ASHLAND CITY COWBOYS YOUTH ASSOCIATION BYLAWS I. Name The name of this organization shall be Ashland City Cowboys Youth Association. All teams in this Association will be designated the “Cowboys” or the “Ashland City Cowboys”. II. Membership The membership of the association consists of every parent/legal guardian of a child which participates in the football or cheerleading program, coaches, and officers. III. Purpose The Mission Statement of this non-profit organization is: a) To promote participation and interest in the sport of tackle football and cheerleading among the youth of Ashland City, Cheatham County, and the surrounding area. b) To stress good sportsmanship, teamwork, and to work toward development of high ideals of conduct and character among youth tackle football players, cheerleaders, coaches, officials and spectators. c) To develop safe, skillful play of youth football and cheerleading. IV. Board of officers: President Vice-President Secretary Assistant Secretary Treasurer Assistant Treasurer Fundraising Coordinator Public Relations Coordinator Football Commissioner Cheerleading Commissioner An officer must be a productive parent/legal guardian of at least 21 years of age and have been a member of the association for one full season. An officer is no longer required to have a child participating in the association. No person shall hold more than one office. All officers will serve a two (2) year term. Officers are nominated and elected by the members of the association each year at the end of year banquet. Signs/boards are placed on the walls of the offices up for election with a place for members to write in nominees and/or remover their names from the nominees. It is a silent election with ballots handed out to all members to fill out and return to the exiting board to count. The incoming officers are announced at the end of the banquet. All business, including money expenditures, of the Ashland City Cowboys Youth Association (football and cheerleading) must be approved by a majority vote of the Board of Officers. Any attending Officer at a meeting may declare an emergency situation and at that time may take a vote. If there is an Officer that is absent from the meeting, an attempt must be made to contact that Officer for his/her vote by all means available. An elected officer of officers will be responsible for the home field each year. That officer, or officers, will have absolute authority over the field, stands, concession, parking area, etc. at all Association events on that field, and has the right to remove any person for conduct or actions that are in violation of our bylaws and/or agreement with the home field owners. The Treasurer shall prepare an end of year financial statement for the by the Board of Officers to review at the first meeting in January. Upon approval of the Board, the Treasurer will prepare a tax return to be filed with the IRS. The Board of Officers will appoint/hire a CPA to review the tax return before mailing. The Treasurer will make copies of all tax documents for our records and mail the original to the IRS. All records (signups, applications, check stubs, receipt books, invoices, bank statements, financial statements, insurance, disbursements, tax returns, etc.) will be placed in permanent file at the Ashland City Parks and Recreation office located at 233 Tennessee Parkway, Ashland City, Tennessee. At the end of the term of each officer, that officer will not be released from his or her responsibilities until all records, keys, and any other items belonging to the organization are returned of forwarded to their successor. Board members that are elected to a position on the board and do not participate in the duties described in the bylaws, and/or shows reasonable cause or need to be removed from the board by reasons that are disadvantageous to the Association can be voted off the board by the remaining board members. The process is to be as follows: the reason for the removal will be brought before the board and a board member will be put in charge of making contact with the member that is to be removed to get their reasoning/opinion of the situation. The board member in charge will then report back to the board what they found out and the board will make a determination. If the board of officers decides to remove a member, the vote must be equal to or greater than two/thirds. The board of officers will then replace that member by the following guidelines: the board members will offer suggestions on who may be asked to fill the position, and that person will be brought in to meet with the board. The board will vote on the new member with majority vote applying. President – The President is elected by the Association members on even years. The President’s responsibilities include (but are not limited to): scheduling and working sign-ups along with the other Officers and coaches; overseeing all aspects of the association and ensure that everything is getting done; conducting meetings and keeping them orderly; communicate with the parents/legal guardians and coaches about the status of the association; clean-up committee. The President may coach as long as he/she is able to perform the presidential duties. Vice-President – The Vice-President is elected by the Association members on odd years. The Vice-President’s responsibilities include (but are not limited to): scheduling and working sign- ups along with the other Officers and coaches; assisting the President as needed: taking over the President’s duties if the President is absent. The Vice-President may coach as long as he/she is able to perform the vice-presidential duties. Secretary – The Secretary is elected by the Association members on even years. The Secretary’s responsibilities include (but are not limited to): recording the minutes of the meetings; scheduling and working sign-ups along with the other Officers and coaches; create and maintain all correspondence for the association; keep all signup forms and make copies for the team mom’s; organizing team mom’s for football and cheerleading; organize team pictures; contact the softball officer in charge of concession to schedule date of when we can take over the concession; organize, along with the other Officers, inventory of and ordering of food for concession. The Secretary may coach as long as he/she is able to perform the secretarial duties. Assistant Secretary - The Assistant Secretary is elected by the Association members on odd years. The Assistant Secretary’s responsibilities include (but are not limited to): give a copy of our insurance and practice schedule to Ashland City Park and Recreation before practices begin; make a list of all officers and coaches – with phone numbers – and give to Ashland City Parks and Recreation; sign up and maintain all concession, gate, and cleanup volunteers; assist the Secretary as needed. The Assistant Secretary may coach as long as he/she is able to perform the assistant secretarial duties. Treasurer – The Treasurer is elected by the Association members on even years. The Treasurer’s responsibilities include (but are not limited to): maintaining complete expenditure records; maintain accounting records; report status of account(s) at every board meeting; delivering financial report at the banquet to all association members; balancing the checking account; collecting all monies; balance concession, signups, gate, etc on a daily basis; make sure all expenditures are approved as required by bylaws. The Treasurer may coach as long as he/she is able to perform the treasurer’s duties. Assistant Treasurer – The Assistant Treasurer is elected by the Association members on odd years. The Assistant Treasurer’s responsibilities include (but are not limited to): collecting all monies with Treasurer; balancing concession, signups, gate, etc with Treasurer on a daily basis; assist the Treasurer and Cheerleading Commissioner with all monies. The Assistant Treasurer may coach as long as he/she is able to perform the assistant treasurer’s duties. Fundraising Coordinator – The Fundraising Coordinator is elected by the Association members on even years. The Fundraising Coordinator’s responsibilities include (but are not limited to): developing sponsorship and fundraising letters with the board; work with local organizations to get there involvement/donations; arranging for all fundraising activities for football and cheerleading (with the board’s approval). The Fundraising Coordinator may coach as long as he/she is able to perform the fundraising coordinator’s duties. Public Relations Coordinator – The Public Relations Coordinator is elected by the Association members on odd years. The Public Relations Coordinator’s responsibilities include (but are not limited to): prepare a list of officers and deliver to the Post Office so they have a list of who can pick up mail; newspaper and radio publicity and scores; organizing announcers for all home games; making sure the team rosters (football and cheerleading) are in the press box before the start of the first game each week. The Public Relations Coordinator may coach as long as he/she is able to perform the public relations coordinator’s duties. Football Commissioner – The Football Commissioner is elected by the Association members on odd years. The Football Commissioner is in charge of all athletics including all equipment, outfitting all players in proper gear, and maintaining the safety of the sport. The Football Commissioner must make written requests to the board with prices for additional/replacement equipment. The Football Commissioner has the authority to intervene in any disturbance during practices or games. The Football Commissioner may coach as long as he/she is able to perform the football commissioner’s duties. Cheerleading Commissioner – The Cheerleading Commissioner is elected by the Association on even years. The Cheerleading Commissioner’s responsibilities include (but are not limited to): ordering uniforms and equipment (with the approval of the board), organizing events such as camps, competitions, and other events involving cheerleading; organizing Homecoming with the Secretary and Public Relations Coordinator. The Cheerleading Commissioner will evaluate and recommend head coaches each year. The Cheerleading Commissioner may coach as long as he/she is able to perform the cheerleading commissioner’s duties. V. Vacancies If there is a vacancy on the board, the Board of Officers shall appoint someone to fill the office for the remainder of the term by majority vote of the board VI. Coaches Coaches are to voted on by the Association members at the annual end of year banquet VII. Disciplinary Committee a) Supervised by the Football Commissioner b) One parent from each team: Football and Cheerleading c) The Board of Officers Disciplinary Letter – All unresolved disputes must be brought to the Football Commissioner in the form of a letter explaining all the details of the incident. The Football Commissioner will request a hearing from the disciplinary committee. The Football Commissioner will remain neutral and will not vote on any actions that will be taken by the disciplinary committee. VIII. Committees All committee leaders are to be recommended by the Board of Officers and be approved by a majority vote of the Board of Officers. All committees will be governed by an officer. IX. Meetings The Board of Officers will meet the second Wednesday of every month from January through December. All meeting minutes are to be available upon request by any current member of the association. All meeting minutes are to be sent to all board members and approved at the following meeting. X. Sign ups Signups will begin May 1st and will run through Jamboree. Anyone who is not paid in full, or made arrangements with the Board of Officers, one week prior to Jamboree will not be able to participate until all monies are paid. Any hardship situation should be presented to the Board of Officers. No new football players will be signed up after Jamboree. No new cheerleaders will be signed up after the uniform fitting date. XI. Fundraising There will be as many fundraising projects as necessary. All officers, coaches, and parents/legal guardians will be required to participate. All monies raised will go to the association. All fundraisers will be decided on and approved by the Board of Officers. XII. Concession and Gate Money All monies raised will go to the association. XIII. Sponsors, Grants, Registration Fees, and Donations All monies will go to the association. XIV. Awards Any trophies, jackets, or any awards, etc. must be approved by the Board of Officers. Any player or cheerleader that participates will receive an award at the end of the season. Any football team or cheerleading squad that participates in the Super Bowl game will receive an award for that game. Officers will not receive association funded awards. XV. Awards Ceremony The awards ceremony and itinerary will be decided by the Board of Officers and will be held by mid-December. XVI. ByLaws The Association Bylaws are in effect annually January through December. Bylaws must be passed by a majority vote of the Board of Officers. Any members of the association may submit changes to the bylaws but they must be submitted in writing by letter to the Board of Officers before the last business meeting and voted on prior to December 1 st. Any revisions made will be dated and go into effect the following season. XVII. Parent or Legal Guardian Each parent or legal guardian is required to help with the concession stand, gate, field markers, and trash pickup at least one home game and one practice per year or pay a $20 fee. Any parent or legal guardian creating a disturbance toward the association will be subjected to go before the Disciplinary Committee. A parent or legal guardian must sign the notarized/witnessed form for equipment and uniforms issued to their child. If the equipment is lost, stolen, or abused, the parent or legal guardian will replace or reimburse the association. Replacement equipment or uniforms will be distributed only after the parents or legal guardian has reimbursed the association. The notarized form will be returned to the parent or legal guardian at the end of the season upon return of all equipment and uniforms. XVIII. Conflict of Interest The Sample Conflict of Interest Policy appearing as Appendix A in the Internal Revenue Service’s Instructions for Form 1023 (Rev. June, 2006) is adopted and incorporated in these by-laws by reference with the same effect as if the same had been copied herein verbatim. XIX. Dissolution of Association Upon dissolution, after all creditors of the corporation have been paid, its assets shall be distributed to one or more organizations that qualify as exempt organizations under Section 501 (c) (3) of the Internal Revenue Code of 1986, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state of local government, for exclusively public purposes.
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