PHWFA BYLAWS

ARTICLE 1-NAME
The name of the organization shall be known as Prospect Heights Wheeling Football Association. The authorized abbreviation shall be PHWFA.

ARTICLE 2-PURPOSE & MISSION

The purpose of the association shall be to promote, organize and conduct a football program for youth in which to educate the youth to participate in and enjoy the sport of football and cheerleading.

The mission of the Association is to provide youth with a safe, protected environment in which to understand and appreciate the sportsmanship and team spirit that can be gained from friendly coaching and guidance.

ARTICLE 3- OBJECTIVE
The objective of the Prospect Heights Wheeling Football Association shall be the following:

To build healthy bodies and minds.

To develop skill and proficiency in football or cheerleading and related activities.

To teach concepts of teamwork, sportsmanship, loyalty, honesty, and pride.

To stimulate community interest in sports.

To have fun.

To do all of these things with the welfare of the youngsters first and foremost, without adult ambition for personal glory.

ARTICLE 4-MEMBERSHIP
Section 1: Any person interested in active participation to affect the objective of PHWFA and currently in good standing. Application for membership may be denied by 2/3 vote of the Executive Board.

Section 2: The PHWFA has established the following guidelines that are to be followed:

Since we are a travel program, players are expected to attend all practices; repeated unexcused absences from practice most likely will result in limited playing time during games or no play time at all during a game. However, since the PHWFA is a travel program, the PHWFA Board of Directors reserves the right to limit rosters. If the situation warrants limited roster spots, such spots will be filled through a tryout format. All parties not obtaining a position will be issued a full refund for the amount received for that year.

Coming late for games without notice should be considered the equivalent of missing one game for disciplinary action. Arrival time is a minimum of 60 minutes prior to scheduled start of game to insure proper warm up.

The PHWFA has established the following guidelines that are to be followed:

Head Coaches and Assistant Coaches are required to have a general understanding of the official football playing rules. You are required to have a complete understanding of the supplemental rules which apply to the league.

Head Coaches and Assistant Coaches are required to take care of all equipment issued to the player by the PHWFA and return all equipment in good condition at the end of the season. This includes: helmets, shoulder pads, rib guards. Equipment is to be returned at the end of the season. Failure to return all equipment or to replace lost or damaged equipment may be grounds for denial of coaching positions in the future.

Head Coaches are responsible for distribution of team jerseys. Players will be responsible for the remainder of equipment.

Head Coaches are required to attend all coaching meetings as determined by the Executive Board.

Section 3: Suspension or Termination:

Membership may be terminated by resignation or by the action of the Executive Board Members, by a two-thirds (2/3) vote of those officers present at the duly constituted meeting. The following Executive Board Members shall have the authority to discipline, eject, or suspend the membership of any member on the spot when the conduct of such person is considered detrimental to the best interest of the players and organization: President and/or Vice President.

If membership is possibly being terminated, the member involved must be notified of such meeting informed of the general nature of the charges and by -law(s) violated, and given an opportunity to answer such charges. A minimum of twenty-four hours notice shall be given to the member or involved. If the member does not attend the meeting, it will still be held. A vote may take place and membership may still be terminated.

In the case of a player/cheerleader member, the Executive Board shall give notice to the parent and/or guardian, and the head coach of the team in which he/she is a member. An adult (twenty-one years of age or older) shall appear in the capacity of the advisor with the player before the Executive Board. A minimum of twenty-four hours notice shall be given to all concerned parties. If the player/cheerleader member does not attend the meeting, it will still be held. A vote may take place and membership may still be terminated.

ARTICLE 5: GOVERNMENT
Section 1: The governing body of this league shall be the Board Members. The Board of Directors shall consist of an Executive Board and Auxiliary Board.

Executive Board shall consist of the following positions: President, Vice President, Treasurer, Secretary, and Equipment.

Auxiliary Board Members to include the following positions: flag football; recruiting/advertising; concessions; fundraising/events; fields; committees; apparel/jerseys.

Section 2: The Executive Board shall manage the affairs of the organization. The Executive Board shall, upon election, enter in the performance of their duties described in Article 12 as of Jan.1 and shall continue in office for a total term of two (2) years ending Dec. 31 of the second year. Each additional two (2) year term shall be approved by the Executive Board.

The outgoing officer shall transfer all records, files and materials.

Communicate all practices and policies to the newly elected officers to insure a smooth transition of the duties. Personally developed procedures, letters and records will also be helpful to this process.

Section 3: The President shall have the power to appoint such standing and special committees as he/she determines, and delegate such power to them, as they deem advisable. The Executive Board shall have the power to fill any vacancy, which may occur in any office.
Section 4: The Executive Board may adopt such rules and regulations for the conduct of its meetings and the management of the league as it deems proper.
Section 5: Nominations: The Secretary shall accept nominations at the November Board meeting or in writing until November 30. PHWFA Executive Board may extend (the date due to scheduling conflicts with proper notice and acceptance.) Nominations for Executive Board positions must only be for individuals that have attended a minimum of SIX regular scheduled meetings during the current year. Exceptions will only be accepted when a specific skill set is required.
Section 6: Elections:

The President should be elected from within the Executive Board whenever possible. The President for the upcoming year shall be voted in by the current year Executive Board before Dec. 31. If there are no candidates by Dec. 1, the new Executive Board shall vote in a President.

The current Auxiliary Board shall elect the Executive Board for the upcoming year before Dec. 31. If there are no candidates, the new Executive Board shall vote on candidates for any remaining vacancies.

The Head Coaches for the upcoming season shall be voted in by the current Board of Directors before July or at the discretion of the Board of Directors. The new Board of Directors will vote in any vacancies after Jan. 1.

A vacancy in any office, because of death, resignation, or otherwise, may be filled by the Executive Board with the President’s permission for the remaining portion of the term.

Article 6: MANAGEMENT
Section 1: Robert’s Rules of Order shall govern all meetings of the Board unless suspended by the Executive Board for the meeting. A quorum will be a minimum of two-thirds of all Executive Board members. Once a quorum is formed, members leaving the meeting cannot break it. Any Board Member may resign or be removed from office with a 2/3 majority vote of the Board of Directors.
Section 2: All football teams will be required to have a Head Team Parent appointed by the Head Coach. If a team does not have a Head Team Parent by one week before the first game, the President shall appoint one.
Section 3: All Executive and Auxiliary Board Members will wear their PHWFA shirt on game day. We are a team and shall dress as a team.

Article 7: MEETINGS
Section 1: A meeting may only be “Brought to order” after a Quorum has been established. A Quorum will be considered established when 7 of the 13 Board of Directors are present.
Section 2: Regular meetings of the Board of Directors shall be held on the first Thursday of every month at 7:00 unless otherwise directed by the Board of Directors.
Section 3: Five members of the Executive Board of Directors may call either by the President, two other Executive Board Members or by written request Special/Disciplinary Meetings. Written notice of special meeting stating the location, day and hour, and purpose shall be sent to each Board Member at least 72 hours prior to the time of said meeting. Meetings may be declared a closed session at the discretion of the President or by a majority of the Board of Directors.
Section 4: Members must request specific time and report topic(s) to be discussed 24 hours prior to each meeting by contacting the Secretary. Failure to do so will result in not making a presentation at that meeting.
Section 5: All PHWFA Board Members are expected to attend all scheduled meetings. Excused absences will be granted with proper reasons and procedures being followed. All absences (with reason for absence) must be reported to the President of PHWFA prior to all scheduled meeting dates. Any PHWFA board member missing three consecutive meeting dates excused absence may be removed from the board. If a Board member fails to attend 50% of the regular scheduled monthly meetings or is deemed by the board as “non-participatory”, that individual will be put on probation and voting privileges will be restricted until the Executive Board votes to reinstate the member. The member may be asked to resign his position if satisfactory duties are not fulfilled as described in Article 12.
Section 6: All members of the PHWFA Board of Directors will be capable of group or committee work. All voting members can work within formed committees with the exception of the President, who can only act as a consultant for all PHWFA groups. All non-voting members must submit reports at specific (appropriate) times during the year to provide updates and status of their specialized areas of operation. These reports will also be updates on specific topics and related activities that are reported during peak operational periods during the year.

ARTICLE 8: FINANCIAL POLICY
Section 1: This Association shall operate both financially and administratively on a yearly basis, beginning January 1. The financial records shall be closed December 31.
Section 2: The fiscal report will be given at the monthly meeting of the Board of Directors and may contain estimates for the rest of the operating year.
Section 3: The Board of Directors shall decide all matters pertaining to the finances of PHWFA and shall place all income in a common league treasury. Directing the expenditures of such as will give no individual or team an advantage over those in competition with such individual or team.
Section 4: The Board shall not permit the solicitation of funds in the name of PHWFA unless all of the funds so raised are placed in the local treasury..
Section 5: The Board shall not permit the disbursement of league funds for other than the conduct of Football and /or Cheerleading activities or normal business expenses to keep the league running smoothly and properly. *Exception to this would include -funeral flowers or get well arrangements not to exceed $100.00.
Section 6: No director, officer or member of PHWFA shall receive directly or indirectly any salary, compensation or emolument from the league for services rendered as officer or member. *Exception-Board members receive free registration fees for one child.
Section 7: All monies received shall be deposited to the credit of the local league in a designated local banking facility. The President and Treasurer or other officer as determined by the Executive Board shall sign all checks. One authorized signor must sign all checks.
Section 8: The books for PHWFA shall be turned over to a Certified Public Accountant, or any other person appointed by the Executive Board as it deems necessary.
Section 9: All monies received shall be turned in to the Treasurer in a timely manner for proper recording. All checks received shall be deposited in a timely manner. Receipts shall be exchanged immediately.
Section 10: A budget will be posted for all members to view at the Mandatory Parent Meeting.

ARTICLE 9: EQUIPMENT
Section 1: All equipment owned by PHWFA shall be stored in a secured location. If any equipment is to be temporarily stored in a personal garage, it must have prior approval from the Executive Board.
Section 2: The following Board Members shall have access to equipment at all times-President, Vice President, and Equipment Manager.
Section 3: All equipment shall be inventoried at the beginning of each year and properly numbered for accountability.

ARTICLE 10: RIGHTS AND RESPONSIBILITIES OF BOARD MEMBERS
Section 1: ALL BOARD MEMBERS SHALL ABIDE BY THE FOLLOWING RULES AND RESPONSIBILITIES. VIOLATION OF THESE RULES SHALL BE CAUSE FOR SUSPENSION OR TERMINATION ACCORDING TO ARTICLE 4, Section 3.
Section 2: Board Members have the following rights guaranteed under parliamentary law:

To be treated fairly and equitably.

To receive notice of meetings, attend meetings, make motions and second motions when needed. Vote on motions.

Nominate people for office. Be nominated for office Elect people for office.

Know the meaning of the questions or subjects being debated.

To speak on or debate an issue in turn.

Object when rules are being violated.

Appeal the decision of the President.

Have access to minutes of all meetings.

Receive the treasurer’s report once a month.

Get a copy of the PHWFA’s bylaws.

Any other rights guaranteed under parliamentary law.

Section 3: Board Members have the following responsibilities and obligations as well.

Attend meetings, be on time, and stay until the end of the meeting.

Be ready to talk knowledgeable and intelligently on a topic.

Be open-minded and attentive.

Treat everyone with courtesy and respect. No negative yelling at or belittling of other Board Members.

Follow the rules of debate and obey the rules of the organization.

Abide by the final decision of the majority vote.

Bring in or recommend new members.

Participate in committees as requested or needed. Respect the President’s opinion and rulings of the Executive Board.

Promote the organization’s growth and influence. Enhance the organization’s reputation.

ARTICLE 11: COACHING ETHICS GUIDELINE AND RESPONSIBILITIES
Section 1: All coaches associated with PHWFA will abide by the following guidelines and responsibilities. Violations of these rules shall be cause for suspension or termination according to Article 4, Section 3.

Do not criticize the opposing team, its coaches or fans, by word of mouth or by gesture.

Refrain from using abusive and profane language before anyone connected with the game.

DO NOT ALLOW AN INELIGIBLE PLAYER/CHEERLEADER TO PARTICIPATE IN PRACTICES OR GAMES UNTIL PHWFA HAVE APPROVED THE PLAYER FOR PLAY.

Any coach who knowingly plays an ineligible player will be automatically suspended by PHWFA for the remainder of the season including playoffs and may not assume coaching or any other duties with any team without the approval of PHWFA Board of Directors.

Do not permit an injured player/cheerleader to reenter the game if there is any question of his/her performance being impaired.

Coaches shall not terminate game play at any time unless the game officials terminate the game. *Only exception to this will be TBD by the Head Coach on the safety and welfare of all present.

Emphasize that good athletes are good students both physically and mentally.

Strive to make every activity serve as a training ground for life, and as a basis for good mental and physical health.

Be on alert for any signs that would indicate possible health hazards. Also, insure alertness in the members of your coaching staff.

Explain clearly and thoroughly any additional or more stringent rules.

Make it clear to players/cheerleaders that they are expected to attend all practices, meetings, and games including parents.

Explain and discuss with the players/cheerleaders/parents your rationale and philosophy, playing rules and any other additional rules you institute.

Enforce all rules and regulations of PHWFA. They are only as effective as the coaches’ attitude toward them. If there is a problem or question, immediately seek the assistance of the coach or President.

No coach may join another team’s coaching staff until released by the team he originally committed to. He shall not be released until all equipment is turned in. PHWFA’s Board of Directors will arbitrate disputes in this matter.

Don’t intimidate the players, don’t call them names that are degrading, and don’t yell or scream at them in a negative manner. Use of one’s voice in a positive manner, a coaching manner or a cheering manner is acceptable.

Have fun and encourage your players to have fun as well.

Teach the players to lose and to win in a sportsmanlike manner.

Invoke fair and respectful discipline.

Constructive criticism only.

Do not dispute official’s calls beyond the acceptable questions.

Remember Team play, not Individual play.

Always keep a positive attitude around the players.

Teach respect to the players by respecting authority yourself.

Explain rules and consequences regarding missed practices or games..

Enforce these rules equally with all your players, no exceptions. Make sure to abide b league rules regarding playing time.

ARTICLE 12: DUTIES OF OFFICERS
Section 1: President: The President will preside at all meetings of the Executive Board and the Committee Chairs and shall, in general supervise and control all business and affairs of the Association. The President shall supervise the function of the various committees. The President shall vote only to break a tie. The President shall attend all scheduled meetings. The President shall handle the league insurance, administration, and maintain a record of all official documents pertaining to the organization. The President is responsible for either filling any Board vacancies that occur mid season or that have not been filled by January 31 or for completing or delegating the duties of that Executive Board position. The President is responsible for the safe and effective operation of this organization.
Section 2: Vice President: The Vice President shall preside in the absence of the President and shall work with other officers and committee members. The Vice President shall carry out such duties and assignments as may be delegated by the President. The Vice President shall attend all meetings and vote on motions. The Vice President shall have other powers and perform other duties as prescribed by the Executive Board. The Vice President is responsible for the safe and effective operation of this organization.
Section 3: Secretary: The Secretary shall maintain a register of members and Board of Directors. The Secretary shall attend all scheduled meetings and record the minutes of each meeting and vote on motions. The Secretary shall provide the Board Members with a copy of the minutes. The Secretary shall maintain a record of all official documents. The Secretary shall perform other duties as prescribed by the Executive Board. The Secretary is responsible for the safe and effective operation of this organization.
Section 4: Treasurer: The Treasurer shall maintain the league books and financial recordings. The Treasurer shall provide a status report once a month to the Executive Board at the Executive Board only meeting. The Treasurer shall prepare a proposed budget at the beginning of the year and distribute a copy to the Board no later than May 1. After the Board makes any necessary adjustments and then votes to accept the budget, the Treasurer will supervise all finances and pay all approved purchases or expenses. The Treasurer will provide receipts for all monies collected. The Treasurer shall attend all scheduled meetings and vote on motions. The Treasurer shall perform other duties as prescribed by the Executive Board. The Treasurer is responsible for the safe and effective operation of this organization.
Section 5: Equipment Manager: The Equipment Manager is responsible for all the football uniforms (excluding jerseys) and equipment. The Equipment Manager shall locate sources for purchasing quality equipment at reasonable prices.. The Equipment Manager shall inspect and inventory all equipment before February 15 and provide an inventory report to the Executive Board along with a list of items needed. If the helmets need to be certified, The Equipment Manager shall inventory them and send them to the vendor no later than April 15. After the Executive Board has approved the budget and the necessary purchases, the Equipment Manager shall order the equipment early enough to receive them by the start of the season. The Equipment Manager shall make sure that each Head Football Coach has a Coaches Box that contains first aid supplies and extra parts for repairing helmets or shoulder pads (i.e. Helmet screws, shoulder pad straps and fasteners, jaw pads, chin straps, etc ). Also, he/she shall make sure each team has 4 footballs, kicking tees, and coaches bag. The Equipment Manager is responsible for arranging a site for equipment distribution, which will be determined by the Executive Board. The Equipment Manager shall secure the equipment in a storage unit. The Equipment Manager shall attend all scheduled meetings and vote on motions. The Equipment Manager shall perform other duties as prescribed by the Executive Board. The Equipment Manager is responsible for the safe and effective operation of this operation.

ARTICLE 13: STANDING COMMITTEES
After election, the President shall appoint standing committee members, pending approval of the Board of Directors, and said committee shall elect its own chairperson. The President may appoint any other committee as the need arises.

Registration Day-This committee will be responsible for all aspects of advertising, organizing, and completing the registration process.

Player Development- This committee will be responsible for player awareness of skills camps.

Coaches Clinics-This committee will be responsible for locating, recommending, communicating to and training head coaches.

Discipline- This committee shall be responsible for review of all alleged violations of coaches, assistant coaches, parents, and children in regards to rules violations. The committee chairperson will make recommendations to the Executive Board.

Legal- This committee will discuss legal concerns that may affect the organization.

Homecoming- This committee will be responsible for all aspects of organizing, planning, and facilitating the homecoming weekend.

End of Year Parent Banquet- This committee will be responsible for planning and organizing the event.

Picture Day- This committee will be responsible for planning and organizing the day.

ARTICLE 14: DISSOLUTION
Section 1: If at any time it becomes necessary or advisable to dissolve this organization, all funds and assets shall be divided among the existing teams with like purposes. Dissolution would require a two-thirds (2/3) vote of the Executive Board.

ARTICLE 15: AMENDMENTS
­Section 1: These By-laws may be amended by two-thirds (2/3) vote of the Executive Board. All proposals must be submitted in writing to the President, Vice President, or Secretary. Proposed amendments must be on the agenda. Either the author of the proposed by-law or the President may request that the by- law be presented at one meeting and not voted on until the next meeting. All amendments go into effect immediately unless the amendment specifies a future date and time.