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Cahaba Valley Football & Cheerleading |
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BY LAWS
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Table of Contents I. II. Eligibility (New details for 2007) III. Coaches Selection a) Coaches Behavior and Discipline IV. Code of Conduct and Enforcement V. Board Positions, Job Descriptions, Elections VI. Various By-Laws I. Our purpose
as a program is to equip and train our boys in the skills and knowledge of football in a competitive environment. We will
accomplish this through Godly leadership and quality coaching to better prepare them for Jr. High and High School. II.
Eligibility Any child participating in the CVYF league must meet one of the following requirements to participate: 1) Currently enrolled in 2) Currently pre-enrolled or on the waiting list for any grade at Briarwood elementary school or the 7th grade Jr. High School. (If a child has siblings that are currently in any
of the is to enroll the child
in any Any child not currently attending Briarwood will have to get approval by the Director first, and then the Board's approval and a waiver from all the voting members from each park, to play for the CVYF program. The CVYF director will present all potential children that are not currently attending Briarwood, to the Jefferson Shelby Youth Football League members for approval before the official weigh in. The JSYFL has the authority to accept or deny any player not currently attending Briarwood. III. Coaches Selection Each team will have one head coach. The head coach will be selected by the Director and one other board member. Each coach and asst. coach must be approved by the board for the same year the team will be playing. The head coach for each weight class needs to be selected as soon as possible. The head coach must be selected no later than June 30th of each year. a) The head coach will be held to the highest standard. Each coach and assistant coach will fill out a coaches application and will be subject to any background check the board deems necessary to confirm the character of the candidate. The head coach has the authority to select his asst. coaches with the board voting approval. Each head and assistant coach will be subject to the Code of Conduct. Also, the following discipline will be adhered to: 1) If a coach is given an unsportsmanlike conduct penalty during a game, the head coach will inform the Director the day after the game. The coach will then be put on probation for the remainder of the year. If the same problem occurs during the same season, then the incident will be reported to the director the next day by the Head Coach and an investigation by the Director and Asst. Director will occur to see if the code of conduct has been violated. After the investigation, their will be consideration as to whether a suspension for the next game is necessary. The Director has the final decision.
2) If a coach is thrown out of a game, the incident will be reported to the director the next day by the Head Coach and an investigation by the Director and Asst. will occur to see if the code of conduct has been violated. If the coach is allowed to return, and there is another unsportsmanlike conduct penalty or the coach is thrown out again, the Head Coach will be report the incident the next day. Another investigation will occur and then their will be consideration as to whether a suspension or removal is necessary. The Director has the final decision. IV. Code Of Conduct It is the desire of the Cahaba Valley Board members to develop the best youth program in the Jefferson Shelby area. It is the intention of the Cahaba Valley Board to communicate to all participants in our program a code of conduct to be adhered to at all games, practices and activities. The coaches, players and cheerleaders are allowed to participate in our program with the consent of the CVFC board. The board reserves the right to refuse participation of any individual who consecutively violates our code of conduct. Our board wants to inform
all families involved in our program of the following expected behavior at We expect coaches, players, cheerleaders, parents, friends of parents and other family members to adhere to the following items. 1) We expect our program to create a positive and Christian environment as we compete against other youth programs. All parties involved with our program should behave in a way that is honoring to God. 2) We expect our coaches, players, cheerleaders, parents and family members to refrain from using derogatory and abusive language. All parties attending CVFC events should not use profanity or yell disrespectful words to referees, coaches, fellow players or anyone associated with our program or the opposing team. We want our fans to be enthusiastic and energetic in their support for our teams. In an effort to encourage CVFC participants to create a positive environment, the following steps will be followed in the event of a violation of our code of conduct. 1) A board member will call the individual who has been accused of the violation. If it is clear the violation has occurred, the phone call will serve as a warning. All board members will be advised of the incident. 2) If a second violation occurs during the same season, a phone call will be made to confirm the violation and all board members will be advised. If it is clear the violation has occurred, the individual will be asked not to return for the remainder of the events for that season. If the individual is not a player, but is a coach, parent or family member, and they will not stay away from the next game or event, then the player will not be allowed to participate. It is the boards desire to never have to enforce the above code of conduct. Please be considerate and thoughtful as you attend all CVFC events. We believe we have a higher calling and want all of our people to enjoy youth football and cheerleading. V. Board Positions and Elections All board positions will be elected the third Sunday of January of each year. The current board members or any participating parent from the current calendar year, can nominate someone for the following positions. Director, Asst. Director, Equipment Manager, Treasurer, Secretary, Cheerleading Director and Coaches Development Director. (Each Year the existing board can determine if the Asst. Director and Equipment Manager will be one person rather than two.) Nominations need to be made via email or in writing to the current Director by December 31. (i.e. Board members for the new calendar year, must be nominated by Dec. 31 of the current year) All nominations will be posted on the web page and the date of the election will be advertised either by email, web page or regular mail at least 2 weeks before the election date. If a board position has no nominations, or the nominated party declines, the previous years Director can place an individual after the Dec. 31st deadline. The appointed individual will then be voted on the 3rd Sunday in January, as the by laws state, or if after the 3rd Sunday in January, all of the newly elected board members will vote for the unoccupied board position. Any parent that had a son or daughter participate in the previous calendar year, is eligible to vote for all board positions. The vote will be administered by the previous year’s Director and one none board member selected by the Director. The vote will be in writing and anonymous. The vote count will take place the day of the election and all hard copies of the vote can be reviewed by any voting party the same day of the election after the vote count. Postponement of Board Elections On the day of the board elections, the Director who is administering the vote, can postpone the actual vote for one week, if there are not enough eligible voters present, or if the director deems it necessary to bring a greater number of voters to the election. This decision will be completely at the discretion of the Director and is not a decision that needs to be voted upon. Special Mid Year Elections In the event there is a need to have special elections to replace a current board position or all the board positions, the following procedures must be fulfilled. 1) Fifty percent of all participating families for the current year, (Each family is represented with one vote) must sign a petition which explicitly states why a board member or the entire board needs to be removed. (i.e. If there are 125 football players and 35 cheerleaders, then a total number of eligible families that can vote will be calculated.) If the biological parents have more than one child playing football or cheerleading, then they will only have one vote. The vote tally will be listed by family name and will not be anonymous. The individual(s) which brought the special election will tally the votes along with the current Director and one non board member agreed upon by both parties. The vote count will be open for review by any parties at the election. All current eligible voters will be notified by mail or email, and posted on the web page of the special election date and place. If the current board and or board members refuse to attend the election, then twenty witnesses must be present to verify the election was administered in accordance with the by laws. The twenty witnesses must sign a document presented with the election results to the current board. If the board or a particular board position is overturned, the new board and or board members will take charge the day after the election. Board Positions and Job Descriptions Director The Director has many responsibilities and is not allowed to officially coach on any team. The Director is responsible for the following: 1) Select head coach candidates with Asst. Director 2) Sign all checks above $2,000 along with the treasurer’s signature. 3) Attend all league meetings or appoint a representative 4) Adhere to all league rules and regulations 5) Enforce Code of Conduct and Coaches Discipline 6) Coordinate official league weigh in 7) Coordinate CVYF preseason football camp with High School coaches and Kick Off Cook Out each year. 8) Ensure Web Page is updated and accurate 9) Get liability insurance for all participants in July of each year. 10) Maintain the integrity and mission statement of the Youth Program 11) Coordiate summer coaches meetings for training with Coach Yancey. Asst. Director The assistant director is allowed to coach. It is recommended that he does not head coach. The Assistant Director is responsible for the following: 1) Select head coach candidates with the Asst. Director 2) Support Director in all his responsibilities 3) Prepare to become the Director the following year. 4) Become the Director if the Director resigns or is removed Treasurer The treasurer is responsible for the following: 1) Receive and deposit all checks and cash for dues and fees 2) Maintain a calendar year budget 3) Sign all checks along with Directors signature 4) Ensure all participates pay fees and registration fees 5) Ensure all checks paid are valid and justified 6) Ensure program maintains positive cash flow 7) File all appropriate tax returns 8) Allow outside parties to review internal books and bank statements annually. (December of each calendar Year) 9) Attend all board meetings 10) Attend registration day and record payments Equipment Manager 1) Select with Director vendors to supply uniforms and equipment 2) Attend fitting for all players for helmets and uniforms. 3) Coordinate with vendors purchase and delivery of all equipment 4) Handle all complaints regarding equipment for the season 5) Store and inventory all helmets, game pants and practice equipment Secretary The secretary is allowed to coach. 1) Record notes from each board meeting (post on web page) 2) Run election of board members in January each year 3) Attend all board meetings Cheerleading Director The cheerleading director should not be a head coach. 1) Select head coach candidates for each team 2) Coordinate preseason cheer camp 3) Maintain separate cheerleading budget 4) Enforce code of conduct 5) Inform director of all violations of code of conduct 6) Order cheerleading uniforms 7) Approve all cheerleading bills presented to treasurer Coaches Development The coaches’ development director can coach and is responsible for the following: 1) Recommend head coaches to Director and Asst. Director 2) Develop a play manual for each weight class 3) Help implement Briarwood offense/defense to each weight class 4) Coordinate with Director preseason football camp 5) Attend practices or each team when possible 6) Meet/Train/Communicate with head coaches of each team. 7) Attend all board meetings Miscellaneous In the course of
Practice Times: The head coach has the authority to schedule all practice days and times in conjuction with the field coordinator. However, all practices must not begin before 6:00 and end by 8:30 on any school night.
We discourage Sunday afternoon practice times, but understand when games are played on Mondays, the coach may deem it necessary to schedule a Sunday practice. At the conclusion of each calendar year, an outside source, non board member, will review the accounting practices of the organization. This will confirm all money is being spent properly and that no payments to individuals or companies are unjustified. The treasure will “hire” the outside source to review the organizations books in December of each calendar year. An Advisory board of three members will be appointed each year in December.
This will comprise of two individuals, either former board members or former coaches and the current head football
coach of
Board Member Resignation: If a board member is unable to fulfil his responsibilities, the Director will appoint whomever he desires for the remainder of the term. This interim position will be presented to the board, but does not need ratification by the other board members.
If the Director resigns in the middle of his term, the Asst. Director will automatically become the Director. The new Director can appoint a new Asst. Director or the position can remain unfilled for the remained of the term. Changes to the By Laws Beginning January 2007, any changes to these By Laws must be presented at a public gathering of all current year CVFC participants. The August cook out is the best forum to present By Law changes. A written letter must describe the proposed changes. The letter should state specifically the previous wording of the By Laws and the new wording of the By Laws. This letter must be emailed to all current CVFC one week before the cook out. Each voting family present at the cook out will be given a copy of the written changes. A board member will read the proposed changes and present the reasons for changing the By Laws. After the reading of the proposed changes to the By Laws, the board member will ask the voting CVFC participants if they have any questions. The board can call for a ratifying of the proposed changes by asking for a vote. A non board member will also stand by the board member and confirm whether there is a clear majority to approve the changes. If the vote is not clearly a majority, then a written vote will be administered. The By Laws cannot be changed at any other time during the year. |