Woodstock Thunder Youth Football and Cheer By-Laws

WOODSTOCK THUNDER YOUTH

FOOTBALL AND CHEER

BYLAWS

Amended September 2009

Article I - Name  

Article II - Purpose and Goals

Article III- Membership

Article IV - Meetings

Article V - Executive Board

Article VI - Elections

Article VII- Officers

Article VIII - Directors

Article IX - Finances

Article X - TCYFL

Article XI - Waiver of Notice

Article XII - Amendments

Article XIII - Indemnification

Article XIV - Dissolution of Funds

Article I - Name

The name of this organization shall be known as the WoodstockThunder Youth Football and Cheer.  TheWoodstock Thunder Youth Football and Cheer shall be referred to as WTYFC.

Article II - Purpose andGoals

The WTYFC is committed to teaching the fundamentals of footballand cheer, which include but are not limited to sportsmanship, teamwork,cooperation, fair play, character building, and fun.  In order to achieve these goals the Board,Directors and parents must strive to be positive role models.  They must lead by example and promote goodsportsmanship and fair play.

Article III - Membership

Members of the WTYFC shall be comprised of any person within the Woodstock communityinterested in the youth athletic program and wishing to promote the goals ofthe WTYFC.  All parents of players, and/orcoaches, and/or persons voted as a member of the Board of Directors orExecutive Board shall automatically be granted membership to thisorganization. 

Article IV - Meetings

Section1 - The WTYFC shall meet every first Wednesday of every month during thecalendar year.

Section 2 - Special meetings may be called for by the ExecutiveBoard.  The general membership may or maynot be given notice of a special meeting.

Section 3 - A simple majority (51%) of the Executive Board shallconstitute a quorum.  If a quorum is notpresent, business can be transacted, however items which require a vote must betabled until the next regular meeting or until a quorum is present.

Section 4 - Robert's Rules of Order, latest or modified version,will be the preeminently authority of the WTYFC in all cases in which they areapplicable and are not inconsistent with the bylaws.

Article V - Executive Board

Section 1 - The business affairs of the WTYFC shall be managed by itsExecutive Board.  The Executive Boardmust be committed to the goals and guiding principles of the WTYFC. 

Section 2 - The officers of the Executive Board will consist of aPresident, Vice President, Treasurer, Secretary, Vice President of Football,Vice President of Cheer, and Public Affairs Officer.

Section3 - Members of the Executive Board shall be elected for a term of 2 years. 

Section 4 - If necessary, an Executive Board member can be removedfrom office by a unanimous vote of the remaining officers and a majority votefor directors when in their judgment it serves in the best interest of theWTYFC.  Proper written notice explainingall reasons has to be given 7 days prior to the vote for dismissal of officewill take place.  Prior to removal, theofficer in question has the right to have his/her case heard by the remainingofficers before voting. All voting in this manner will be done by secret ballotand counted by the President.

Article VI - Elections

Section 1 - Elections will take place at the regular Novembermeeting.  Officers assume office onJanuary 1st and serve in such capacity through the following December 31st.

Section 2 - An announcement of elections shall be published on theWTYFC website along with an announcement at the regular September meeting. 

Section 3 - At the October regular meeting, the nominees shall bepresented and an opportunity shall be given for the nominee from the floor.

Section 4 - Nominees shall be present at the October meetingunless written notice is given to the secretary by the nominee. 

Section 5 - Officers shall be elected by secret ballot.  The Executive Board, excluding those runningfor office, will count ballots.  A voicevote may be conducted if there is but one nominee for any officer.

Section 6 - A majority of votes cast by the Directors and ExecutiveBoard members, excluding members that are running, of the WTYFC present shallbe necessary for election.  Mail in orproxy votes will not be allowed.  Shouldno person receive a majority of votes cast, a revote between the 2 persons whoreceived the largest number of votes shall immediately be held.

Section 7 - A vacancy of office shall be filled with an appointedperson who was voted on by the majority vote of the remaining officers. ThePresident may fill the vacancy temporarily until a vote is taken. Theappointed person, or President, will not receive voting rights until the saidposition's term is renewed by election or the appointed person receives 100%approval of the Executive Board.

Article VII - Officers

All officers shall hold office until his/her successor has beenduly elected, until he/she resigns, or has been removed from office.  It is strongly recommended that any officernot miss a total of three regular Board meetings in one calendar year.  Failure to attend meetings could be grounds for a removalof office.

Section 1 - The President shall be the Chief ExecutiveOfficer.  He/She gets 1 vote on theExecutive Board.  The President's duties shallinclude but are not limited to the following items.

(A) Preside at all meetings except in those instances proceedingin which the authority to execute is expressly delegated to anotherofficer. 

(B) Be in charge of the business affairs of the WTYFC. 

(C) Delegate job responsibilities to other Executive Board members.

(D) Prepare and present agenda for regular and special meetings.

(E) Direct secretary to inform all members dates and times ofmeetings.

(F) Secure practice and game playing fields.

(G) Secure meeting places.

(H) Will be a signee on all bank accounts.

Section 2 - The Vice President gets 1 vote on the ExecutiveBoard.  The Vice President's dutiesinclude but are not limited to the following duties.

(A) Assume responsibilities and duties in the absence of thePresident.

(B) Serve as an aide to the President.

(C) Be responsible for negotiating costs for special events (i.e.pictures, trophies, etc).

(D) Collect TCYFL game cards from all head coaches and deliversaid cards to the league officials.

(E) Will be a signee on all bank accounts.

Section 3 - The Treasurer shall be the principal accounting andfinancial officer of the WTYFC.  He/Shegets 1 vote on the Executive Board.  TheTreasurer's responsibilities include but are not limited to the followingduties.

(A) Be in charge of all funds belonging to the WTYFC.

(B) Keep accurate accounts of receipts, distributions, andexpenditures.

(C) Provide a monthly report reflecting all receipts,disbursements and the balance for the end of the previous calendar month.  A copy of report shall be attached to the originalmonthly minutes.

(D) Provide a copy of the monthly bank statement to the President.

(E) Together with the Executive Board, prepare an operation budgetto be presented at the February meeting for approval at the March meeting.

Section 4 - The Secretary gets 1 vote on the Executive Board.  His/Her responsibilities will include but arenot limited to the following duties.

(A) Responsible for keeping of the minutes at all regular andspecial meetings.

(B) Making attendance list at all regular and special meetings.

(C) Provide a current membership roster of all Executive Boardmembers.

(D) See that all notices are given in accordance with theprovisions in the bylaws or as required by law. 

Section 5 - The Public Affairs Officer is the primary liaison betweenthe members and the Executive Board of the WTYFC.  He/She gets 1 vote on the ExecutiveBoard.  The Public Affairs Officer'sresponsibilities include but are not limited to the following duties.

(A) Offer input in regards to organizational affairs.

(B) Act as advisor with members of the WTYFC.

(C) Distribute information to the WTYFC families and members.

(D) Distribute information to local newspapers for the purpose ofannouncements or advertising.

Section 6 - The Vice President of Football get 1 vote on theExecutive Board.  His/Herresponsibilities include but are not limited to the following duties.

(A) Be responsible for attaining all back ground checks for anyindividual who will be working with the WTYFC. 

(B) Appointing, subject to Executive Board approval, a Director ofCoaching and a Director of League Affairs.

(C) Oversee all affairs relating to the TCYFL's games, coachingand rules.

(D) Coordinate an annual coach's meeting.

(E) Design the rules and attend the draft for each footballseason.

(F) Will conduct interviews, with the help of the Director ofCoaching, for prospective coaches and assign coaches to each team at eachlevel.

Section 7 - The Vice President of Cheer will be the primaryexecutive with any affairs relating to the Thunder Cheer program.  He/She gets 1 vote on the ExecutiveBoard.  The Vice President of Cheer'sresponsibilities include but are not limited to the following duties.

(A) Insure that all cheerleading coaches and assistants adhere tothe WTYFC's mission statement.

(B) Assign cheerleading coaches for each squad.

(C) Organize practice schedules

(D) Assign cheer squads for each football team

(E) Organize tournaments (if applicable).

(F) Appoint any position, subject to Board approval, needed tohelp carry out any or all duties relating to cheerleading.

Article VIII - Directors

The Directors shall attend all regular meetings prepared toprovide a progress report to the Executive Board.  If unable to attend they shall notify amember of the Executive Board in advance to make arrangements to have progressreport presented in their absence.  TheExecutive Board has the power to establish new or eliminate any Directorpositions as deemed necessary.  TheExecutive Board shall appoint one Director to act as a Chair of Directors. TheDirectors have no voting rights on the Executive Board, however in the event ofa tie on the Executive Board; the Directors shall have one collective vote,which the Chair of Directors will present to the Executive Board. Board members shall fill in any vacant Director positionsto insure the proper, efficient running of the WTYFC.  Executive Board members filling in will notreceive any Director voting rights.   TheDirectors are responsible for voting in the members of the Executive Boardfollowing the rules set forth in Article V. Directors are responsibly for turning in budget estimates to theTreasurer by the regular February meeting for the purpose of an accurate WTYFCyearly budget.  All Directors’responsibilities include but not limited to the duties set forth.

Section 1 - The Director of Fundraising is responsible for allactivities related to fundraising events. It is their responsibility to collect all monies received fromfundraising and give to treasurer. 

Section 2 - The Director of Equipment is responsible for all ofthe football gear and accessories needed to properly outfit Thunderfootball.  They would organize andinventory equipment in the storage area. Also, organize the distribution and return of equipment to players and coaches.  He/She is to evaluate all equipment conditionand determine a replacement schedule.

Section 3 - The Director of League Affairs will be the voice forthe WTYFC at all TCYFL meetings.  He/Shewill attend monthly TCYFL meetings and report back to the Vice President ofFootball any information acquired. 

Section 4 - The Director of Registration is responsible forregistering players with the organization. He/She will be responsible for providing information about the WTYFC tothe public.  The Director of Registrationwill work with the Treasurer on collecting and recording registrationfees.  He/She shall provide all completedrosters and copies of birth certificates to the TCYFL weigh-in commissioner atthe determined date.  They will berequired to maintain all participants' records.

Section 5 - The Coaching Liaison will act as a facilitator betweenthe coaching staff and the Vice President of Football. He/She will beresponsible for making sure that all coaches have the proper uniforms and certificatesneeded to coach on the sidelines.  TheCoaching Liaison will work closely with the Vice President of Football to makesure that all coaches are teaching the correct offense and defense that willoptimize the future of the program. 

Section 6 - The Field Manager will be responsible for themanagement of the game and practice facilities. He/She will work with the Director of Volunteers to make sure that theset-up of fields on game day is done correctly. He/She will be responsible for the storage of practice equipment. 

Section 7 - The Director of Team Wear is responsible for allpromotional merchandise sold at all WTYFC functions.  He/She will find vendors that will offer afair and reasonable cost to the organizational. He/She will be responsible for receiving all orders and making sure thateach order is giving to the appropriate persons.  It is their responsibility to collect allmonies received from team wear and give to treasurer. 

Section 8 - The Director of Volunteers is responsible forattaining all volunteers needed to run the WTYFC

Properly.  He/She will haveto find volunteers for, but not limited to the duties listed below.

(A) Scoreboard operator

(B) Chain gang

(C) Team moms

(D) Game announcers (if applicable)

(E) Concessions workers

(F) Fundraising events

(G)Set-up Spirit wear table

(H)Set-up and Clean-up for all home games

The Director of Volunteers will work closely with all otherDirectors to insure that each Director has the necessary number of volunteersneeded to perform their duties. 

Section 9 - The Director of Concessions is responsible forobtaining all food and drink to be sold on game day.  It is their responsibility to collect allmonies received from concessions, make sure of its accuracy and give the fundsto treasurer. 

Section 10 - The Director of Sponsorship and Donations isresponsible for obtaining the most sponsorships and donations possible topromote the WTYFC.  He/She is to make thepublic aware of all the sponsorship or donation opportunities provided by theWTYFC.  They are to also contactbusinesses in the area and ask if any would like to sponsor the upcoming WTYFCseason.  It is their responsibility tocollect all monies received from sponsors and give to treasurer. 

Article IX - Committees and AdvisoryBodies

Section1 - There shall be the following standing committees:  Executive, Finance and Nominating.  There shall be no less than one Director oneach standing committee, except the Nominating Committee which may be composedentirely of non-Directors. 

Section2 - The Executive Board or Directors may create and appoint persons to anAdvisory Body or any other such body that may or may not have Directors asmembers.  The Advisory Body shall havespecific duties defined by the Board. Such bodies may not act on behalf of the WTYFC or bind it any action butmay make recommendations to the Board for their consideration andapproval.  Each Committee or AdvisoryBody established pursuant to these Bylaws shall serve until the end of aspecified term, except that the bodies may be abolished or revised by the Boardat any time prior thereto.

Article X - Finances

All contracts are to be entered into and signed by the Presidentproviding that those said contracts meet fiscal appropriation and have beenapproved by the Executive Board's yearly budget.  All checks, drafts or other orders for thepayment of money, notes or other evidences or indebtedness issued in the nameof the WTYFC shall be signed by the President or Vice President.  Any expenditure in the excess of $500requires prior approval of the Executive Board. The Executive Board may accept, on behalf of the WTYFC, anycontribution, gift, bequest or devise for the general or special purpose of theorganization. 

Article XI - Tri-County YouthFootball League

(TCYFL)

The WTYFC shall be a member and participate in all competitivesports activities sponsored by the TCYFL and pay the required fees.

Article XII - Waiver ofNotice

Whenever any notice is required to be given pursuant to the provisionsof the General Not-for-Profit Act of Illinois or pursuant to the provisions ofthis Constitution of the Articles of the Incorporation of this Corporation, aWaiver thereof in writing signed by the person or persons entitled to suchnotice, whether before or after the time started therein, shall be deemedequivalent of giving notice.

Article XIII - Amendments

The power to alter, amend or repeal these bylaws shall be vestedin the Executive Board.  After any new ExecutiveBoard positions are filled by election, the Executive Board shall review saidbylaws within the first thirty days. Such action may be taken at a regularmeeting or special meeting.  Special notice of this purpose shall be givento the membership.  A unanimous vote ofthe Executive Board is required to make any amendments.  These bylaws may be altered if at any timethey do not contain the proper provisions for the regulation and management ofthe affairs of the WTYFC are not consistent with the law of the State of Illinois or the Articleof Incorporation.

Article XIV - Indemnification

Section 1 - The WTYFC shall have the power to indemnify any personwho was or is a party or is threatened to make a party to any threatened,pending or completed action, suit or proceeding, whether civil, criminal,administrative or investigative (other than action by or in the right of theWTYFC) by reason of the fact that he/she is or was a director, officer,volunteer, or coach of the WTYFC, against expenses (including attorney fees), judgments,fines and amounts paid in settlement actually and reasonably incurred by him orher in connection with such action, suit or proceeding, had no reasonable causeto believe his/her conduct was unlawful. The termination of any action, suit or preceding by judgment orsettlement, conviction or upon a plea of nolo contendre or its equivalent,shall not of itself, create a presumption that the person did not act in goodfaith and in a manner he/she reasonably believed to be in or not opposed to thebest interests of the WTYFC, and with respect to any criminal action orproceeding, had reasonable cause to believe that his/her conduct wasunlawful. 

Section 2 - The WTYFC shall have the power to indemnify any personwho was or is a party or is threatened to be made a party to any threatened,pending or completed action or suit by or in the right of the WTYFC to procurea judgment in its favor by reason of the fact that he/she is or was a director,officer, volunteer, or coach (including attorney fees) actually and reasonableincurred by him/her in connection with the defense or settlement of such actionor suit if he/she acted in good faith and in a manner he/she reasonablybelieved to be in or no opposed to the best interests of the WTYFC and exceptthat no indemnification shall be made in respect of any claim, issue or matteras to which such person shall have been adjudged to be liable for negligence ormisconduct in the performance of his/her duty to the WTYFC unless and only tothe extent that the court in which such action or suit was brought shalldetermine upon application that despite the adjudication of liability, but inview of all the circumstance of the case, such person is fairly and reasonableentitled to indemnify for such expenses which the court deems proper. 

Section 3 - To the extent that a director, officer, volunteer orcoach of the WTYFC has been successful on the merits or otherwise in defense ofsuch action, suit or proceeding referred to in Section 1 and Section 2, or inthe defense of any claim, issue or matter therein, he/she shall be indemnifiedagainst expenses (including attorney fees) actually and reasonably incurred byhi/her in connection therewith. 

Section 4 - Any indemnification in Section 1 and Section 2 (unlessordered by the court) shall be made by the WTYFC only as an authorized in thespecific case upon a determination that indemnification of the director,officer, volunteer, or coach is proper in the circumstances because he/she metthe applicable standard of conduct set forth in Section 1 and Section 2.  Such determination shall be made (a) by theExecutive Board by a majority cote of a quorum consisting of officers who werenot parties to such action, suit or proceeding, or (b) is such quorum in not obtainable,or if obtainable, a quorum of disinterested officers so directs, by independentlegal counsel in writing opinion, (c) by the members of the WTYFC.

Section 5 - The indemnification provided by this Article shall notbe deemed exclusive of any other rights to which those indemnified may beentitled under contract, agreement, vote of members or disinterested officers,or otherwise, both as to action in his/her official capacity, while holdingoffice, and shall continue as to a person who, has ceased to be a director, officer,volunteer, or coach and shall incur to the benefit of her, executors,administrators, and legal representatives of such person.

Section 6 - - The WTYFC shall have the power to purchase andmaintain insurance on behalf of any person who is or was a director, officer,volunteer,  or coach of the WTYFC,against any liability asserted against him/her or incurred by him in any suchpower to indemnify him or her against liability under the provisions of thisArticle.

Article XV - Dissolution ofFunds

In the event that the WTYFC shall dissolve, all existing funds,less outstanding expenses and debts, shall be contributed to the not for profitcharity, Fire Up My Heart.

AMENDMENT 1.  Due to factthat these bylaws will be voted into affect on the date of, __________2009, thefollowing Articles and Sections will be affected until November 2009. 

Article V - Section 2 and Section 3

Article VII - Section6 and Section 7 

Article VIII - Section 3 and Section 5

All mention of the Vice President of Football and the VicePresident of Cheer will be disregarded.

The Vice President of Football and the Vice President of Cheerwill be in official board members after the November election in 2009. 

AMENDMENT2.  Due to fact that these bylaws will bevoted in the midst of some of the Executive Board member's term the followingsection will be affected.

ArticleV - Section 3

ThePresident, Secretary, VP of Football, and the VP of Cheer will be up forelection in November 2009 to start their two year term.  The Treasurer, Vice President, and PublicAffairs Officer will be up for election in November 2010 to start their twoyear term.