Little Falls Football
Parents Association
By-Laws
TABLE OF CONTENTS
ARTICLE I: NAME ........................................................................................................................ PAGE 01
ARTICLE II: PURPOSE .................................................................................................................. PAGE 02
ARTICLE III: ARTICLE OF ORGANIZATION ..................................................................................... PAGE 03
ARTICLE IV: DEPARTMENTS ......................................................................................................... PAGE 05
ARTICLE V: MEMBERSHIPS AND FEES ......................................................................................... PAGE 06
ARTICLE VI: EXECUTIVE BOARD ................................................................................................... PAGE 07
ARTICLE VII: DUTIES OF BOARD OFFICERS & COMMISSIONERS ..................................................... PAGE 9
ARTICLE VIII: VOTING RIGHTS, NOMINATIONS & ELECTIONS ....................................................... PAGE 12
ARTICLE IX: MEETINGS ................................................................................................................ PAGE 13
ARTICLE X: COACHING STAFF ...................................................................................................... PAGE 15
ARTICLE XI: AMENDMENTS ......................................................................................................... PAGE 17
ARTICLE XII: SCHOLARSHIPS & AWARDS ..................................................................................... PAGE 18
ARTICLE XIII: HARASSMENT/ABUSE/SEXUAL MISCONDUCT POLICY ............................................ PAGE 19
ARTICLE XIV: STANDING RULES ................................................................................................... PAGE 20
ARTICLE I: NAME
SECTION 1
This organization shall be known as the Little Falls Football Parents Association or LFFPA. The organization will operate and hold meetings in the township of Little Falls, in Passaic County in the State of New Jersey.
SECTION 2
Definitions:
ORGANIZATION -The body of members of LFFPA with the intent to further the purpose listed in PURPOSE section.
OFFICERS- An elected member of the executive board
QUORUM- Minimum number of members required to be present to validate the proceeding
MAJORITY OR ‘MAJORITY VOTE’ -More votes cast in favor of a given choice
ASSOCIATION- The association is responsible for raising funds, selecting and providing equipment, providing a coaching staff and managers and the overall operation of its member teams.
TEAM- The basic unit within an association is identified as a selected group of certified players within the age and weight division and is hereinafter referred to as a "TEAM".
MEMBER- Any Parent or legal guardian of a child enrolled in the football or cheering program or an annually sponsored person 18 yrs. or older.
ACTIVE MEMBER- Any member that has attended a minimum of 3 regular meetings in the previous 12 months.
ARTICLE II: Purpose
Section 1
The purpose of LFFPA is to provide for the enjoyment and participation of the elementary school children in the township of Little Falls in a weight controlled (at each level) organized football program and organized cheering program. LFFPA is committed to teaching and coaching children the values of being a good citizen. Family, Education, Teamwork, Commitment, Preparation, Loyalty and Discipline will be taught and exemplified by everyone involved. LFFPA shall serve as a feeder system to the PVHS Football and Cheering programs. All participants will be taught the basic fundamentals to improve their athletic skill and help ensure their safety. Not only will fundamental skills of their sport be a spotlight but each child will come away with basic life skills.
The children in the program will learn that being part of a team, and having pride in oneself and respect for one’s teammates will prove to be beneficial in both competition and in life. LFFPA is committed to excellence in competition as well as the involvement and enjoyment of every child.
ARTICLE III: ARTICLE OF ORGANIZATION
Section 1
Said organization is organized exclusively for charitable, educational or recreational purposes, including such purposes, the making of distributions to organizations that qualify as exempt organizations under Section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
Section 2
No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustee, officers, or other private person, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Section 1. No substantial part of the activities of the organization shall be carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in or intervene in any political campaign on behalf of or in opposition to any candidate for public office. Notwithstanding any other provision of these articles, this organization shall not, except to any insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of the purposes of this organization.
Section 3
Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state of local government, for a public purpose. Any such assets not so disposed of shall be disposed of by a Court of Competent Jurisdiction of the county of Passaic, exclusively for such purposes or to such organization or organizations as said Court shall determine which are organized and operated exclusively for such purpose.
Section 4
The meetings of the LFFPA shall be run utilizing the guidelines established in Robert’s Rules of Order
Section 5
Any member of the board who has financial, personal or official interest in or conflict (appearance of conflict) with any matter pending before the Executive Board, of such nature that it prevents or may prevent that member from acting on the matter in an impartial manner, will offer to the Executive Board to voluntarily excuse him/herself and will vacate his or her seat and refrain from discussion and voting on said issue/conflict. Any excusal will also be fully documented in the organization’s meeting minutes.
Section 6
The organization shall indemnify any and all current and former Executive Board Officers, Commissioners, and Coaches, or any person who may have served at its request, against expenses actually and necessarily incurred by them in connection with the defense of any action, suit or proceeding in which they are made parties by reason of being or having been Officers, Commissioners, Coaches, or a program entity, except in relation to matters as to which any such persona shall be adjudged in such proceeding to be liable for negligence or misconduct in the performance of duty.
ARTICLE IV: DEPARTMENTS
Section 1
The organization shall have two (2) departments: Football and Cheering. Anyone interested in being a commissioner will submit an application. The Commissioners of Football and Cheering shall be appointed by the President and approved by the Executive Board by the March meeting and shall serve a term of two (2) calendar years.
ARTICLE V: MEMBERSHIPS AND FEES
Section 1
Active memberships in this organization shall be open to:
a. All who are parents or guardians of children enrolled in the football and cheering programs
b. Any persons 18 years and older, having been sponsored annually by an active member and approved by a majority vote of the Executive Board
Section 2
To be considered "Active," a member must have attended a minimum of three (3) regular meetings in the previous calendar year.
Section 3
Membership fees (if any) shall be decided upon by the Executive Board
Section 4
Registration fees shall be decided upon by the Executive Board prior to the registration period. Once a child is registered for football or cheering, registration fees shall not be returned after 30 days prior to the beginning of the football season.
ARTICLE VI: EXECUTIVE BOARD
Section 1
The business of this organization shall be managed by an Executive Board (hereinafter referred to as "The Board") consisting of six (6) elected officers.
Section 2
By virtue of their election, the six (6) elected officers of the Board- President, First Vice President, Second Vice President, Corresponding Secretary, Recording Secretary and Treasurer shall serve for a term of two (2) calendar years.
Section 3
The offices will be staggered so each year, only three positions on the board will be up for election. The President, Second Vice President and Corresponding Secretary will stagger one year and the Vice President, Recording Secretary and Treasurer will stagger a next year.
[For the implementation of these By Laws, the Vice President, Recording Secretary and Treasurer will be the first stagger]
Section 4
All of the Board officers shall be active members as well as a parent/guardian of a registered player of this organization.
Section 5
Newly elected Board officers shall take office on January 1st.
Section 6
The Board shall hold meetings prior to each regular meeting of this organization, at which a majority of Board officers shall constitute a quorum.
Additional or special Board meetings may be held whenever the President or a majority of Board officers deem necessary or to be in the best interest of the organization. A majority of Board officers shall constitute a quorum at such meetings. Each Board officer must be notified of the additional or special meeting at least one (1) day before such meeting.
No other business but that specified in the notice may be transacted at such additional or special Board meeting without the unanimous consent of all officers present at such meeting.
Section 7
The President of this organization shall, by virtue of his (her) office, be Chairman of the Board and cast a vote only in the case of a tie.
Section 8
All Board officers, other than the President (see Article VI, Section 6), shall have one (1) vote.
Section 9
A majority vote of the Board officers present is required for the Board to approve any matter that comes before it, unless otherwise specified in the By Laws.
Section 10
The board may make such rules, regulations and stipulations covering the meetings and organizations of this association as it may in its discretion deem necessary for the benefit of the organization if not already spelled out in these By Laws. The Board shall conduct general management of business, finances and property of the organization and shall authorize and control all expenditures as provided for in the annual budget. The Board shall recommend to the membership important proposals, resolutions and dispositions of any unbudgeted funds. Multiple bids should be secured. Any unbudgeted funds exceeding $1,000 will need to be approved by the Association with a majority vote.
Any method of raising funds shall be considered by the Board. If approved, same shall be submitted to the general membership at the next regular meeting. A majority vote of those members present shall be necessary to carry out this proposal.
Section 11
All outgoing correspondence relating in any way to the activities of this organization or on behalf of this organization shall be presented to and approved by the Board.
Section 12
Vacancies on the Board, occurring during the course of the year, shall be filled by a majority vote of the remaining members of the Board for the balance of the calendar year.
Section 13
A Board officer may be removed when sufficient cause exist for such removal. The Board may entertain charges against any Board officer. The Board shall adopt such rules as it deems necessary for the best interests of the organization for this hearing. The right to appeal to the general membership of this organization is available to a Board officer under these circumstances. A majority of those members present shall determine such question. The Board officer in question shall have no vote in either proceeding.
Section 14
The Board has the power to create, combine, subdivide or discontinue any department or committee.
ARTICLE VII: DUTIES OF BOARD OFFICERS & COMMISSIONERS
Section 1
The President shall:
- preside at all meetings
- present at each annual meeting a report of all the work and welfare of this organization
- appoint the Football and Cheering Commissioners
- appoint all committee chairpersons, temporary or permanent
- appoint Alternates to the Commissioners of Football or Cheering
- see that all books, reports and certificates as required by law are properly kept and filed
- be one of the officers who may sign the checks and/or drafts of this organization
- have such powers as may be reasonably construed as belonging to the chief executive of any organization
Section 2
The First Vice-President shall:
- in the event of the absence or inability of the President to; exercise his/her office, become acting President with all of the rights, privileges and powers as if he/she were duly elected President
- represent the President in the ex-officio capacity upon request
- also along with the Second Vice President maintain a file of all articles and/or notices pertaining to any and all events of this organization and the football and cheering squads it represents
- exercise all duties that may be assigned to him/her by the President or the Board that may be reasonably construed as belonging to the First Vice President of any organization
Section 3
The Second Vice-President shall:
- represent this organization in its dealings with all outside organizations in the President’s absence maintain the above-mentioned file along with the First Vice-President
- have the second right of succession to the office of the President
- keep a record of attendance at regular meetings so as to determine which members are eligible to vote
- exercise all duties that may be assigned to him/her by the President or the Board or that may be reasonably construed as belonging to the Second Vice-President of any organization.
Section 4
The Recording Secretary shall:
- keep the minutes of all regular meetings of this organization and the meeting of the Executive Board
- make available to the membership the minutes of the previous meeting at each regular meeting
- file any certificates required by law and shall exercise all the duties incident to the office of Recording Secretary
Section 5
The Corresponding Secretary shall:
- serve notices to all members of this organization
- present the Board and the membership, at any meetings, any communication addressed to him/her or to this organization
- attend to all correspondence of this organization
- exercise all the duties incident to the office of Corresponding Secretary.
Section 6
The Treasurer shall:
- receive all money due this association from whatever source, giving a receipt for same
- will be chief custodian of the funds of the association received by him/her and disbursing officer for same
- will pay no money except on an order signed by the President
- will attend all meetings of the Executive Board
- will file and preserve all such orders on the treasury as vouchers
- all payments will be made by check, countersigned by the President, or 1st Vice President
- keep an accurate record of all money received and paid
- deposit all money of this association in a secure bank or banks with the sanction and approval of the Executive Board
- have all accounts ready for settlement in the month of December of each year
- make statements in triplicate, comprising of the following items: Cash received and for what purpose and expense of this association. One copy will be submitted to the Recording Secretary, which will be entered in the minutes, the other copy submitted to the Executive Board, the original to be retained by the Treasurer, the contents of which will be made known to the members present at the December meeting of each year
- upon the close of each fiscal year (December 31), a financial review will be completed
- a qualified, certified public accountant shall be utilized for tax filing purposes
- perform such other duties as prescribed by this association.
Section 7
The appointed Commissioners of Football and Cheering shall administer their respective departments and shall maintain prior records of all participants according to league rules. They shall attend league meetings and report to the Board, at the next meeting, all occurrences at said league meetings. In the event of the absence or the inability of the Commissioners to attend the league meetings, the appointed Alternates shall attend said meetings with all the duties, privileges and powers as he/she were the Commissioner.
Section 8
No officer shall be entitled to any salary or other compensation by virtue of his/her office.
ARTICLE VIII: VOTING RIGHTS, NOMINATIONS & ELECTIONS
Section 1
To be eligible to vote on any matter put before the general membership of the organization or in the Annual Elections, a member must have attended a minimum of three (3) regular monthly meetings in the previous twelve (12) months inclusive of the meeting at which the vote is taken.
Section 2
Nominations for any elective position of this Association shall be made from the floor at the regular November meeting. The incumbent officer(s) slate shall be allowed to nominate after all other nomination(s) have been made. Once nominations are made and accepted, a motion to close nominations will be made. No further nominations can be made after this motion is passed. If an election is to be held, it will take place by the Annual meeting.
To be eligible to run for any elective position of this Association, the nominee must be an active member as well as the parent/guardian of an active player.
The ballot shall be presented to the membership in a notice to be communicated prior to the first chance to vote. Any challenge relating to a nominee or his qualifications shall be promptly made within one week following the nomination. The failure to assert any impropriety concerning a nominee or candidate for office within such a period of time shall constitute and be deemed a waiver of any defect therein. Any challenge relating to an election or its manner of conduct shall be promptly made within one week following the election. The failure to assert any impropriety concerning an election or its manner of conduct within such a period of time shall constitute to be deemed a waiver of any defect therein.
Section 3
When there is but one (1) nominee for an office, the Recording Secretary shall case a single ballot. If there is more than one nominee, voting shall be held by secret ballot of participating, active members. If there is more than one (1) voting shall be held by secret ballot of active members present at the Annual meeting. The Executive Board will establish a voting system that will allow for active members to have more than one voting option.
Section 4
The President shall preside over the Annual Elections, but not vote in the elections except to break a tie among the voting members.
ARTICLE IX: MEETINGS
Section 1
Regular Meetings of this organization shall be held no less than once per month between March and November, inclusive. The meeting dates and times shall be recommended by the President and shall be approved by the Board. Additional regular meetings may be recommended by the President during the course of the year when he/she deems it to be in the best interest of the organization, and shall be approved by the Board. Executive Board meetings should begin in January and occur at least once per month.
Section 2
The Annual Meeting of this organization shall be the last regular meeting of the calendar year. The purpose shall be elections of officers , President’s Annual report, Treasurer’s report, and any other report and/or business necessary for the completion of the annual business. Only active members shall vote (See Article VIII).
Section 3
Special Meetings of this organization may be held for the purpose of dealing with a specific matter and may be called:
a. By the President when he or she deems it to be in the best interest of the organization.
b. At the request of three (3) members of the Board or ten (10) active members of the organization. Such request shall be communicated to the President with ample time for scheduling of such meeting.
Notice of such shall then be given to all members via their contact information as they appear in the membership list at least three (3) days before the proposed scheduled date set forth for such special meeting. The reason for the special meeting shall be stated in the notice.
No other business but that specified in the notice may be transacted at such special meeting without the unanimous consent of all present at such meeting.
Section 4
The presence of not less than ten (10) members (not including the Board officers and the Commissioners) shall constitute a quorum and be necessary to conduct the business of this organization. At least one (1) coach, (head coach or assistant), or advisor from each squad (Football or Cheering) must attend each meeting (regular or otherwise).
Section 5
No one other than a member of this organization shall be permitted to attend a meeting of this organization (regular or otherwise), or address the membership of this organization unless invited to do so by the Board.
ARTICLE X: COACHING STAFF
Section 1
The Head Football coaches shall be selected by the regular June meeting of each year by the Football Commissioner and approved by a majority vote of the Board. The assistant coaches shall then be selected by the Football Commissioner and the head coaches. All coaches/advisors, football and cheering, must fill out and submit a coaching application
Section 2
The Head Football coach for each squad will be chosen on a year to year basis. Advisors for cheerleading will be assigned by the commissioner(s). At the discretion of the Football Commissioner and the Board, the incumbent Head Coach of each squad shall be given first choice to retain the position of head football coach for that particular squad for the upcoming season.
Section 3
Any exception to Section 2 above must be agreed upon by a majority vote at a special meeting of the Executive Board and the Football Commissioner(s).
Section 4
The number of coaches allowed on the sidelines during a game will be consistent with League Rules
Section 5
The Executive Board, upon receiving written charges against any coach or advisor, shall entertain said charges and meet with the coach in question to discuss the charges brought against. After such meeting, if substantial evidence exists, the Board shall call in the Football and Cheering Commissioners and steps deemed necessary may be taken by a majority vote.
Section 6
No coach, advisor, assistant, helper or the like, shall engage in partaking of alcoholic beverages or tobacco products when working with the children in the capacity of a coach or advisor.
Section 7
The use of corporal punishment is strictly forbidden.
Section 8
The coaching staff shall promote team spirit, good sportsmanship, enthusiasm for working together as a group, pride in appearance and concern for each other as members of the Junior Hornets Football and Cheering squads, and advance the enjoyment of a healthy learning experience.
Section 9
a. All adults (over 18) coaches and advisors and Executive Board members of both the football and cheering programs shall be subject to a background check that will be conducted by the New Jersey State Police Bureau of Identification (SBI).
b. That background check will be conducted by use of the standard State Police SBI (form 212B) and or any other form required or replaced by the State Police as needed for completion of said background check.
c. Prior to the beginning of each season and during the registration period any person expressing an interest in holding one of the above stated positions shall be required to fill out the designated form which will be distributed by the respective commissioners. The President will be required to obtain the forms from the Executive Board members.
d. Upon receipt of the completed forms one person from the Executive Board, will be designated by the President, as the point of contact (POC) to the State Police and will be responsible for filing and collecting the results of the background check and hand delivering them to the President.
e. Following the return of the background checks any discussion about their results will be done so only at an Executive Board meeting. All results, both positive and negative, must be discussed at an Executive Board meeting.
f. If no adverse actions are found, no further discussion is deemed necessary. If negative actions are found to have been discovered during the background check, the decision as to whether to allow or not to allow that person to hold one of the above state positions will be decided by the full board.
g. A unanimous decision (vote) will be needed in order to allow a member to hold one of those positions.
h. Anyone convicted of any crime involving domestic violence, assaults or threatening or intimidating behavior as well as any offenses against children will be automatically disallowed.
i. All fees incurred for the above background checks will be paid for by the LFFPA.
j. All coaches and advisors must be "carded." To be "carded," a coach or advisor must have taken a NJ state certified coaching safety course.
ARTICLE XI- AMENDMENTS
Section 1
The By-Laws of the L.F.F.P.A may be amended at any regular meeting of the organization, notice of such amendments having been given at two (2) previous meetings. A 2/3rd vote of the active members present shall be necessary to approve any amendments.
Section 2
Annually, the By-Laws of the L.F.F.P.A will be reviewed.
ARTICLE XII- SCHOLARSHIPS & AWARDS
Section 1
The organization shall provide for 4 $500 scholarships to be issued per year to qualified LFFPA program applicants. Two candidates shall be selected from qualified applicants from the cheerleading program and two qualified applicants from the football program.
The sum of $2000 shall be appropriated by the organization’s treasurer and submitted to the Guidance Department of the student’s High School. It shall be the joint responsibility of the treasurer and president to assure that said provision is made each year and the confirmation of such is reported to the Association.
It shall be the responsibility of the President to appoint a scholarship committee each year. The committee shall have the responsibility of collecting the applications, assuring that all required documentation accompanies the applications, reviewing and voting on the acceptability of the applications and supporting documentation, and scoring the qualified applications.
Those eligible for the scholarship will need to have participated in the Program for a minimum of two (2) years. The committee shall consider, but not be limited to, the following criteria: community service, volunteer work, family circumstances, extracurricular activities, grade point average.
ARTICLE XIII- HARASSMENT/ABUSE/SEXUAL MISCONDUCT POLICY
Section 1
The L.F.F.P.A is committed to an environment and climate in which relationships are characterized by dignity, respect, courtesy and equitable treatment. It is the policy of this organization to provide all volunteers and children with an environment free from all forms of unlawful or unwelcome harassment or abuse, including implied or expressed forms of sexual harassment, child abuse and neglect.
a. It is against the policy of the L.F.F.P.A for any volunteer, male or female to sexually harass another volunteer or child of the same or opposite sex
b. Child abuse and neglect are unlawful acts and it is against the policy of the L.F.F.P.A for any adult volunteer, male or female, to physically, sexually or mentally abuse or neglect any of the children of this organization.
c. The L.F.F.P.A expressly prohibits any form of harassment on the basis of race, color, creed, sex, age, national origin, socioeconomic status or disability.
d. All allegations of abuse or harassment are to be reported to the authorities for investigation. The L.F.F.P.A will fully cooperate with any investigation.
e. Coaches and advisors are not permitted to go anywhere alone with a child while acting in the capacity of an L.F.F.P.A adult volunteer. The "three person rule" shall be in effect. This prohibits one adult from being alone with one youth. A second adult must be present, or there must be two or more youths with an adult.
f. Coaches and advisors should encourage parents/guardians to attend and observe all such events such as practices and games that the children participate in.
Section 2.
Harassment, abuse and sexual misconduct on the part of anyone associated with the L.F.F.P.A will not be tolerated. Any adult volunteer whose behavior is not in keeping with the standards set forth in this Article will be removed from his or her position.
An adult volunteer may be removed from his or her position when sufficient cause exists from such removal. The Board shall adopt such rules as it deems necessary for the best interests of the organization for this hearing. The right to appeal to the general membership of this organization is available to the adult volunteer under these circumstances. A majority of those present shall determine such question. The adult volunteer in question shall have no vote in either proceeding.
ARTICLE XIV- STANDING RULES
These standing rules may be amended or added to at any meeting of the organization by a 2/3rd vote of the Association, without previous notice.
Acceptance by Officer:
Keith Allmendinger August 18, 2014
Keith Allmendinger, President Date
Little Falls Football Parents Associaiton
