NEW HAVEN JUNIOR ROCKETS YOUTH FOOTBALL AND CHEER BYLAWS
Article I
Section 1- Name & Purpose New Haven Junior Rockets is incorporated under the laws of the State of Michigan. In this constitution it will be referred to as the New Haven Junior Rockets Youth Football and Cheer Program, a non-profit organization as defined by section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
Section 2 - Purpose and Intent Organize a youth football and cheer program that will support local children ages 4-13. New Haven Junior Rockets will raise money via registration fees, donations, raffles, sponsorship's from local businesses, etc. Funds will be utilized to purchase/rent equipment, purchase jerseys/uniforms, rent field/ facilities for practices and/or games, purchase liability insurance, purchase first aid supplies, purchase/rent storage facilities for equipment, unforeseen costs associated with operating a 501(c)3 and to enable children to participate in other fun events/banquets directly linked to the Organization.
Section 3 - Mission Statement The New Haven Junior Rockets mission is to provide a fun, safe, and enriching experience to residents of New Haven and the surrounding communities via Youth Football and Cheer. We aim to be transparent in all of our actions and to be an organization for the community and run by the community.
Article II
"Community Members" are defined as: no more than two adult family members of a household who had/have a child/children participating in the organization the year prior. By December 1st of every year, the "Community Members" shall be notified via email concerning any upcoming Executive/General Board vacancies and will be encouraged to apply for them. Governance, Control, Oversight, and Management of the New Haven Junior Rockets Football and Cheer Program shall be vested in the Executive/General Board which will be elected no later than March 1st of every year by the "Community Members". The Executive Board shall consist of the following members: President, Co-Vice Presidents, Treasurer, Secretary, Cheer Director. The General Board shall consist of the following members: Volunteer Coordinator, Money Manager, Safety Director, Equipment Manager, and Social Media Director. Board member terms are two years and require majority vote by "Community Members". Board members may seek re-election after conclusion of their term. There are no term limits. Elections for President, Co-VP, Treasurer, Volunteer Coordinator, and Equipment Manager shall be conducted in even number years, starting in 2024. Elections for Cheer Director, Co-VP, Money Manager, Secretary, Safety Director and Social Media Director shall occur in odd number years, starting in 2025. The Executive and/or General Board may be comprised of any adult who is elected by majority vote of the "Community Members". Anyone interested in applying for an open position must express interest via email to nhjrrockets@gmail.com no later than 7 days prior to the scheduled election. The executive board is the policy-making body and may exercise all the powers and authority granted to the Corporation by law. All decisions and/or rulings by this body are final. All by-laws and rules (this constitution) governing the organization shall require adoption by the Executive/General Board. Subsequently, this constitution shall be reviewed and approved at the first meeting of the newly formed Executive/General Board on a yearly basis. Any suggested changes to this constitution by "Community Members" must be delivered via email to nhjrrockets@gmail.com and will be brought to a vote at the first meeting of the newly formed Executive/General Board on a yearly basis.
Duties of the Executive Board
1. The Executive Board shall meet as needed to execute the business of the organization.
2. Executive Board Members must email nhjrrockets@gmail.com no later than 24 hours prior to a scheduled meeting if they are unable to attend.
3. Meet as needed on an emergency basis to discuss pressing matters concerning the organization.
4. A quorum will be recognized as a minimum of three Executive Board Members in attendance at a scheduled meeting and the Executive Board Members in attendance may vote to allow virtual attendance/voting by those Executive Board Members who are not in attendance.
5. Interpret the bylaws and rules (this constitution) and act accordingly in an emergency.
6. Vote on all expenditures related to the operation of the organization.
7. Interpret all organization and league (TAFL) rules during the season and assess any reasonable sanctions including but not limited to suspensions of fellow Executive/General Board Members, Coaches, and Suspensions of athletes. All sanctions must be reported to the affected parties.
8. A majority vote is needed to pass any resolution or take action concerning any issue before the Executive Board.
Duties of the General Board
1. The General Board shall meet as requested by the Executive Board for pressing matters, or when decisions need to be made pertaining to that specific General Board members area of focus.
Duties of the President
1. Oversee Organization direction, growth and operations.
2. Preside over all board meetings.
3. Assist the secretary, develop and approve meeting agendas.
4. Delegate authority for various tasks to Executive Board members.
5. Formulate special committees to study any problem or area of concern identified by the Executive Board Members.
6. Establish yearly calendar of events in conjunction with Executive Board Members.
7. Audit all year-end financial reports.
8. Maintain communications with league, school athletic directors, vendors, etc.
9. Oversee, communicate, and approve draft procedure for team selection in the event the organization is large enough to support multiple teams per age level.
10. Solicit parental involvement in league activities.
11. Handle parental inquiries and complaints.
12. Attempt to resolve any problems or mediate any disputes at the request of any Executive Board Member, Coach, Volunteer, or "Community Member".
13. Recommend policy and by-law (this constitution) changes to the Executive Board.
14. Fulfill the duties of the Safety Director and/or Cheer Director in the event that either are unavailable to fulfill their duties.
15. Oversees or chairs any coaches meeting. Contact all coaches prior to meetings.
16. Call and chairs regular and special Executive Board meetings.
17. Attend all league (TAFL) meetings as required.
18. Act as a liaison between the organization and the league’s head official.
19. Assign Executive Board Members to attend league meetings as official organization representatives, as needed.
20. Work closely with Treasurer and writes check as needed
21. Attend all Executive Board Meetings.
22. Has full bank account access and writes checks when Money Manager is unavailable.
23. Ensure that water is available at every football and cheer practice/game and that a light colored electrolyte replacement drink is provided when the Heat Index is over 80 degrees.
Duties of the Co-Vice Presidents
1. Attempt to resolve any problems or mediate any disputes at the request of the President
2. Oversee the progress of special committees to study any problem area or concern identified by the Executive Board Members.
3. Serve in the capacity of the league President in the event of absence or resignation by the President.
4. Attend to any duties assigned by the President.
5. Interpret all football and/or cheer rules during the season and take corrective action including the recommendation to the President for suspension of Executive Board Members, Coaches, and suspension of Athletes.
6. Organize all fundraising events.
7. Ensures that all fundraising activities are appropriately staffed.
8. Reports fundraising activities on a monthly basis to the board.
9. Responsible for executing all home game activities.
10. Work closely with Social Media Director to ensure optimal marketing for fundraising events.
11. Coordinate money collection at fundraising events with Money Manager.
12. Work closely with sponsors to ensure they are recognized accordingly.
Duties of the Secretary
1. Keep the minutes of all board meetings and distribute these minutes among the Executive Board Members.
2. Keeps a file of all records pertaining to Organization business (meetings, advertisements, corporation papers, past paperwork, etc) with the exception of records maintained by the treasurer. Oversee all online registration.
3. Attend all Executive Board Meetings
4. Responsible for leading the player membership activities including but not limited to; insurance policy recommendations, database management, and membership management for the Organization.
5. Oversee and enforce all player membership expectations to the Organization.
6. Work with the President on all contract administration and approval.
7. Maintain records of all Executive Board Members, Coaches, and Volunteers and their contact information.
8. Receive and respond to all official correspondences.
9. File all forms with the State of Michigan as required.
10. Perform all other duties assigned by the President.
11. Work closely with Treasurer and Money Manager to ensure proper record keeping.
12. Collect all required Coaching Certifications as dictated by the league (TAFL).
Duties of the Treasurer
1. Work closely with an accountant, when necessary, to help maintain proper accounting and reporting of the team’s financial operations. (As the treasurer position continually changes, using the same accountant will help keep accounting records more accurate, allow financial reporting to be consistent from year to year, and will make past financial data available.)
2. Oversees all Organization deposits (from registration, fund-raising, rebates, etc.).
3. Collect receipts for every expense.
4. Full bank account access and writes checks if Money Manager unavailable.
5. Maintain banking and receipt supplies.
6. Oversee Purchase Order (P.O.) system with the President.
7. Give accountant all income and expense information/reports.
8. Setup, reconcile and maintain bank and credit accounts.
9. Organize and file all financial records.
10. Be responsible for all federal, state and local financial reporting and applicable forms.
11. Present profit/loss and balance sheet reports at every board of directors meeting.
12. Make the board aware of problems, discrepancies or mistakes (as soon as possible).
13. Review monthly budget/treasurer report to the board, verify/initial the amounts of money being received, deposited, and money used for cash purchases.
14. Oversee all financial operations.
15. Attend all Executive Board Meetings.
Duties of the Cheer Director
1. Oversee all Organization Cheer operations.
2. Assist in registration process
3. Organize and run the cheer coaches’ meetings.
4. Oversee and enforce all cheerleading rules and guidelines.
5. Attend all Executive Board Meetings.
6. Plan and execute the Cheer Competition when asked by the league (TAFL).
7. Interpret all cheerleading rules during the season and take corrective action including recommendation to the President including, but not limited to suspension of coaches and athletes.
8. Responsible for selecting the cheer uniform and making the recommendation to the Executive Board.
9. Perform all other duties assigned by the President.
Duties of the Money Manager
1. Works closely with Treasurer to ensure proper record keeping.
2. Assists the Treasurer in ensuring compliance with 501(c)3 rules and regulations.
3. Collects cash/checks at fundraising events, games, etc.
4. Deposits cash/checks following events at Organization Bank.
5. Has full bank account access and writes checks.
6. Attend meetings as requested by the Executive Board.
Duties of the Safety Director
1. Must be a licensed healthcare provider in the State of Michigan.
2. Supervises a team of licensed/certified healthcare providers, also known as Qualified Individuals.
3. Ensure that there is a Qualified Individual present at every football and cheer practice/game and that the coaches are made aware of who that Qualified Individual is on any given day.
4. Ensure medical bags are appropriately stocked and present at every football and cheer practice/game.
5. Communicates supply needs to the Organization via email at nhjrrockets@gmail.com as soon as possible
6. Ensure Safety Team is filling out proper documentation, and turning it into the Secretary, for any injury that requires a follow-up with a physician, urgent care or hospital
7. Work closely with Equipment Manager to ensure equipment meets re-certification standards prior to use by athletes.
8. Work closely with Executive Board to establish and train coaches on the Emergency Action Plan (EAP)
9. Perform all other duties assigned by the President.
10. Attend meetings as requested by the Executive Board.
Duties of the Equipment Manager
1. Responsible for keeping an accurate inventory of all team equipment including but not limited to football helmets, shoulder pads, tackling dummies, etc.
2. Ensures that all coaches are provided with instruction concerning the proper fitting of all equipment.
3. Ensures that all equipment is reconditioned or replaced as required by the manufacturer.
4. Responsible for maintaining relationships with uniform and equipment vendors and making recommendations concerning the purchase of uniforms and equipment to the Executive Board.
5. Responsible for setting a budget related to all equipment issues and presenting it to the Executive Board for consideration.
6. Perform all other duties as assigned by the President.
7. Attend meetings as requested by the Executive Board.
Volunteer Coordinator
1. Recruit and Coordinate Volunteers for all Football Games.
2. Recruit and Coordinate Volunteers for all Cheer Competitions.
3. Recruit and Coordinate Volunteers for all Fundraising Events.
4. Recruit and Coordinate Volunteers for Community Outreach Events.
5. Keep a record of all Volunteer Activities.
6. Keep a record of all Volunteer Background Checks.
7. Attend meetings as requested by the Executive Board.
Duties of the Social Media Director
1. Manage all Facebook, Instagram, and Website postings on behalf of the Organization.
2. Work closely with Co-VPs to ensure optimal marketing of fundraising events.
3. Develop marketing material as assigned by the Co-VPs.
4. Design game day/practice schedules to post online.
5. Attend meetings as requested by the Executive Board.
Order of Business (Meetings)
All regular meetings shall be conducted from a prepared agenda, which must include, as a minimum, provisions for:
1. Call to order
2. Roll call
3. Approval of minutes of the preceding meeting
4. Correspondence
5. Director reports
6. Unfinished business
7. New business
8. Adjournment
Voting
All decisions or rulings requiring a vote shall be considered approved with a majority vote of the Executive Board and when appropriate General Board members in attendance (except as otherwise noted in these by-laws). At all meetings, except for the election or dismissal of directors, all votes shall be by voice or show of hand. For election or dismissal of directors, ballots shall be provided and there shall not appear any place on the ballot that might tend to indicate the person who cast the ballot. At any regular or special meeting, if a majority so requires, any question may be voted upon in the manner and style provided for election of directors. At all votes by ballot the President shall appoint a committee of two (2) who shall act as “Inspectors of Election” and who shall certify the results in the minutes of that meeting.
Committees
The board of directors may, by resolution adopted by a majority of the directors in office, establish committees of the board composed of at least two (2) persons, which may include non-board members. The board may make such provisions for appointment of the chair of committees; establish procedures to govern their activities, and delegate authority as may be necessary or desirable for the efficient management of the business activities of the Corporation. Each committee needs to appoint a chair and a secretary to keep minutes of the meeting. There shall be a nominating committee, composed of the President and at least two (2) other members of the board of directors. Each member of the committee shall have one (1) vote and decision shall be made by the majority.
Dismissal of a Board Member
A director shall be terminated from the board due to excess absences and/or more than two unexcused absences from board meetings in a year. In order for an absence to be considered excused, the member must email the Organization at nhjrrockets@gmail.com. A majority of the Board Members present must accept the absence. A notification by the Secretary, with a copy of the meeting minutes, will be sent to all board members who missed a meeting. In addition, any report concerning unsportsmanlike, irresponsible, unethical or illegal conduct including willful violation of team or league rules, will be looked at in a serious manner by the President (or Vice-President if the President is the one in question or is not available). If any director commits or has committed a felony, he/she will be removed from the board (refer to background check policy for further details). The President and Vice-President, together, can temporarily relieve a director from their position until the issue is settled or corrected.
Due Process
Following the report of the misconduct of a board member, if any two (2) members of the board feel it is warranted that further action is needed, the President will convene a special meeting where both sides of the issue will be heard. The board of directors (less the director in question) will discuss the issue in depth. If a corrective action is not agreed upon, a secret vote on dismissing the director will be taken, tallied by the “Inspectors of Election”, with the director in question being informed of the results by the President. These bylaws may be amended or revised with previous notice and a two-thirds vote of the board of directors. Due to the serious nature and possible ramifications of amending this constitution, it is advised to have ample discussion, seek past board members input, and consider the help of other qualified professionals or legal assistance.
Article III
Conduct of Board Members, Parents, Coaches, and Volunteers All parents, board members, coaches and volunteers shall be governed by the applicable code of conduct of the league (TAFL) the organization is a participant in. All violations of the Code of Conduct shall be brought to the Board’s attention for immediate investigation. Any parent, board member, coach or volunteer who engages in any behaviors which endanger a child shall be immediately be removed from league activities until a complete investigation is completed by the Board. All Board members must be available to coaches and parents during the season by being present at practices and games on a regular basis. All board members must attend all required league meetings.
Article IV
Upon the dissolution of New Haven Junior Rockets, assets shall be distributed to creditors first and the remainder will be distributed for one or more exempt purposes within the meaning of section 501(c)3 of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government or to a state or local government for a public purpose. The President and Treasurer are responsible for all dissolution activities reporting all activities to the Secretary for documentation.
Article V
Every member of the board of directors of the team may be indemnified by the team against all expenses and liabilities, including counsel fees, reasonably incurred or imposed upon such members of the board in connection with any threatened, pending, or completed action, suit or proceeding to which she/he may become involved by reason of his/her being or having been a member of the board of the team, or any settlement thereof, unless adjudged therein to be liable for negligence or misconduct in the performance of her/his duties. Provided, however, that in the event of a settlement the indemnification herein shall apply only when the board approves such settlement and reimbursement as being in the best interest of the team. The foregoing right of indemnification shall be in addition and not exclusive of all other rights, which such member of the board is entitled.