LINGLESTOWN FOOTBALL ASSOCIATION

BYLAWS

ADOPTED 1981

REVISED 1995

ARTICLE I - NAME AND OBJECTIVE

Section 1 - NAME:

1. The name of this organization shall be the Linglestown Football Association.

2. The names of the teams sponsored by this Association shall be as follows:

a. Midget Team to be known as the Colts

b. Pony Team to be known as the Colts Ponies

c. Pee Wee Team to be known as the Colts Pee Wees

Section 2 - OBJECTIVE:

1. The object of this Association is to set up a program of supervised football for the children in Lower Paxton, West Hanover and non-aligned areas with the following objectives:

a. CHARACTER

b. CITIZENSHIP

c. CHURCH AND FAMILY REVERENCE

d. CULTURE AND SCHOLASTIC ACHIEVEMENTS

e. MENTAL AND PHYSICAL HEALTH

f. SPORTSMANSHIP

g. HONESTY AND FAIR PLAY

ARTICLE II - MEMBERSHIP

Section 1 - PERSONS ELIGIBLE FOR MEMBERSHIP:

1. Any person eighteen (18) years of age or older, of good character and with a sincere desire to fulfill the objective of the Association shall be eligible for membership, subject to the approval of the Association.

2. The parent(s) of any child registered to participate shall automatically become an Associate member for that specific season.

Section 2 - ELECTION OF NEW MEMBERS:

1. Any person who has been recommended by a member, or by the membership committee, will be balloted for with a 2/3 majority vote in his or her favor from the membership present at any regular meeting in order to be declared a member.

a. A person is recommended at one meeting and voted on at the next regular meeting.

b. The proposed member must be present on the night of his or her membership election, unless excused by the President for a specific reason.

Section 3 - TYPES OF MEMBERSHIPS:

1. A member who does not attend at least six (6) meetings during a one (1) year period automatically forfeits his or her active status but remains an Associate Member.

2. Definition of Membership status:

a. Associate Member: Any parent(s) of a registered child who attends less than six (6) meetings during that season's calendar year.

b. Active Member: Any member who attends six (6) meetings in a calendar year.

c. Voting Member: Any member who actively participates and attends a minimum of ten (10) meetings in a calendar year and is eligible to vote.

ARTICLE III - OFFICERS

Section 1 - OFFICERS OF THE ASSOCIATION:

1. The officers of the Association shall consist of a President, Vice President, Athletic Director, Secretary, Treasurer, Conference Representative, Business Manager(s), Equipment Manager and Cheerleading Coordinator.

Section 2 - DUTIES OF THE PRESIDENT:

1. The President shall supervise all officers and preside at all meetings of the Association, maintaining order therein, and putting all motions to a vote when properly presented and seconded and fully discussed.

2. He/She shall appoint all standing committees on an annual basis and be exofficio of said committees.

3. In case of his/her inability to perform the duties of President, he/she shall notify the Vice President to act in his/her place.

4. He/She has the authority to make decisions until the Board of Directors' report can be achieved and an approval is passed by the Association.

Section 3 - DUTIES OF THE VICE PRESIDENT:

1. The Vice President shall assist in his/her duties, in the absence of the President shall perform his/her duties. In case of the death or resignation of the President, the Vice President shall succeed to that office for the unexpired term immediately. In this case, the office of the Vice President shall be filled by a special election as soon as practicable, but no later than one month from the date of vacancy.

2. The preparation, lining and maintenance of the football field for all home games shall be the responsibility of the Vice President. He/She shall be assisted with this duty by the Equipment Manager.

3. In the absence of the Secretary, the Vice President shall assume his/her duties.

4. He/She maintains the attendance log for participants of members in all Association functions.

Section 4 - DUTIES OF THE ATHLETIC DIRECTOR:

1. The Athletic Director shall provide adequate coaching staffs for the three teams, considering head coaches' requests as well as the personal desires of the assistant coaches.

2. He/She shall develop an Association approved training program, including pre-season clinics, physical conditioning program and a football system to be used by the three teams. This job will be done with the assistance of the three coaches.

3. He/She, along with the Conference Representative, will be responsible to insure that the team head coaches and the assistant coaches comply with the rules of the Keystone Midget Football Conference (KMFC), the Association Bylaws and the Association procedures or activities which are approved by the membership.

4. He/She shall be responsible for all matters regarding the registration of football players and shall be in charge of said registration. He/She shall assist the Conference Representative in insuring that all players are properly registered in the KMFC.

5. He/She shall oversee the behavior of coaches at games and practices and shall have the authority to remove a coach from games or practices after a warning(s) and until a hearing can be set forth by the executive board.

6. The Athletic Director shall be responsible for all matters pertaining to the Cheerleading Coordinator to assure his/her duties are carried out as defined.

Section 5 - DUTIES OF THE CONFERENCE REPRESENTATIVE:

1. The Conference Representative shall be the Association representative to the Keystone Midget Football Conference (hereafter known as the KMFC). He/She shall attend all meetings of the KMFC and give a complete report to the Association. In case of his/her inability to attend any meetings, it is most important that he/she notify the President. The President will attend or appoint a representative to attend the meeting. The substitute must notify the KMFC President before the start of the meeting of the change; failure to do this or attend any meeting will carry a KMFC fine.

2. In all matters which require a vote at KMFC meetings, the Conference Representative shall, where possible, poll the membership of the Linglestown Football Association to determine the feelings of the membership on said vote and shall vote in accordance with this poll, unless, in his/her opinion, circumstances and conditions at the meeting prevent him/her from doing so.

3. It shall be his/hers responsibility to supply the President with a copy of the Conference Bylaws and supply the President, Vice President and all head coaches with a copy of the Conference rules and regulations and a copy of the PIAA rules, if applicable, which shall be reviewed by these persons prior to the opening of the football season.

4. The hiring of officials for all non-conference games and the hiring of an ambulance for all home games shall be his/her responsibility. Failure to insure the ambulance for all home games will result in a KMFC fine.

5. He/She shall be responsible to select someone for weigh-in master at all games to conduct the pre-game weigh-in activities.

6. He/She shall schedule all non-conference and practice games, as well as oversee all registration activities for the Association.

7. He/She shall be responsible to insure that all players are properly registered with the KMFC, as well as, along with the Athletic Director, to insure that the team head coaches and assistant coaches comply with the Conference rules, the Association Bylaws, and the Association membership approved procedures or activities. Any violation will be reported to the Association.

Section 6 - DUTIES OF THE SECRETARY:

1. He/She shall keep a correct record of the proceedings at all meetings. He/She shall receive and read all communications to the Association and answer them with the Association's response.

2. He/She shall have charge of all books and papers pertaining to his/her office. He/She shall keep a correct list of the member's names and, at the proper time, maintain the record of attendance.

3. In case of inability to attend or perform his/her official duty, he/she shall notify the Vice President, delivering the books to him/her so that he/she may perform the Secretary's duties.

4. Notify members of the meeting prior to the meeting date and time.

5. In the absence of the Treasurer, the Secretary will take over his/her duties.

Section 7 - DUTIES OF THE TREASURER:

1. He/She shall keep a correct account of all monies received and spent, give a statement when requested by the Association and at no time shall he/she pay out any money unless authorized by the Association.

2. Within twenty-four (24) hours after his/her resignation or removal from office, he/she shall deliver to his/her successor or the President all books, papers, funds and other property belonging to the Association.

3. In case of his/her inability to attend a meeting or perform his/her official duty, he/she shall notify the Secretary, delivering the books to him/her so that he/she may perform his/her duties at the meeting.

Section 8 - DUTIES OF THE EQUIPMENT MANAGER:

1. He/She and the Business Manager shall investigate and propose major pre-seasonal purchases to the Financial Committee.

2. He/She shall be responsible for distribution, collection, maintenance, inventory and storage of all equipment.

3. He/She shall be the only person authorized to purchase equipment for the Association. He/She will be allowed to spend up to five hundred ($500.00) between August 1st and November 30th without the consent of the Association if need be.

4. In the event of his/her absence or the inability to perform his/her duty, he/she shall notify the Assistant Equipment Manager(s) to act in his/her place.

5. He/She shall assist the Vice President in the preparation of the football field for all home games.

6. He/She or his/her assistant(s) shall be present at all games, varsity and junior varsity including practices at the field and/or a facility deemed necessary for games or practices.

7. He/She must have an inventory of all football equipment prepared by January 1st.

8. He/She shall assist the Vice President in the preparation of the football field for all home games.

9. The Assistant Equipment Manager, as required and upon prolonged absence of the Equipment Manager, shall be authorized to purchase equipment within the rules governing the Equipment Manager.

Section 9 - DUTIES OF THE BUSINESS MANAGER(S):

1. It shall be his/her responsibility to supervise all fund raising endeavors of the Association.

2. It shall be his/her responsibility to arrange the printing of the Football Program. He/She will also make the arrangements with the cheerleaders for the distribution of the programs at all home games and arrange for the distribution of 50-50 tickets at all home games.

3. He/She shall be responsible for review and purchase of all Association insurance requirements.

4. He/She shall be responsible for organizing and maintaining the concession stand with full accounting of inventory purchases and sales. He/She shall also be responsible for maintaining a daily log of income earned for each day of concession sales. He/She shall also be required to prepare monthly statements of all income and expenditures related to concession and fund-raising events or upon request by the Association President.

5. The Business Manager, along with the Equipment Manager, shall investigate and propose major pre-seasonal purchases to the Financial Committee.

Section 10 - DUTIES OF THE CHEERLEADING COORDINATOR:

1. The Cheerleading Coordinator shall be responsible for reporting all activities of cheerleaders and cheerleading coaches to the Athletic Director.

2. He/She shall be responsible for conducting cheerleading coaches meetings throughout the year in order to assist the coaches in promoting and developing the cheerleading program.

3. He/She shall be responsible for assisting the Equipment Manager with the purchasing, distribution, collection and monitoring of the care of cheerleading equipment.

4. He/She will be responsible for enforcing the cheerleading dress codes as well as developing and maintaining the try-out procedures and scheduling.

5. He/She shall also be responsible for coordinating a high level of support and communication between parents, coaches, Association and Board Members.

6. He/She shall additionally be responsible in assisting with the organization of "Parent's Day" and the "Football Banquet" in conjunction with the appropriate committee(s).

7. He/She shall be responsible for organizing cheerleading "Spirit" ideas and Pep Rallies as well as organizing and recruiting activities in order to solicit and promote constant growth and learning.

8. He/She shall be responsible for organizing coaching and cheerleading clinics in order to promote constant growth and learning.

9. The Cheerleading Coordinator will also be responsible for soliciting chairperson(s) to organize committees necessary to support the needs of the Association, such as: Team Parent Committee, Banquet Committee, Parent's Day Committee, etc.

Section 11 - ABSENTEES OF OFFICERS:

1. Any officer who shall absent himself/herself from three (3) consecutive regular meetings of the Association will automatically forfeit his/her title thereto and the said office thereupon shall automatically become vacant with the immediate right of the Association to elect a new officer in his/her place. However, the absenting officer may present justification for his/her absence which the Association shall, by majority vote, declare reasonable or not.

ARTICLE IV - STANDING COMMITTEES

Section 1 - NAMES OF STANDING COMMITTEES:

1. The standing committees of this Association shall be as follows with the numbers of members included. These committees will be set on an annual basis:

a. Team Parent Committee: Organized by Cheerleading Coordinator and Business Manager with the support of two or more parents per squad.

b. Auditing Committee: Comprised of the incoming and outgoing Treasurer, President, Business Manager(s) and a qualified Accountant.

c. Board of Directors: The President, Vice-President, Secretary, Treasurer and the Conference Representative.

d. Financial Planning Committee: Refer to Article IV, Section 5, Paragraph 1.

e. Banquet Committee: Organized by the Business Manager, Treasurer and two volunteers.

f. Parent's Day Committee: Organized by the Cheerleading Coordinator and three volunteers.

g. Promotional Committee: Comprised of the Business Manager, Cheerleading Coordinator, Athletic Director and three or more volunteers.

Section 2 - DUTIES OF TEAM PARENT COMMITTEE:

1. Organizing and staffing required volunteers for concession stand as well as field maintenance.

2. Assisting coaches as requested.

Section 3 - DUTIES OF THE AUDITING COMMITTEE:

1. It will be the duty of the Auditing Committee to examine and audit the accounts of the Treasurer at any time the Treasurer vacates his/her office, after every election of this office, or at any time so directed by the President.

2. Audit of financial records to be completed prior to incoming Treasurer taking office OR January 1 of the new year.

3. A moratorium will be set on spending during the months of December and January unless given approval by the Board of Directors.

Section 4 - DUTIES OF THE BOARD OF DIRECTORS:

1. It will be the duties of the Board of Directors to investigate, report and recommend discipline to the Association, if needed, on any problem passed on to them by the Association. Only the Association will have the final decision rights on the actions of the Board of Directors.

Section 5 - DUTIES OF THE FINANCIAL PLANNING COMMITTEE:

1. The Financial Planning Committee will consist of six (6) persons consisting of the following:

a. Football Coach

b. Cheerleading Coach

c. Treasurer

d. Equipment Manager

e. Non-aligned Member

f. Business Manager

2. All purchases must be approved by the Financial Committee at any time.

3. The Committee's overall responsibility will be to organize a fiscal spending plan for the Association. Said plan will include a general three (3) year spending forecast as well as a detailed proposal for the upcoming season.

4. The appointed Committee will review an equipment replacement schedule developed and presented by the Equipment Manager to eliminate excessive annual equipment expenditures, which can cause financial burden on the Association.

5. Submit an estimate plan of facility expenses to include referee, ambulance and liability insurance.

6. The Committee will consult with the head coaches to determine and forecast what the expected turn out will be for the upcoming season. NOTE: Head coaches will canvas all eligible players of the previous seasons by May 31st.

7. Review past equipment purchases to determine what past usages have been, i.e., football equipment/cheerleading uniform life.

ARTICLE V - MEETINGS

Section 1 - THE REGULAR MEETINGS:

1. Regular meetings of the Association shall be held on the first and third Thursday of each month at 8:15 P.M. during the regular football season. Off season meetings shall be held on the first Thursday of each month at the time designated by the President.

2. Meetings will be held from February through June on the first Thursday of these months. For the months of July through 1st Thursday in December, the meetings shall be held twice a month.

Section 2 - SPECIAL MEETINGS:

1. Special meetings may be called by the President by the written request of any two (2) Active members. The Secretary shall notify all members of such a meeting starting time, place and the object of the meetings. At all such meetings nothing shall be transacted except the business for which said meeting was called.

ARTICLE VI - ELECTION OF OFFICERS

Section 1 - THE ELECTION:

1. All elections of officers and coaches (as necessary) shall be held at the regular December meeting and shall be by written ballot and they shall be in office for a one (1) year period. (For officers only.)

2. The reaffirmation of coaches and announced vacancies shall take place at the last regular meeting in October. The nominations for officers and coaching vacancies will be held during the first regular meeting in November after the affirmation of the three head coaches.

a. The Nominating Committee shall be selected by the President during the last September meeting and report their nominations during the first November meeting.

b. The Nominating Committee is responsible to be sure that members they are nominating are eligible to run for office.

c. The floor will remain open for each office until the second November meeting.

3. The President shall appoint three (3) active members whose duty it shall be to carefully count and announce the votes cast.

4. Any active OR voting member is eligible for election to any office.

5. A member may be nominated for more than one office by the nominating committee, but may be elected to only one office, withdrawing from the others on this night.

6. The member receiving the highest number of votes cast will be declared elected.

7. Any member who does not attend at least ten (10) meetings during a calendar year automatically forfeits his/her privilege to vote.

Section 2 - SPECIAL ELECTIONS:

1. All vacancies that occur prior to the normal term of office shall be filled by a special election, with the exception of the office of President, which is filled by the Vice President immediately; the Vice President's office is then filled by a special election.

2. All special elections must be called within a one (1) month period after the vacancy of the office and/or head coach position and the election will be at the following meeting, if not sooner by a special meeting.

ARTICLE VII - COACHES

Section 1 - SELECTION OF ONE HEAD COACH FOR EACH SQUAD:

1. A team head coach vacancy shall be nominated for each team by the Association during the first regular meeting in November and to be voted on by the Association membership during the regular meeting in December. A simple majority vote is required to be elected as a head coach.

2. Any head coach wishing to retain his/her position as head coach of his/her team shall retain his/her position unless removed from the position under Bylaws Article VII, Section 3, Paragraph 1.

Section 2 - ELIGIBLE PERSONNEL FOR HEAD COACH:

1. To become a head coach, active membership is required and the following of Association programs will be required.

2. Head coaches must become voting members to retain position.

Section 3 - REMOVAL OF A HEAD COACH:

1. Only the Association voting membership has the authority to remove a head coach permanently after a request from the Athletic Director, Conference Representative, or the Board of Directors, or voting membership. In all cases, a just cause must be proven and a 2/3 majority vote attained for removal.

Section 4 - DUTIES OF A HEAD COACH:

1. Head coaches are required to maintain voting status with the Association.

2. To uphold the rules and regulations set forth and to promote football as a means to fulfill the Association objectives.

3. To be directly responsible for the physical conditioning of all players. He/She will not, under any circumstances, play a player in any game or practice who is, in his/her honest opinion, not physically or emotionally fit to play.

4. The team head coaches will be responsible for their respective teams at all times and will not permit a player to participate in any practice or any scheduled game if he/she does not meet the requirements as set forth by the Association or the KMFC.

5. He/She will maintain a player attendance record.

6. He/She will be responsible for the performance of the assistant coaches assigned to him/her on the practice field and during the game.

7. The team head coach will work directly with the Athletic Director in all functions concerning his/her team.

8. It shall be the responsibility of the head coach to assign at least one assistant coach the responsibility of making every effort to see to it that each responsible and capable player has an opportunity to play in every game. The assistant coach assigned to this duty shall operate under the direct supervision of the head coach. The head coach retains the right to override the decision of the assistant coach(es).

9. Varsity head coaches shall work with the Junior Varsity head coaches to set up a plan of plays so that any player being double rostered will have an understanding of the plays on both levels. Double rostering will be a mutual agreement between the head coaches of both varsity and J.V. teams.

Section 5 - DUTIES OF THE ASSISTANT COACHES:

1. All assistant coaches must be active members of the Association.

2. After the assistant coaches are assigned, they are to render full support as directed by the head coach in his/her fulfillment of the Association objectives.

3. He/She is to insure the safety of all players during all practice sessions and during the game.

4. He/She is to work beside the team head coach helping wherever he/she may be needed.

ARTICLE VIII - PLAYERS

Section 1 - ELIGIBILITY IN GENERAL:

1. Each player must present proof of parental consent in writing.

2. Each player must have a physical examination prior to his or her participation in any physical activities of the Association, including the calisthenics.

3. Any football player who plays for a scholastic football team during any season shall be ineligible to play for the Linglestown Colts. However, if a player is cut from a scholastic team prior to playing for that team, he may be eligible to play for the Colts.

Section 2 - ELIGIBILITY SPECIFIC:

1. Midget players must not weigh more than the KMFC limit requirement. Age limit is from seven (7) to thirteen (13) years of age.

2. KMFC rules apply to all Midget, Pony and Pee Wee football players.

3. Cheerleading age limit is from seven (7) to thirteen (13) years of age. KMFC rules for age and conduct will apply.

Section 3 - PLAYERS EQUIPMENT:

1. The Linglestown Football Association will provide each player with the following playing equipment:

a. Helmet, face guard, and chin strap

b. Game jersey (2), practice jersey (1)

c. Shoulder pads

d. Football pants with proper thigh, hip, and knee pads

e. First mouthpiece

2. Each player is responsible for supplying themselves with the following items:

a. A pair of serviceable athletic shoes, KMFC approved

b. Athletic supporter with cup

c. Replacement mouthpiece

d. Athletic socks

Section 4 - CHEERLEADERS EQUIPMENT:

1. The Linglestown Football Association will provide each varsity cheerleader with the following uniform:

a. Cheerleading skirt

b. Cheerleading sweater

c. Set of Pom-poms

2. Each girl is responsible for supplying herself with the following items:

a. Pair of royal blue trunks

b. Pair of white pre-approved sneakers

c. White turtle neck

d. White sweatpants and/or leggings (squad coaches preference)

e. Socks

ARTICLE IX - AMENDMENTS AND RESOLUTIONS

Section 1 - AMENDMENTS TO BYLAWS:

1. Alteration, amendments and repeats must be presented in writing, read and held over without discussion until the next regular meeting when they are discussed and then voted on by the members present.

Section 2 - RESPONSIBILITY OF BYLAWS:

1. The Association Secretary shall be responsible for supplying each new Association member with an updated copy of the Bylaws upon joining the Association.

2. The Secretary shall keep an updated copy of these Bylaws and maintain all measures adopted over time. He/She shall be further responsible to provide all Association members with updated copies of amended Bylaws.

ARTICLE X - RULES OF ORDER

Section 1 - OVERSEER:

1. The Robert's Rules of Order shall prevail at all meetings of this Association.