Westlake Bulldogs Youth Athletic Organization, Inc. Operating Code
1.1 Introduction
The purpose of this Operating Code is to set a uniform standard by which the Westlake Bulldogs Youth Athletic Organization, Inc. (Bulldogs or WESTLAKE BULLDOGS) conducts its policies and business. The standards set in the following manual are intended to maintain a level of excellence and integrity in the organization which all members are expected to uphold.
1.2 Board of Directors
The Board of Trustees and Board of Directors (BOD) or Executive Board shall govern all policies and procedures outlined in this document and in the league by-laws. Detailed job descriptions of each Board position are outlined in the league by-laws.
1.3 League Information
All information pertaining to Westlake Bulldogs activities will be approved by the BOD and distributed by the Westlake Bulldogs website, E-mail, electronic and mailed newsletters, newspaper advertisement, local radio, publicly displayed signs, or flyers to county schools.
1.4 Registration
Registration for football and cheerleading can only be done on-line through the Westlake Bulldogs secure website. Registrations may be held in the months of June, July, and August. If necessary, late registrations may take place at the discretion of the BOD. Registration will be offered from January 1st – May 31st to only returning players and cheerleaders. Registration will be open to the public on June 1st. Anyone who registers and then decides not to participate – must prove they have returned all issues equipment and forfeit half of the total registration fee.
Charles County Youth Football League (CCYFL) Registration forms, along with CCYFL Parent Code of Conduct forms, Emergency Form, Concession/Booster Agreement and annual Bulldog Handbook will be provided electronically to all applicants for them to fill out. These forms will be kept by the club and county and a copy will also be provided to the legal guardian of the registered child. No child will be permitted to practice until all forms are completed by their parent or guardian.
Children are to be present at the time of registration. Football players are required to be weighed to ensure proper team placement. The player’s weight at the time of registration will dictate their team placement. Due to the potential danger in rapid weight loss with children, any player 7 pounds above the weight limit of a particular team will automatically be moved to the next weight division (NO EXCEPTIONS). Football and Cheerleading participants will also be fit for their equipment or uniforms before the season starts or at the advertised time and dates.
Payment of registration fees are due at the time of registration unless prior arrangements have been made with the WESTLAKE BULLDOGS President, Vice Presidents of Administration, Business or Finance. Any registration balances owed will be due prior to the first practice in August. NO UNIFORMS OR EQUIPMENT WILL BE ISSUED TO ANY PARTICIPANT UNTIL REGISTRATION FEES ARE PAID IN FULL. In the event a family cannot afford registration fees, a Hardship Form will be provided to the parent for completion. That form will be presented to the BOD for approval. If approved, that child (or children) will be granted a confidential scholarship for that particular season. A maximum of 10 scholarships will be granted each season, being awarded to either football or cheerleading participants. In some cases where scholarship is granted, the board may ask that the parent and or guardian provide additional hours at our concessions stand or booster stand.
Any participant that has not turned in equipment/uniform from a previous season will be denied registration until the items have been returned to the equipment manager. If these items have been lost, altered or damaged, the replacement fees for these items will be added to the participant’s registration fee and will be due in full before the child’s name is placed on a league roster. A late fee of $10 will be charged for any equipment/uniform turned in late at registrations. If that equipment /uniform is in need of cleaning, an additional $20 cleaning fee will be charged for a total of $30
An Equipment Release Form will be required upon the issue of football or cheerleading uniforms. This form will detail the cost of replacement equipment should it be lost, altered or destroyed. The parent or guardian signing this document will be held responsible for all costs. No equipment will be issued until this form is reviewed and signed by a parent or guardian.
At the time of registration, rosters will be open for squads in both football and cheerleading ranging from the Ankle-Biter Division to the Middle School Unlimited Division. All CCYFL rules and guidelines for team placement will be strictly enforced according to the County age/weight matrix. Copies of birth certificates will be required for all new participants, and for participants who have missed one year or more of registration. This applies to players who are transferring from another organization as well.
In order to maintain a manageable number of participants on each team, the following guidelines will be followed for football:
FOOTBALL
A maximum of 30 players will be registered per team. Minimum numbers will be at the discretion of the Westlake Bulldogs President and the Westlake Bulldogs Football Director.
At the time of registration 27 players will be placed on the roster in the order in which their registration is received. A waiting list will be started at this point and continued until registrations are complete. Once all registrations are completed, the Head Coach of each team will be permitted to choose any three players from the waiting list to complete the team roster to the number of 30.
Once a team roster reaches 27 players, a waiting list will continue for that team. The parents of the children placed on a waiting list will not be charged a registration fee until they are notified of available space on that particular team.
Space may become available on a team in two ways, by a registered player quitting a team within the first two weeks of practice, or if a team registers enough players to be “split” to form a second team. In either instance, the parent of the waiting list player will be notified by the end of the second week of practice in August. In the event that a player quits a team, the Head Coach will notify a child on the waiting list as space becomes available. Upon notification, payment of all fees will be due and arrangements will be made to obtain equipment.
Once a football roster, waiting list included, reaches the number of 40, the BOD will vote on whether a team “split” is warranted. The decision to split a team to form two in the same weight division will be based on the availability of funds to outfit a second team, and the availability of an adequate coaching staff. In the event that a split is approved, the children on the waiting list will be notified to report to practice and to pay all registration fees due. Upon notification, arrangements will be made to obtain equipment. The decision to split a team will be made prior to the first day of practice.
At the end of the first week of practice, a draft will be held to divide the two teams. The Westlake Bulldogs President and Football Director will preside at this meeting, and only the Head Coaches of each team involved will be present. The rules in the attached WESTLAKE BULLDOGS Draft Policy will govern the proceedings. The players will be notified of their new team assignment prior to the start of the second week of practice.
CHEERLEADING
In order to maintain a manageable number of participants on each squad, the following guidelines will be followed for cheerleading:
At the time of registration 30 cheerleaders will be placed on the roster in the order in which their registration is received. A waiting list will be started at this point and continued until registrations are complete. The parents of the children placed on a waiting list will not be charged a registration fee until they are notified of available space on that particular squad. Once all registrations are completed, the Head Coach of each squad will contact the children on the waiting list on a first come/first serve basis to complete the squad roster.
In the event that a player quits a squad within the first week of practice, a child on the waiting list will be notified from a first come /first serve basis as space becomes available. Upon notification, payment of all fees will be due and arrangements will be made to obtain a uniform.
The registration number maximums and the waiting list policy will be subject to uniform availability, as sizing for each cheerleader varies.
All CCYFL rules and regulations for squad placement will be strictly enforced and overseen by the WESTLAKE BULLDOGS Cheerleading Coordinator.
1.5 Late Registration
Any late registration dates prior to the start of league practices in July or August will be scheduled as necessary by the WESTLAKE BULLDOGS Board of Directors.
Late registrations will be accepted at the practice field during the first week of practice in July or August for football teams who have less than 30 players on their roster.
Registration will be extended for those teams who are severely under registered and are in danger of not having enough players to meet the CCYFL guideline minimum.
In the event that a team is close to having the 40 players (roster and waiting list combined) needed to “split”, late registrations will be accepted to make this possible if the split has been approved by the Board of Directors.
Late registrations for cheerleading will be accepted if the squad maximum stated in section 1.4 has not been met. Again, this is subject to uniform availability as sizing for each cheerleader varies.
1.6 Camps
Football Camp
An optional football camp may be offered to county children prior to the season’s start. The camp is to provide children with an introduction to football with basic instruction and technique to promote skills, teamwork and sportsmanship. The camp will be organized by the Football Director. The camp will be staffed by club coaches and/or outside qualified instructors.
Cheerleading Camp
An optional cheerleading camp may be offered to Westlake Bulldog cheerleaders prior to the season’s start and/or during the season. The camp is to provide cheerleaders with an introduction to cheerleading with basic instruction and technique, additional material to be used during the season and to promote teamwork, sportsmanship and club spirit. More advanced camps may be offered to progress their techniques, etc. during the season. The camp(s) will be organized by the Cheer Director. The camp will be staffed by club coaches and/or outside qualified instructors.
1.7 Refund Policy
To receive a refund, the parent of the participant must contact their child’s coach to notify him or her of their decision. The parent must then return all issued equipment to the equipment manager. After doing so, the club Treasurer, after verifying the return of equipment, will mail a refund check to the address listed on the child’s registration form. Checks will not be written to anyone other than the parent/guardian who signed the registration forms for that child. Refunds will be in the amount of one half the total registration fees per child for the 2009 season.
1.8 Football Equipment and Cheerleading Uniform Disbursement
Football players will be provided with the following equipment by the club
These items in bold are property of the Bulldogs and are to be returned to the club at the end of the season in good condition or parents will be billed for damaged, dirty or lost items.
- Shoulder pads
- Helmet with ear pads
- Game pants with belt
- Game Jersey
- Chin strap
- Practice pants (white)
- 7 piece pad set for pants
- Girdle for hip pads (if necessary)
- Socks
- 1 mouthpiece
- Practice jersey
These items in bold are property of the Bulldogs and are to be returned to the league at the end of the season.
The following items are to be provided by the parent:
- Cleats (plastic or rubber only)
- Athletic supporter and cup
- Additional mouthpieces as needed
Cheerleaders will be provided with the following uniform from the league:
These items belong to the cheerleader and their cost is covered in the registration fee.
- Briefs
- Turtleneck
- Ribbon
- County competition fees
CHEERLEADING ISSUED EQUIPMENT
This equipment must be returned in good condition at the end of the season or parents will be billed:
- Cheer Uniform Shell
- Cheer Uniform Skirt
The following items are to be provided by the parent:
- Cheerleading shoes
The items listed above are to be distributed at the discretion of the Football and Cheerleading Directors. Participants will be notified of the disbursement arrangements at the time of registration.
An Equipment Release Form will be reviewed and signed by the each parent/guardian upon the issue of football equipment and cheerleading uniforms. This form will detail the cost of replacement items should they be lost, altered or damaged. The parent or guardian signing this document will be held legally responsible for all costs. No equipment will be issued until this form is reviewed and signed by a parent or guardian.
1.9 Coach Selection
Prior to the end of the season, notice will be given as to the date when Letters of Intent are due to be received by the Board of Directors. These letters are to notify the Board of those interested individuals who wish to be considered for a Football or Cheerleading Coaching position for the upcoming season. Letters should include their years of experience and the applicants coaching philosophy.
If necessary, the Football Director or Cheerleading Director along with there assigned committee may conduct interviews with applicants and make recommendations to the Board of Directors based on that interview.
Any applicant may be considered for any team or squad. There will be no preference given to returning coaches based on seniority. Selection will be based on experience, philosophy, past coaching performance, and level of commitment. Valid complaints received from the end of season Coaches Evaluation Form will weigh heavily in the decision making process. Selected coaches will be notified by the Football or Cheerleading Coordinator. Upon approval, all Coaches will be required to submit to a background clearance. Forms will be provided by the league President.
Assistant Coaches are selected by the Head Coach for that team/squad and are subject to the approval of the Board of Directors. All criteria stated in the selection of Head Coaches apply to assistant coaches as well, including the background clearance form.
Head Coaches are to report their selections for Assistant Coaches to the BOD by the end of the first week in July. This deadline is necessary to enable the BOD to approve the selections in adequate time to have all background clearance forms returned into the CCYFL Director.
All Head and Assistant Coaches will be required to review and sign the WESTLAKE BULLDOGS Coaches Code of Conduct Form.
WESTLAKE BULLDOGS welcomes the participation of Junior Coaches (ages 15-17) to assist with our teams. The junior coaches must be accepted by the existing coaching staff and approved as all other coaches are. County background checks do not apply since they are under the age of 18.
1.10 Team Parents
Each team or squad will select a Team Parent. It is very important that the person selected by the coach be dedicated and able to devote time to the team responsibilities. This parent will attend monthly club meetings at which their attendance is mandatory. At these meetings information will be distributed to them from the Board to pass onto the parents on their team or squad. All team parents will report directly to the Vice President of Administration who will hold monthly mandatory meetings for special event planning and review process and procedures for the season. All team parents will be responsible to keep detailed accounting records that need to be turned in to the Vice President of Administration at the end of the season to track the expenditures of the snack money collected. They are responsible for creating a snack schedule/concession stand volunteer/booster sales volunteer schedule to be turned into the Concession Stand and Booster Coordinator. They will be the liaison between the families and the Board. Parents should become familiar with their Team Parent to ensure they are up to date with league activities.
All Team Parents are subject to a background clearance required by the CCYFL Football Director.
1.11 Practices
The Football Director will create and distribute practice schedules. Practices will begin on the last Saturday in July. Players will be notified of time and place by their Head Coach once the coach receives his or her roster from the Board of Directors. During the month of August practices will be held Monday through Friday for football. Once school starts, practices will be reduced to no more than 4 practices/games per week for football. Once school begins, practices shall not exceed the scheduled end time. When a team has a game on a weeknight it shall be considered one of their weekly practices. Additional practices may be called by the Head Coach for special circumstances after receiving permission from their VP’s.
At Back to Practice Night, the coaches will review and require the players to sign the Players Code of Conduct Form. Coaches will also explain the “Three Strikes Policy” contained in that form to all players and parents. These policies will be strictly enforced. WESTLAKE BULLDOGS will represent the best in sportsmanship, ethics, honor, and integrity. Nothing less from players, parents, and volunteers will be tolerated.
In the event that no suitable applicants apply for a position, the Board may solicit additional applicants after the date Letters of Intent are due.
After reviewing the end of Season Coaches Evaluation Forms, and receiving any relevant recommendations from the Football and Cheerleading Coordinators, the BOD will vote on the
The Football Director will determine what spot on the practice field the teams/squads will practice. Once the football teams move to the lower field to practice under the lights, the Football Vice President and Vice President will create and distribute a practice schedule to all teams. As the weather becomes cooler, the Vice President of Cheer, with the guidance of the Cheerleading Coordinator, will secure indoor practice facilities for the squads. The Cheerleading Coordinator and Vice President of Cheer will create and distribute a schedule to all squads.
RAIN POLICY
In the event of rain, coaches will normally have practice. Thunderstorms and lightening will cancel practices. In the event practice is cancelled league wide, every attempt will be made to contact parents by the Head Coach or Team Parent, and if possible, a post on the league website. All CCYFL policies regarding weather delays/cancellations will apply.
HEAT ADVISORY POLICY
Charles County has an extreme heat policy and will inform all clubs if we will be experiencing extreme hear conditions and to cancel practices. The coaches will then inform the players and cheerleaders of this cancellation by calling or posting on the website.
MISSED PRACTICE
Practice during the month of August is critical for the development of a successful program. The instruction of fundamental skills and safety are taught at this time to prepare for the upcoming season. No more than one week of practice (five days) may be missed by any player due to scheduled vacations, etc.
If a player is going to be late or absent from practice it is the parent’s responsibility to notify their coach prior to practice.
ABSENSES
If the player misses two or more practices, or is late for practice on several occasions, the coach may elect to have that player sit out for the next game. If the player is not permitted to play in the next game, he or she will be required to be on the sidelines, out of uniform, to support their team. (except in the case of illness)
If a player has an unexcused absence for missing a game, that player may be suspended pending a meeting between the parent, Head Coach and Coordinator.
Once cheerleading competition practices begin, a participant missing 3 practices, excused or unexcused, will be automatically dismissed from the competition squad.
A player arriving late for their practice time prior to their game will not be permitted to play in that game, and a cheerleader will sit out of the halftime routine.
The “Three Strikes” policy will apply in all league activity.
1.12 Games
Season games begin Labor Day Weekend. The CCYFL Football Director creates all schedules and distributes them to the league in August. Coaches will distribute schedules as soon as they are available. Games are generally played in the rain, and are usually only cancelled in extreme weather. The CCYFL Football Director will notify the President of any schedule changes, who in turn will disseminate that information to the coaches.
If time permits, this information will be posted to the league website.
All CCYFL mandatory play rules will apply in regular season game situations. Players are not guaranteed equal playing time. According to county rules, a player may not miss more than 2 consecutive plays on his side of the ball for the first three quarters of play. These rules do not apply to Special Teams. There is no mandatory play rule for the fourth quarter. The coaching staff reserves the right to make changes in a player’s position and playing time from week to week as needed. Playing time will be based on athletic ability, attendance, and attitude.
Before and after all home games, concessions will need to be set up and broke down. Set up consists of placing all the tents up, grills, tables, and coolers.
Each Football Team will be required to pick up trash under and around the bleachers on each side of the field, (cheer does the home side and football does the visitors side) and empty trash cans after their scheduled game. This will help manage the field clean up so it is easier for everyone at the end of the day.
At the end of the day, the concessions equipment will need to be taken down, all trashcans emptied and the trash picked up from the field. This includes areas outside of the fence. We are required to clean up any mess left on the CCYFL property that is a result of our game, including any warm up area used by visiting teams and the parking lot. Children are to be supervised by either their coach or parent while doing this to ensure their safety.
A schedule will be made and distributed to all football and cheerleading coaches to notify them of the date they are scheduled to fulfill this duty.
1.13 Publicity
Individual teams are encouraged to report their wins to the website. It is strongly suggested that the coaching staff make every effort to make the mention of individual participant’s names in a fair manner by attempting to mention each player once throughout the season. If this cannot be done due to size of team or squad, it is recommended that recognition be given to the team or part of team as a whole. (ex: Outstanding defensive line, Great blocking by the offensive line, etc.)
1.14 Fundraising
In addition to registration fees, various fundraising activities will be held throughout the season. These activities are necessary to maintain the quality of equipment provided to the children. It is strongly recommended that each family participate in these activities. The coaching staff along with the Team Parent of each team or squad is encouraged to promote league fundraisers.
All fundraisers will be coordinated and overseen by the WESTLAKE BULLDOGS Fundraising Coordinator.
Club Sponsorship is available and any monies received for the club will be placed in the general fund for all Westlake Bulldog players and cheerleaders to benefit from. Any sponsor wanting to support a specific team to help with parties, special events, etc. will have to coordinate its efforts through that particular team and the money will not be permitted through the general fund. The Westlake Bulldogs will not be responsible for any sponsorship money going to a specific team with the exception of travel funds.
Club Sponsorship in the amount of $500.00 entitles the giver to 1 free registered child, advertisement on the club website, name or company name on banner to be displayed at home games and an end of year plaque.
Club Sponsorship in the amount of $1000.00 entitles the giver to 2 free registered children, advertisement on the club website, name or company name on banner to be displayed at home games and an end of year plaque. Sponsorship Coordinator will be responsible to deliver all plaques to sponsors before the end of the year.
1.15 Concessions/Merchandise Sales
Concession and Merchandise sales are a major source of funds for the organization. They will be sold at every home game. The concession stand will be overseen by the WESTLAKE BULLDOGS Concession Stand Coordinator and Merchandise will be overseen by the WESTLAKE BULLDOGS Booster Coordinator. Every player or cheerleader must have a parent of legal guardian sign the Concession/Booster Stand agreement when signing up for the season.
In order to maintain a steady number of volunteers to work in the concession/merchandise stand, each football team and each cheerleading squad will be required to provide 3 parents each to work a one and a half hour shift prior to their child’s scheduled game. (Three volunteers will report to the concession stand and one will report to the booster sales) The Board feels this is a fair compromise as all participants, football and cheerleading, are required to be at the field one hour and fifteen minutes prior to games to warm up. This schedule enables the parent to exit the concession/booster stand to watch their child’s game, which is why we are all here to begin with.
Once game schedules have been released, each Team Parent is responsible to coordinate the season scheduled for the entire season scheduling these three volunteers for each home game. The Team Parent may elect to solicit volunteers for these dates, but if volunteers are not found they will assign the duty randomly through a drawing system to fill their schedule. Volunteers must be adults 18 years of age or over. Copies of this schedule will be turned into the Concession Stand and Booster Coordinator no later than the first game of the season. In the event the league hosts a pre-season or post -season game, volunteers will be required for it also. The Team Parent will contact scheduled parents to remind them of their scheduled duty. The Team Parent may elect to hand out reminder cards for all volunteers. This duty is mandatory, and the parent scheduled MUST find a responsible adult (18 years of older) replacement if they are unable to fulfill their duty! They are to notify their Team Parent immediately of any changes. If you fail to report or have a suitable replacement to the Concession Stand at your assigned day and time – YOUR CHILD WILL SIT OUT THE NEXT SCHEDULED GAME. Your child will still be expected to attend the game to support his or her team. There are no exceptions unless you have an excused absence approved the Board.
While the Board does not want a child to suffer the consequences of a parent’s actions, this policy is necessary to emphasize the importance of volunteering. Too many parents disregard their responsibilities assuming “someone else will cover”, and unfortunately it’s the Board Members and the other reliable regular volunteers that are forced to miss their own son or daughter’s game to cover for the no-show. This policy is not unreasonable, as it provides the opportunity for individuals to volunteer and to find replacements if their schedule does not permit the time on that given day.
The Bulldogs demand excellence from their coaches and players, and will expect it from the parents as well.
1.16 Grievances
In the event a parent has grievance for any reason, that person should first approach their coach. If the problem is not resolved to your satisfaction, a grievance form should be filled out and given to the Football or Cheerleading Director. The Grievance Form is available on the club website. The appropriate Director will attempt to intervene to improve the situation if possible. He or She will also notify the BOD of the grievance, where the form will be given to the league VP of Administration. Every attempt will be made to rectify the problem if at all possible. The outcome of the grievance will be documented on the Grievance Form. The form may be used, if found to be valid, in the decision making process for future coaching selection.
It is imperative that parents become part of the solution; unreported problems will keep the league from reaching its full potential.
Please note any issues with a team, coach, player or parent should be communicated in a calm and orderly manner. We will not tolerate bad behavior by any parent, coach or player. Complaints to coaches should only be expressed before or after practices and games. Any attempt to disrupt a practice or game by approaching a coach or player or comments made in the stands during a game will not be tolerated and the offender may ultimately loose their privilege to attend all practices and/or games. Any severe violations or repeated warnings may cause the Board to remove the player, parent or coach from the club permanently.
1.17 Special Events
The following is a list of events that may take place during the season:
Pre-Season Games/ Post-Season Games A pre-season/post season scrimmage/game may be hosted by the club or the club may be invited to attend another organization’s scrimmage/game, timely notice will be given to parents regarding location and time
Pep Rally This event is to be held on the Friday evening before the county weigh-in. This event is to introduce all the players and cheerleaders and to watch the cheerleaders perform special routines prepared for this event. All players, cheerleaders, coaches, team parents, family and friends should attend.
Back to Practice Day This event is to be held before the first night of practice for players to meet their coaching staff, review and sign conduct forms, receive uniforms, etc. If weather permits it will be held at the Westlake Storage. There will be no organized practice that day as it is mainly an informational and social gathering. Notice of this event will be listed on the league website, and Head Coaches will call all players on their roster to inform them of this mandatory attendance event.
Spirit Night and Homecoming The league will hold a Spirit Night to celebrate the night before Homecoming. Teams will create banners to represent their team or squad. A Prince and Princess will be chosen from each team/squad. A tiara, sash, and flowers will be presented to the chosen Princess, and a crown and sash will be presented to the chosen Prince. A King and Queen will be chosen from the non-returning football players and cheerleaders. The Queen will receive a crown, sash, and flowers. The King will receive a crown and a sash.
As has been WESTLAKE BULLDOGS tradition, we will first call the name of the team spokesperson selected by the coaches of the particular football team. The spokesperson will be asked a few questions and then proceed to introduce the Prince of the team also selected by the teams coaching staff. The prince will be selected on the basis of attitude and team spirit he has displayed during practice and game time. The Princesses will be selected by placing all names of that team/squad roster in a hat. The winner will be drawn randomly by the Prince. The King and Queen will be drawn somewhat differently, being that the only names included in that drawing are to be of non-returning participants regardless of which team/squad they are on.
In the event that the chosen child cannot attend the Spirit Night, a replacement will be chosen.
Homecoming Day will be celebrated with special decorations at our home field. Various special activities may be held, and tickets for the Homecoming dance will be sold as well as the night before during Spirit Night. The various special activities will be coordinated by the Homecoming Committee with the supervision of the Event Coordinator.
A commemorative booklet will also be printed listing team rosters and advertisements of sponsors.
Cheerleading Competitions Throughout the season, the Cheerleading Director will advise the coaching staff of available competitions. The decision to participate will be made by that particular coaching staff. However, if any competitions are to be attended, the county competition is mandatory. The entry fee for the county competition will be paid by the club fees at registration, and the decision to pay for additional competitions will be made by the Board of Directors.
1.18 Equipment/Uniform Turn In
At the end of each season all equipment and uniforms belonging to the league must be turned in to the Equipment Coordinator and Cheerleading Director. Notice of time and place, including instructions as to how the equipment should be cleaned, will be given to all participants prior to the end of the season. Any lost, altered or damaged equipment will be subject to the fees disclosed in the Equipment Release Form signed at the beginning of the season. The following fees will apply:
Equipment/uniform being turned in late at registrations: $20 fee added to registration cost
Equipment turned in late at registrations, needing cleaning: $30 cleaning fee added to registration fee
Equipment turned in on time, needing cleaning: $30 cleaning fee billed or added to next season registration
Every two seasons, the league is required to re-certify every helmet to ensure they meet safety standards. To do this the helmets are sent away to a licensed reconditioner where they are inspected according to NOCSAE standards. In the event of a Helmet Re-certification Year, any helmet not turned in prior to the shipment date will be unsafe to use the following season. The person who signed the Equipment Release Form will be legally responsible for the replacement cost of that identical style and size of helmet. The old uncertified helmet will be returned to the Equipment Coordinator and the new helmet will become the property of the league as well.
After the scheduled turn in date, it is the responsibility of the parent to deliver the equipment to the Equipment Coordinator. Every effort will be made to collect the equipment before the above listed fees are imposed. If a participant misses the scheduled equipment turn in date, the Equipment Manager will attempt to contact the family once by phone. If at that point there is no response, a reminder letter will be mailed to the residence listed on the registration form.
1.19 End of Season Awards Ceremony
At the conclusion of each season, the league will host an Awards Ceremony at the Westlake High School or alternative place to be determined. This event will be held in the month of January and will be divided into two evenings. The first evening will be held for the 90 pound Division through the Middle School Unlimited Division, including both the football players and cheerleaders. The second evening will be held for the Ankle-Biter Division through the 80 pound Division, including both the football players and cheerleaders.
At the Ceremony, participation trophies will be given to all children. Patches embroidered with WESTLAKE BULLDOGS and the year will be given to all first place County Competition Cheerleaders and first place County Football players. The costs of these trophies are covered in the registration fees.
The league also awards two different special awards to non-returning players. The first award, The Bulldog of the Year, will be awarded to one football player and one cheerleader. All non-returning players will receive an application to apply for the award. There are specific criteria that must be met in order to submit that application. Once all applications are received, the Board will review and vote on the most qualified candidate. The winners of the awards will be kept secret until the night of the banquet. The winners of this award will be required to attend the second banquet with the younger teams so that the entire league gets to meet the recipients. It is important that the younger children see what hard work and dedication can achieve in the future.
The second special achievement award is the Bulldog Award. It is awarded to any non-returning football player or cheerleader that has participated with the Bulldogs for a minimum of seven consecutive seasons. The Board of Directors will carefully review all non-returning players through registration documents and their league I.D. cards.
Academic Achievement Awards –will be based on grades received from the player of cheerleader from their first report card of the school year. These awards are based on the Honor Roll of all A’s and B’s with only 1 C allowed. The C must be countered by an A. If the child is home schooled or the report card is based on pass/fail.
Trophies and Patches
Cheerleading
If a squad wins First Place in the County Cheerleading Competition, the cheerleaders will receive a winner’s trophy at the Awards Ceremony. . The County Competition generally supplies individual trophies, which costs are paid for by WESTLAKE BULLDOGS in the entry fees. All cheerleaders that do not win the county competition will receive a participant trophy. Patches will be given to first place county teams only.
Football
If a football team wins the County Championship, the players on that team will receive a winner’s trophy at the Awards Ceremony. All football players that do not win the county competition will receive a participant trophy. The Charles County Parks and Recreation awards the winners of the President’s Cup Championship with a “Team Trophy”. Patches will be given to first place county teams only.
1.20 Elections
Elections will generally be held in the month of November or December each year, See By-Laws for upcoming elected positions. Officers on the Executive Board/Board of Director will hold office for two years. Board of Trustees will hold office for five years and appoint their successors.
Members of WESTLAKE BULLDOGS in good standing and who have served on a volunteer basis for at least two years with the Westlake Bulldogs can be considered for Nomination for a particular office. Nominations will be due by the end of November. Notice of this process will be posted on the league website.
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.
This Operating Code has been reviewed and approved by the Westlake Bulldogs Board of Trustees and the Executive Board/BOD as signed and dated below. Amendments and additions may be made by a vote of the Board of Trustees and the Executive Board/ BOD when changes are deemed necessary by these two governing boards.
