QUAKER VALLEY MIDGET FOOTBALL ASSOCIATION
PURPOSE AND GOALS OF THIS ASSOCIATION
The purpose of this organization is to provide a wholesome atmosphere for boys and girls to learn and enjoy the sport of youth football, cheering and dancing.
The installation of good sportsmanship, individual trust and teamwork with the realization that in our trust lies the future of our nation and the world.
The instruction that an individual must strive for their personal best in order to prevail, to win with humility and lose with graciousness.
The following are the by-laws of the Quaker Valley Midget Football Association (QVMFA), a non-profit corporation Internal Revenue Code Section 501 (C) (7), incorporated under the laws of the Commonwealth of Pennsylvania, November 9, 1976.
Copies of the by-laws will be made available at the time of registration and by the request of a member of this association to the Board of Directors.
Article One - Members
Members are all parents or guardians having a child or children registered to participate in the association’s program and shall make a minimum annual contribution to the association. This contribution shall be an amount as the Board of Directors shall determine annually.
Membership will also be extended to an individual not having a registered participant by a majority vote of the board. This individual should be willing to further the association as expressed in our purpose and goals.
All members shall agree to abide by the by-laws, rules and policies of the Association and all members are welcome to attend regularly scheduled monthly meetings.
Article Two - Officers
The Officers of this association will be elected for a two-year term at the close of the football season. The date to be determined by the board of the directors with notification to all members of the association. The officers will be as follows: President, Vice President, Secretary and Treasurer.
PRESIDENT - Shall preside at all the meetings and by virtue of the office be Chairperson of the Board of Directors. The president shall prepare a monthly agenda to be followed and has the discretion of convening board meetings at any time deemed necessary with notification to the board concerning agenda and schedule. It will be the president’s responsibility to see that the policies, directives and plans as legislated are implemented and coordinate all media relations. The president shall have a vote only i a tie breaking circumstance.
VICE PRESIDENT -Shall, in the event of the absence or inability of president to exercise his or her office, become acting President of the organization. Performs other duties and functions as directed by the President and Board of Directors.
SECRETARY - Shall record the minutes of all meetings and maintain a record of the minutes on file as well as attendance records from all meetings. The secretary shall also handle all mail and correspondence of the Association and work with the Communications Coordinator including, but not limited to rosters, newsletters directions, etc.
TREASURER - Shall receive all funds and pay association’s obligations as approved by the Board. The treasurer shall maintain the QVMFA checking account as required by law and shall provide a detailed monthly financial report at the monthly meetings. All checks or drafts of this association shall require two officers’ signatures. The Treasurer will be one of the officers who shall sign checks or drafts of the association. Only in the event that the Treasurer will be unavailable for an extended period of time may two other officers of this association sign the checks.
Article Three - Board of Directors
The business of this association shall be managed by the Board of Directors. The Board of Directors shall consist of the four officers of this association along with eight board members. The Board of Directors shall control and manage the affairs and business of this association, including determining policies, establishing budgets, authorizing the payment of all bills, electing officers, disciplining members, approving coaches and, in general, do all things necessary and proper to further the purposes of the association.
The Board of Directors will be elected for a two-year term at the close of the football season. The date to be determined by the board of the directors with notification to all members of the association. Any member in good standing may be nominated for a board position by notifying the current Secretary prior to the election meeting. That nomination must be 2nd by a current board member. The person is elected with the most votes of the board members at the election meeting. No person can hold more than one board position at the same time.
Seven members of the Board of Directors (plus the President) shall constitute a quorum for conducting association business at all meetings.
The eight members that will serve as Board members will also be responsible for chairing a committee in this association. Each committee chair may have as many as five members in their committee. In the event that the chairperson will not be able to attend a monthly meeting, he/she may designate another member of their committee to attend the meeting with a voting right. Each committee shall provide a verbal and/or written report at each monthly meeting. The seven committees will be as follows:
General Manager/Organization Football Coach - Shall be responsible for establishing a rapport with the Quaker Valley High School Coaching Staff and developing plays for use by the association’s football teams that will provide a stepping stone for high school play. Shall maintain the purpose/goals of the association. Will be responsible for the intra-team placement of football players based upon age, weight and experience. Shall represent the association at all league meetings. In the event that he/she will not be able to attend a league meeting, shall make arrangements for a football coach to attend in his/her absence. This is a position which can be held by two Board members.
Cheer Manger – Shall be responsible for the development of a Cheer program, which compliments the cheerleading program of QVHS. Shall also establish a list of cheers and dances to be utilized by each team. (Midget, Termite and Nuts & Bolts head coaches will be allowed to develop cheers and dances suited for their cheer squad members.) Will be responsible for the intra-team placement of squad members based upon age, grade level, and/or prior experience. Will be the representative on the Board of Directors for the Cheer Squads
Football Equipment/Uniform Manager - Shall maintain an inventory of all equipment and uniforms by team, size and condition. Shall also be responsible for the distribution and collection of equipment, as well as repair, replacement and storage. All requests/bids for repairs, purchases and reconditioning shall be presented to the Board.
Cheerleader Team Uniform Manager - Shall have parallel responsibilities to those of the Football Equipment/Uniform Manager.
Fundraising Manager - Shall be responsible for developing ideas for fund-raisers as well as the enforcement of a set number of fund-raisers that the members may choose to participate in. The number of fund-raisers that a member must participate in will be determined by the board annually prior to registration.
All fundraising activities shall be approved by the Board. All funds collected will be controlled and counted by the Fundraising Manager and another committee member and recorded and deposited by the Treasurer into the organization’s bank account.
Concession Stand Manager - Shall be responsible for overseeing and managing the fundraising as it pertains to providing food and beverage services for all home games. All food/beverage items purchased for the concession stand shall be reimbursed by a check from the Treasurer. Any large equipment purchase for use by the concession stand shall be presented to the board for approval. The manager will be given a “cash starter fund” not to exceed $750 prior to the first home game. All money received from the concession stand will be given to the Treasurer at the end of the last game, with the exception of the start-up fund which would be turned over after the last home game.
Communications Coordinator - Shall be responsible for the development of a football program to be sold at all home games as well as the banquet program. Shall also coordinate the written solicitation of businesses and parents for advertisements, as well as the coordination of the printing of the program. This position will also handle all written communications such as newsletters, announcements etc., and any other program activities that the Board shall approve.
Each member of the Board of Directors to remain in good standing is required to attend meetings of the Board of Directors. The missing of three consecutive meetings will be cause for dismissal from the Board of Directors at the discretion of a majority vote by the Board.
In the event of a vacancy on the Board of Directors, the balance of the elected directors shall appoint a replacement to complete the term of that Director.
Personal Liability of Directors:
To the fullest extend permitted by law, no director of the organization shall be personally liable for monetary damages as such for any action taken, or any failure to take any action, unless:
- The director has breached or failed to perform the duties of his office in good faith, in a manner he reasonably believes to be in the best interests of the organization, and with such care, including reasonable inquiry, skill and diligence, as a person of ordinary prudence would use under similar circumstances; and
- The breach or failure to perform constitutes self-dealing, willful misconduct or recklessness.
The provisions of this section shall not apply to:
- the responsibility or liability of a director pursuant to any criminal statute; or
- the liability of a director for the payment of taxes pursuant to local, state or federal law.
- To the extend not inconsistent with the requirements of Internal Revenue Code Section 501(c) (7), and unless prohibited by law, the organization shall indemnify any officer or director of the organization made or threatened to be made a party to any civil, criminal, administrative or investigative action, suite or proceeding (whether brought by or in the name of the organization or otherwise) arising out of such person’s service to the organization or to another organization at the organization’s request against all expenses (including attorneys’ fees), judgments, fines and amounts paid in settlement actually and reasonably incurred by such person in connection with such action, suite or proceeding.Persons who are not directors or officers of the Institute (hereinafter referred to as “Other Persons”) may be similarly indemnified in respect to such service to the extent authorized at any time by the Board of Directors and permissible under Pennsylvania law.Such right to indemnification, whether of officers, directors or other persons, shall not apply in relation to matters as to which such person shall be finally adjudicated to have been guilty of willful misconduct or recklessness.
- Expenses which the organization is obligated to indemnify pursuant to paragraph (a) above, including expenses of other persons whose indemnification has been properly authorized by the Board of Directors, shall be paid by the organization upon receipt of an undertaking (in form and scope satisfactory to the organization) by or on behalf of such person to repay such amount if it shall ultimately be determined that he is not entitled to such indemnification.
- The indemnification and advancement of expenses provided by this section shall not be deemed exclusive of any other rights to which a person seeking indemnification may be entitled under any bylaw, vote of directors, agreement or otherwise, and shall continue as to any person who has ceased to be an officer or director of the organization or to otherwise perform services for or at the request of the organization and shall insure to the benefit of the heirs, executors and administrators of such person.
- The organization may purchase and maintain insurance, create a fund of any nature, grant a security interest or otherwise secure or insure in any manners its indemnification obligations, whether arising hereunder or otherwise.
Article Four - Meetings
Regular meetings of this association shall be held on the third Monday of each month eleven months of the year. The Board of Directors will not meet during the month of December due to the holidays. The meetings will begin at 7 p.m. and be held at the Quaker Valley School District. The starting time during the months of football practice will begin at the conclusion of all practices.
The presence of not less than seven (7) members shall constitute a quorum and shall be necessary to conduct the business of this association; but a lesser number may adjourn the meeting for a period of not more than two (2) weeks from the date scheduled by these by-laws, and the secretary shall cause a notice of this scheduled meeting to be sent to all those members who were not present at the meeting originally called.
Special meetings of this association may be called by the president when he/she deems it for the best interest of the association. Notices of such a meeting shall be given with at least a 48-hour notice. Such notice shall state the reasons that such meeting has been called and the business to be transacted at such meeting, and by whom called.
In the event of not being able to hold a meeting with a quorum and a vote is needed in a timely basis, a phone poll or email poll may be taken by the President.
Article Five - Voting
At all meetings, votes shall be via voice, unless special request is made to the President for a ballot vote. A majority vote is required for all actions by the Board of Directors with the President only voting in the event of a tie.
The Board of Directors may, from time to time, allow the vote to be opened up to all members in attendance.
Article Six - Order of Business
1 - Roll Call
2 - Reading of the minutes of the preceding meeting
3 - Reading of the monthly treasurer’s report
4 - Reports of Officers/Committees
5 - Old and unfinished business
6 - New business
7 - Adjournments
Article Seven - Amendments
These by-laws may be altered, amended, repealed or added to, by a two-thirds affirmative vote of the Board of Directors.
CODE OF CONDUCT
GUIDELINES OF ACCEPTABLE BEHAVIOR
AND REQUIREMENTS OF PARTICIPATION
As participating individuals in an interacting organization, minimum requirements are required to provide an infrastructure of growth and harmony. Simply stated as Coaches, Officers, Sponsors and intelligent adults, we are expected to act in a manner consistent with the positions of teachers, leaders and role models. By our acceptance of the responsibilities incurred with these positions, we must display socially acceptable behavior. Norms of accepted behavior are not clearly defined and are interpreted differently by the range of individuals throughout the social strata. Therefore, in order not to have indistinct, obscure precepts of what is or is not acceptable behavior, the following guidelines have been put forth:
The board of directors prior to the upcoming season sets REGISTRATION dates. Late registrations will ONLY be accepted for football players up to the end of the 1st week of summer practice. There will NOT be late registrations for girls dancing or cheering. The only exception that will be made, at the discretion of the board, is for families of boys just moving into the community. Children who are seven (7) and eight (8) on or before August 31st of the current year will play for the Nuts & Bolts team. Children who are nine (9) and ten (10) on or before August 31st of the current year will play for the Termite team. Children who are eleven (11) and twelve (12) on or before August 31st of the current year will play for the Midget team. Children who are thirteen (13) on or before August 31st of the current year can cheer for the Midget Cheer Squad.
As parents or guardians of the children, we are encumbered to take an interest in what our children are involved. The Quaker Valley Midget Football Association (QVMFA) encourages this involvement, but certain restraints must be requested.
Attendance in the association’s monthly meeting (third Monday of every month, with the exception of December) is always requested and encouraged.
Attacks and tirades directed towards coaches, officers or other parents are not in anyone’s best interest. Problems or conflicts are best resolved through calm discussion. If a parent or guardian cannot or will not act as a responsible adult, the Board will have the option to suspend the family member involved in football or cheerleading for a game. A second offense would result in dismissal for the remainder of the season by 2/3 majority vote of the board. Keep in mind your actions may penalize your children!
As parents we sometimes see only our children’s sterling qualities. There will be times when discipline will be required on the playing or practice field. We must be willing to support the coaches that must make those decisions. If a parent feels actions taken were not justified or inappropriate, he/she may approach the President with their complaint.
All children are not equally gifted, and as parents we must be patient in their development. This experience is a firstly to be a fun, so, please do not degrade your children because they may not be able to play at the level of excellence you would wish of them.
Please don’t try to relive your youth and athletic powers through your children, it often seems to result in reactions that are counter-productive to the development of your child’s abilities.
Be aware that you are responsible to return all equipment/uniforms supplied to your child. Normal wear and tear is expected, however, loss, deliberate damage, or failure to return equipment will result in an action filed at the Magistrate. Equipment “turn-in” times will be made known at the season’s conclusion.
Your child is required to participate in all fund-raisers the organization will sponsor. The number of fund-raisers will vary from year to year depending on the expenses and the operating budget for the upcoming season. The purpose of these fund-raisers is to limit out-of-pocket registration expenses and to provide our children with a top-of-the-line organization that we can all be proud of. In the event that a family would rather make a monetary donation instead of participating in the fund-raiser, that option may be available and the amount of donation established by the Board prior to that fund-raiser. Failure to comply with fund-raising activities shall result in missing a game at the board’s discretion up to and including removal from the association.
If a parent submits payment for registration or any other QVMFA-related activity via a personal check and that check is returned to QVMFA for “non-sufficient funds”, the QVMFA Treasurer will contact the family notifying them that they will be responsible for the fees charged to QVMFA as well as re-payment of the “bounced” check. The Treasurer has the right to request cash payments in the future.
Parents shall not threaten, physically or verbally assault any person charged with the responsibility of officiating any contest involving the association. The officials are human and thereby may or may not see things exactly as you do. Failure to maintain decorum will result in a minimum of removal from the contest area. The association will prosecute to the fullest extent of the Law any breach of the peace. We have the right to deny you entrance to the playing area if you cannot or will not act responsibly. Failure to leave the playing area will result in the filing of defiant trespass charges.
Parents at all times must remember that “this is only a game”.
Your child is expected to attend all scheduled practices and games. Specific attendance exceptions can be arranged through the coaches. Please be aware of the fact “no practice means no game time”.
Players and Cheer Responsibilities
You represent this organization whenever you are on the field, or are in uniform. Your personal conduct must be as a Lady or Gentleman. You can lose the privilege of participation for conduct unbecoming your position.
You must always display good sportsmanship regardless of the outcome of the game.
You must respect the fact you are a guest at away games and act accordingly, do not “run down” the facilities. Make the best of all situations.
Improper conduct such as obscene language, gestures, physical threats and lack of respect for another team member or coach will result in a verbal or written warning to player and parent and/or guardian. A second offense of this nature will result in suspension from the next game and a third offense will be removal from the QVMFA by a 2/3 majority vote of the Board.
You must attend all practices and games. If you have a problem, talk to your coach. Missed practices mean no game time. You affect the whole team when you miss practice.
The head coach will take attendance at every practice. You will be allowed two (2) unexcused absences (cumulative) from practice. If you miss three (3) practices, you will not be allowed to play or cheer the next scheduled game. The only excused absences will be vacations and illnesses. Prior notification must be given to the head coach and followed up in writing by the parent/guardian at the next attended practice.
Missing practice for more than five consecutive days, or missing one scheduled game without prior notification to the coaching staff, or a doctor’s certificate of ill health constitutes disciplinary action including missing a game up to removal from the organization by a 2/3 majority vote of the Board. That means you have forfeited all privileges of participation, including but not limited to; banquet attendance, senior gifts, and participation gifts. You will be expected to turn in your equipment when asked, and make restitution of any and all funds that may be owed the association. Failure to return equipment or make restitution will result in charges being filed at the magistrate.
According to the Tri-State League By-Laws, and now the QVMFA by-laws, all boys and girls that are a member of the QVMFA may not be an active member of the Middle School’s football team or cheerleading squad.
Coaching Staff and Ethics
Each football, cheering and dance team will have one head coach that will be approved by a 2/3 majority vote of the Board. Head football coaches may select up to five assistant coaches and head cheerleading & dance coaches may select up to two assistants.
Winning is to be encouraged, but not to be the primary motive in any contest. Coaches must be humble in victory, and gracious in defeat. The ability to lose and not be defeated is the most important lesson that we can impart on our players.
Coaches cannot display contempt or ridicule of any opponent. This includes “running up the score”. The difference between a comfortable margin and a blowout is a slim line and subject to interpretations. It should be realized that although we play the same teams, the player mix changes every year and the motive of revenge are unacceptable. Consistently scoring more than 24 more than opponents may result in a review and possible censure to that team’s head coach. Multiple infractions of this may result in suspension.
Verbal insults or degradations shall not be directed toward any player on the field. This includes ethnic insults, etc. The encouragement of players to engage in this manner of intimidation will result in a review and suspension of coach or coaches involved.
Coaches will not encourage or induce play that is considered unsafe, illegal or unsportsmanlike. This includes, but is not limited to, activities that are considered “outlaw” as in spearing, head hunting, illegal tackling, blatant face masking or late hits. These activities occur naturally and are not to be encouraged. Any coach that is discovered to teach, to encourage or condone these types of play will be suspended immediately pending a final review by the Board. The coach may be personally responsible for any litigation for injuries resulting from the instigation of conduct not considered proper.
Coaches will refrain from using strong or offensive language. This rule requires the exercise of self-control. Cursing or the invocation of Divine Retribution is the least acceptable of offensive language. The use of vulgarism and harsh slang are also emphatically discouraged along with any physical displays associated with the same.
Coaches will refrain from violent actions, physical attacks, protracted arguments or extreme displays of anger. Coaches shall not use race, ethnic origin, relation, sex, or financial status to discriminate between his players. First offense of this will result in a written censure by the Board; second offense will result in suspension.
Sportsmanship is to be displayed first and foremost. When you are in the public eye your actions are representative of the association. Self-control is the by-word. Failure to exercise control or repeated outbursts will result in a review by the Board. This will be independent of, and unbiased by, subsequent actions that may be taken legally or by the league.
Coaches, parents and players will refrain from abusive or threatening behavior and/or language toward any official on or off the field. Ejection from a game will result in an inquiry by the Board. Any fallout from these activities resulting from post or pre-game problems will result in suspension pending an inquiry. Any punitive reaction from the league will not influence or bias those taken by the association. All coaches will be responsible for players, guardians or representatives of their team. All disciplinary actions taken by the league will be enforced the association.
Coaches are not permitted to smoke on the field during practices or games. Coaches will at all times consider first and foremost the safety, welfare and well being of those children entrusted to his/her care. This includes but is not limited to, insuring the suitability of playing area, proper uniform and correct use of pads, attention to injuries sustained, and application/teaching of approved techniques. Failure of a coach to properly executive his duties in this area will result in suspension pending final review by the Board.
Each team’s head coach has responsibility for actions taken by those members of his staff and his/her players or cheerleaders. If discipline actions are required, the head coach must enforce them. Personality difficulties and conflicts should be brought to the attention of the Organization Football Coach for his resolution. Problems resulting from coaching conflicts will result in a review by the Board.
Coaches are expected to support all fund raising efforts of the association. Coaches will not try to maintain order and discipline with the issue of punishment that may be considered harsh, excessively exhaustive, cruel, dangerous or degrading. Problems of a repetitive nature with a player should be turned over to the Organization Football Coach for a consultation with the party and his/her parents.
Head coaches will be responsible for ensuring player involvement in fundraising events and all other activities of the association. Coaches will also make sure that all correspondence sent from QVMFA would be delivered to all players/cheerleaders.
No coach shall schedule additional practices or a practice at times other than those that have been determined by the board/approved by the school business administrator prior to the start of the season. If additional practices are required, the coach should request that an exception be made and present it to the QVMFA President. No coach shall take any team or team members from a designed practice or game for any reason without consulting with the President and receiving permission from parents. No group shall use the QVMFA name for activities outside of our designated schedule without the consent of the Board. These rules are put in place to protect the volunteer parents that are involved in coaching and representing the board and will prevent any civil liability towards these individuals and/or the QVMFA organization.
REMOVAL OF COACH
The following procedure must be followed for the removal of a coach.
Upon the receipt of a request, with specific reasons from any two Board members, the Board will at a regular meeting review the request. The party in question will not be present at this meeting. The Board members at this meeting must agree with the request by a 2/3 majority vote and recommend to the Board to proceed with formal removal.
The person in question will be notified by letter
With recommendation of the coaching staff, Board will vote on removal, which will then require 3/4 majority vote of the Board Members present.
Notification of general membership will take place through announcement at next business meeting
Automatic suspension will result in any case of abuse or molestation of participants or other children resulting in arrest or legal action. Permanent removal will proceed as outlined above.
Amendment date: 2/00
Amendment date: 6/05
Amendment date: 10/06
Amendment date: 3/09
Amendment date: 7/15
QUAKER VALLEY MIDGET
PURPOSE & GOALS OF THE ASSOCIATION
CODE OF CONDUCT
COACHING STAFF & ETHICS