosters, concessions sales and event coordination and management. Coordinators do not have an official vote on business matters within the organization but their opinions as to the direction of their individual areas should be strongly considered by the Executive Board.
b) From this point on the above listed will be referred to as Leadership Team
Section 4.04
Executive Board Nominee Eligibility - Nominees must be in good standing with the club and have participated for at least 2 years as a volunteer in some capacity.
Section 4.05
Nominations for the Executive Board will be made during the month of November. Open positions will be advertised after each member approaches the end of their two years in office. Nominations for officers have to have at least 25 Westlake Bulldog members’ signatures to be considered. If no one is nominated for one of the Executive Board positions – the incumbent may serve an additional year. Elections for the Nomination will be during the month of December. The elected positions will serve from 1 Jan. to 31 Dec for a period of two years. . Some of these elections will be staggered because of the current status of the Executive Board.
Voting 4.06
Voting for Board of Directors/Executive Board positions will be held in December. Nominees must be present. The elections for open positions on the Board of Directors/Executive Board will serve as the Annual General Membership meeting as stated in the WESTLAKE BULLDOGS By-Laws. Elected positions are President and all Vice Presidents’ positions. The Director positions are appointed by the BOD each year. Nominees must be present. The Board of Directors will have pre-screened all Nominees to insure they are in good standing with the club and have served in a volunteer capacity for at least two years. A nominee must have 25 signatures of active Bulldog members/parents to be considered. The BOD will then vote on all nominees. In the event of a tie it will then go to the Board of Trustees for the tie breaker. All election rules and regulations pertaining to elections and membership will apply. After the conclusion of the election, the winners will be posted on the website. They will serve a two year term.
Section 4.06
No person shall hold more than one office within the Board of Directors and the Board of Trustees. Exception for 2007 - Corey Lee during transition of old by laws to these amended by laws. The President may hold a head coaching position in the club while serving his/her term.
Section 4.07
Removal of Officer:
a) Any Board Member may be removed by a majority vote of the Executive Board with approval from the Board of Trustees whenever the best interest of the organization would be compromised by that individual being detrimental to the growth, reputation or overall benefit of the organization.
b) Board members missing three meetings in any fiscal year without an excused absence from the President are subject to suspension and/or removal from the board by a majority vote of the Executive Board.
c) Said Board Member will be notified in writing of the suspension/removal vote in writing.
d) The Executive Board can appoint an interim Executive Board member until the November elections.
Section 4.08
Compensation of Officers:
The officers of this organization shall serve without compensation.
Section 4.09
Powers and Duties of Officers:
1. President
The President shall be the Chief Executive Officer of the organization and preside at all club meetings. He/She shall execute, with the VP of Finance (Treasurer) and in the name of the organization, contracts, evidences of indebtedness and other instruments authorized by the Executive Board. He/she shall preside over all club meetings and see that business is run in a timely organized manner. The President shall have the following primary duties:
a) Ensure that the organization’s By-laws and Operating Code are employed and enforced.
b) Make relevant recommendations to the Executive Board, after studying the specific and primary purposes of the organization as stated in its By-laws and after examining the policies, rules and guidelines, and after analyzing the current status of the sport of youth tackle football and cheerleading.
c) Maintain youth program oversight, working with the Directors to ensure policies and schedules comply with the organization’s operating codes.
d) The President may hold any head coaching position on any team. The President may be an assistant coach as long as it does not interfere with his/her duties.
e) Complete whatever duties are given to him/her by the Executive Board and which are in the best interest of the organization.
f) The President must attend all mandatory Charles County Youth Football League (CCYFL) meetings, any county competitions for Football and Cheerleading, or designate an alternate board member to attend in the event of an excused absence.
g) The President may call for an audit at any time if the majority of the Executive Board deems it necessary, to be completed by an independent CPA not affiliated with the league.
h) The President has authority to make financial commitments for up to $300 without a vote from the Executive Board when representing the organization.
i) The President and the Vice President of Finance must present the pre season budget for final approval to the Board of Trustees and give monthly financial reports to the Board of Trustees.
2. Vice President of Business
The Vice President shall have such powers and shall perform such duties as the Executive Board may designate. In the event of the absence or disability of the President, the Vice President of Business shall perform the duties of the President during the continuances of such absences or disability. In addition to assuming the Presidents authority when called on to do so, the Vice President of Business shall maintain the youth program oversight, working with the Directors to ensure policies and schedules comply with the organization’s operating codes.
a) Responsible for proper activity permits, Equipment storage, concessions equipment needs and supplies.
b) Organize committee sign-up at registration.
c) Oversee committee members and committee meetings.
d) Secure all practice and event facilities, create and distribute fall practice schedule for football and cheerleading with the guidance of the Football and Cheerleading Directors.
e) Consult with County and Town Officials before coordinating the placement and removal of all registration signs.
f) The Vice President may coach any Football or Cheerleading team as long as it does not interfere with his/her duties..
g) Responsible for all advertising for the club.
h) Attend all club meetings
3. Vice President of Administration
The VP of Administration shall, or direct another to keep the minutes of all proceedings of the Executive Board. The VP of Administration shall carry on the correspondence of the organization, including the dissemination of information to members and to the public. The VP of Administration shall perform duties that may be assigned to him/her by the Executive Board.
He/She shall carry out the administrative duties as follows:
a) The VP of Administration is responsible to update and maintain all membership files, information and forms for the club and county.
b) The VP of Administration is responsible for all necessary paperwork needed for registration for its record keeping and any county forms required to include printing and distribution.
c) Present minutes from previous meetings to be read, approved and signed by Executive Board present.
d) Handle correspondence of the organization as directed by the Executive Board.
e) Draft a league newsletter as needed, to be approved by the Executive Board before distributing or posting on league website.
f) The VP of Administration may coach any football or cheerleading team as long as coaching does not interfere with his/her duties.
g) Responsible for the Awards Ceremony preparation to include ordering trophies and special awards.
h) Perform such other duties as assigned to him/her by the Board of Directors.
i) In the event of the absence or disability of the VP of Administration the Board of Directors may designate another Board Member to perform the duties of the VP of Administration during the continuance of the absence or disability of the VP of Administration.
j) Responsible to give all club information out to team parents on a timely basis
k) Attend all club meetings
4. Vice President of Finance (Treasurer)
The Vice President of Finance (Treasurer) shall keep the accounting records of the organization, and make such payments from the organization funds. He/She shall prepare and submit to the Board of Trustees and Executive Board a financial statement of the organization by the January board meeting. Quarterly reports will also be required to submit throughout the year. The Vice President of Finance (Treasurer) shall also perform duties that may be assigned to the Vice President of Finance (Treasurer) by the Executive Board.
In the event of the absence or disability of the Vice President of Finance (Treasurer), the Board of Directors may appoint an Assistant Treasurer to perform, under the direction of the Board of Directors, the duties of Vice President of Finance (Treasurer).
He/She shall carry out the financial duties as follows:
a) The Vice President of Finance (Treasurer) shall report account balance at all Executive Board meetings.
b) Financial information for taxes shall be prepared and forwarded to CPA by January 31st of each year.
c) Year-end financial statement shall be prepared and presented by January board meeting.
d) The Vice President of Finance (Treasurer) shall submit the year-to-date financial report to the league website on a monthly basis.
e) The Vice President of Finance (Treasurer) may coach any Football or cheerleading team as long as coaching does not interfere with his/her duties.
f) The Vice President of Finance (Treasurer) shall provide any member seeking reimbursement of league approved expenses with a disbursement form ( WB# ). The member seeking reimbursement shall fill out the form and attach all receipts in relation to the request before the treasurer will issue a check.
g) The Vice President of Finance (Treasurer) also shall perform other duties as assigned to him/her by the Board of Directors.
h) All expenditures will be with prior approval of the Board of Directors/Executive Board based upon the annual budget. The Vice President of Finance (Treasurer) will have the authority to write checks based upon the annual budget and the submittal of a monthly financial report.
i) Attend all club meetings
5. Director of Football
The Football Director is a yearly appointed position by the BOD with full voting privileges. The Football Director will uphold and enforce the organizations operating code and policies. The Football Director will work with the President and Vice Presidents on all issues pertaining to football programs within the organization. The Football Director will be specifically responsible for:
a) Screening and recommending applicants for all weight class football coaching positions and presenting in a timely manner to be voted on by the Executive Board
b) Ensuring high standards of instruction and ethics are maintained by coaches and participants during the course of the season.
c) The Football Director must attend all football meetings required by the county.
d) The Football Director may coach any Football or Cheerleading team as long as coaching does not interfere with his/her duties.
e) Recommending, in writing, policies and guideline changes pertaining to the football program to the Executive Board for approval by a majority vote.
f) Organizing, coordinating and proposing in writing to the Executive Board for approval, participation in special events, tournaments, competitions and bowls associated with the football program.
g) Ensuring the playing field is in order.
h) Responsible to present a detailed listing of desired equipment/items along with anticipated expensed for next season, ranking from critical need/must have, to would like to have/wish list. This will coincide with inventory reports from the Equipment Coordinator.
i) Responsible to oversee the Equipment Coordinator and inventory.
j) Perform such other duties as assigned to him/her by the Board of Directors.
k) Attend all club meetings
6. Director of Cheerleading
The Cheerleading Director is a yearly appointed position by the BOD with full voting privileges. The Cheerleading Director will uphold and enforce the organizations operating code and policies. The Cheerleading Director will work with the President and Vice Presidents on all issues pertaining to Cheerleading programs within the organization. The Cheerleading Director will be specifically responsible for:
a) Screening and recommending applicants for all weight class cheerleading coaching positions and presenting in a timely manner to be voted on by the Executive Board.
b) The Cheerleading Director must attend all cheerleading meetings required by the county.
c) The Cheerleading Director may coach any football or cheerleading team as long as coaching does not interfere with his/her duties.
d) Ensuring high standards of instruction and ethics are maintained by coaches and participants during the course of the season.
e) Recommending, in writing, policies and guideline changes pertaining to the cheerleading program to the Executive Board for approval.
f) Organizing, coordinating and proposing in writing to the Executive Board for approval, participation in special events, tournaments, competitions and bowls associated with the cheerleading program.
g) The Cheerleading Director shall make recommendations to the Executive Board of any equipment needed.
h) Perform such other duties as assigned to him/her by the Executive Board.
i) Attend all club meetings
7. Equipment Coordinator (Football)
a) Maintains all field equipment owned by the organization to include scheduling helmet reconditioning with approval from Football Director. This is a yearly appointed position by the BOD.
b) Maintain, organize and inventory all club football equipment in storage.
c) Distribute all football equipment/uniforms with the approval of the Football Director and Executive Board.
d) The Equipment Manager may coach any Football or Cheerleading team as long as coaching does not interfere with his/her duties.
e) Make recommendations to the Board of Directors about necessary equipment purchases pertaining to the storage and maintenance of league equipment.
f) Perform such other duties as assigned to him/her by the Board of Directors.
g) Attend all club meetings.
8. Fundraising Coordinator
a) Distribute/mail sponsorship letters to local businesses no later than September 30th prior to the following season. This is a yearly appointed position by the BOD.
b) Inquire and present examples of fundraising options with projected profit for the Executive Board to approve.
c) Oversee any other approved fundraising activities endorsed by the club.
d) Present of written notification of receipt of funds to sponsors – insure all sponsors are listed on the website.
e) Turn in all proceeds to Vice President of Finance (Treasurer) at the end of each fundraiser or within a week of receipt of sponsorship money for deposit.
f) Responsible for ordering any and all Sponsorship banners for the season. All expenses must be preapproved by the Board prior to ordering.
g) The Fundraising Director may coach any Football or Cheerleading team as long as coaching does not interfere with his/her duties.
h) Perform such other duties as assigned to him/her by the Board of Directors.
i) Attend all club meetings
9. Booster Coordinator
a) Inquire and present examples of merchandise options with prices for Executive Board to approve before ordering. This is a yearly appointed position by the BOD.
b) Maintain inventory of all merchandise and sales.
c) Oversee the sales of all league merchandise.
d) Turn in all proceeds to Vice President of Finance (Treasurer) within 3 days of every event for deposit.
e) Present to the Executive Board a mid season and annual inventory report.
f) The Booster Coordinator may coach any football or cheerleading team as long as coaching does not interfere with his/her duties.
g) Perform such other duties as assigned to him/her by the Board of Directors.
10. Concession Stand Coordinator
a) Oversee the cleaning of Concession Stand equipment prior to first home game. This is a yearly appointed position by the BOD.
b) Maintain inventory of all concession items.
c) Oversee the ordering and stocking of concession stand prior to all home games.
d) Make recommendations to the Board of Directors for approval of all necessary purchases regarding concession stand equipment
e) Turn in all proceeds to Vice President of Finance (Treasurer) within 3 days of every event for deposit.
f) The Concession Stand Coordinator may coach any Football or Cheerleading team as long as coaching does not interfere with his/her duties.
g) Oversee the cleaning and closing of Concession Stand at the end of the season.
h) Perform such other duties as assigned to him/her by the Board of Directors.
11. Event Coordinator
a) Oversee the planning and preparation of special events such as Spirit Night, Homecoming, Homecoming Dance, Fundraising Events, etc. This is a yearly appointed position by the BOD.
b) Assist in the planning and preparation of the Pep Rally and any Cheerleading Competitions (with strategic help from the Cheerleading Director and Assistant Cheerleading Director)
c) Assist in the planning and preparation of any football and cheerleading camps (With strategic assistance from the Cheerleading and Football Directors).
d) Event Coordinator must get the Board of Directors approval with any event planning, fundraising and financial needs prior to any event.
ARTICLE V
Membership
Section 5.01
The Westlake Youth Athletic Organization, Inc. does not restrict membership nor deny admission into the program due to race, color, religion, national or ethnic origin.
Section 5.02
The Westlake Youth Athletic Organization, Inc. is open to all boys or girls who meet registration and assessment requirements and are willing to follow the principles of the Westlake Youth Athletic Organization.
Section 5.03
The Westlake Youth Organization, Inc. is open to all adults who are willing to volunteer and follow the principles established by the Westlake Youth Athletic Organization and who are in good standing with local law enforcement agencies. The Sports Directors and Coaches will make every reasonable attempt to include all qualified volunteers in assisting the organization.
Section 5.04
a) Members will include all parents and/or guardians of paid registered players. It will also include any Board of Trustee member, Executive Board member, head coach or assistant coach, or coordinator affiliated with Westlake Bulldogs.
b) All voting members will be entitled to one vote per paid registration. All members described in 4:01 and 4.02 without a registered child in the league will be entitled to one vote.
c) Membership in the league is good through June 1st of each year.
Section 5.05
Termination of membership of a youth or adult member shall be enacted and enforced by the Executive Board without a refund. The termination will be enacted when an individual no longer follows the philosophy and principles of the organization and it is deemed by the Board that the individual or family has become detrimental to the growth, reputation or overall benefit to the athletes, coaches, volunteers or the organization.
ARTICLE VI
Meetings
Section 6.01
Board of Directors Meeting:
a) The Executive Board meetings shall be held monthly at a time and place chosen by the Executive Board members and are open to the paid members of the club.
b) Each board member in good standing will have one vote in all business matters. The President shall not vote on any motion brought before the board, however, should the result of any vote on any motion result in a tie the President shall cast his/her vote only as a tie breaker.
c) Coaches with inquiries will be given an opportunity to express concerns or opinions at the monthly Executive Board meeting during an allotted time.
Section 6.02
Membership Meeting/Elections:
a) An annual membership meeting will be held in the month of November in order to allow membership to elect Executive Board.
b) Membership will be notified of the date and time of the meeting through the league newsletter and/or website.
Section 6.03
Special Meetings:
A special meeting may be called by the Board of Trustees or the Executive Board as needed.
ARTICLE VII
Committees
Section 7.01
a) Committee sign-up’s will be held at registrations and will be
overseen by the Vice President of Business.
b) The Vice President of Business will organize and oversee all committee
activity.
ARTICLE VIII
Operating Code
Section 8.01
The Westlake Bulldogs, under the Board of Trustees and the Executive Board, has developed an operating code which the club shall follow. The purpose of the Operating Code is to implement rules and procedures which enable the league to run an honorable football and cheerleading program that’s fair to the membership and participants.
ARTICLE IX
Amendments
Section 9.01
The Board of Trustees may vote and make official when amending, repealing, or making additions to the by-laws with notification to the Executive Board.
Section 9.02
Manner of Amending By-laws;
By-laws may be adopted, amended or repealed by the vote or written assent of a majority of the Board of Trustees and Executive Board.
Section 9.03
Effective Date of Amendments to Bylaws;
Once adopted, these amendments will take effect immediately.
Section 9.04
The operating code may be adopted, amended or repealed
by the vote or written assent of a majority of the Board of Trustees and the Executive Board.
Section 9.05
Effective Date of Amendments to the Operating Code;
Once adopted, these amendments will take effect immediately.
Section 9.06
New sports will be on probation for a one year period before becoming officially affiliated with the Westlake Youth Athletic Organization.
ARTICLE X
Dissolution
Section 10.01
In the event of the dissolution of The Westlake Youth Athletic Organization, Inc. the Executive Board will donate all remaining assets to the Charles County Department of Public Facilities (Parks and Grounds Outdoor Sports) located in Charles County, MD. The donated items are to be distributed among the other local non-profit youth football and cheerleading organizations to help promote the sport in Charles County.
The By-laws have been reviewed and approved by the Westlake Bulldog Board of Trustees and Executive Board as signed and dated below. Amendments and additions may be made by a vote of the Board of Trustees and Executive Board at the beginning of each calendar year.
ARTICLE XI
Section 11.01
MISCELLANEOUS PROVISIONS
The fiscal year will be from 1 January to 31 December.
Westlake Bulldogs Youth Athletic Organization, Inc.
