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Deptford Midget Spartans Football & Cheerleading

Bylaws

              DEPTFORD MIDGET FOOTBALL & CHEERLEADING ASSOCIATION

 

CONSTITUTION AND BY-LAWS

REVISED/UPDATED 06/25/19

 

 

Article I: NAME

 

This organization shall be known as Deptford Midget Football & Cheerleading Association.

 

Article II: OBJECTIVE

 

A.       The objective of this organization shall be to teach good sportsmanship, fair play, honesty, and courage so that the youngsters may successfully compete within their age group in a supervised athletic competition with the thought however, that character molding is the primary purpose rather than athletic achievement. The objective shall be achieved by providing a playing field, equipment, and a competent coaching staff for each team in the organization.

B.       No parts of the income or assets of this association shall insure to the benefit of any private individual or member.

C.       This association shall have no capital stock. Its object and purpose shall be solely of a benevolent character and not for individual pecuniary gain or profit to its members.

D.       In the event of the dissolution of the organization any remain monies will be equally divided and distributed to the other Deptford Township sporting organizations.

 

Article III: MEMBERSHIP

 

A.       Membership shall be open to anyone having an active interest in the organization and its objectives. Any active member shall be eligible to vote at any general meeting. An active member shall be defined as anyone attending one meeting and one work party, or two work parties each month, during the season (July-December) for 3 consecutive months and make a combination of 3 meeting or work parties, not including Carnival during the off months (January-June) Active Members must make 1 night at Carnival to remain active.

B.       It is expected that each active member must perform any reasonable service requested.

C.       Playing membership shall be defined as any player/cheerleader who meets league age requirements.

D.       Termination of any active or playing member shall be by written charges brought to the executive board. Such termination shall require two-thirds (2/3) majority vote of the executive board. Playing memberships can be terminated by the respective coaching staffs prior to the first game with no refund of registration fee.

E.       Club will run as “Exception” to Robert’s Rules of Order. By-Laws are governed by addendum attached hereto and made a part of.

 

F.        All Decisions will need a motion and to be 2nd to be placed for a vote. Motions are passes by majority.

 

 

Article IV: OFFICERS

 

A.       The Officers shall consist of a President, Vice-President, Treasurer, Recording Secretary, Information Officer, Director of Football, Director of Cheer, Director of Facilities and three appointed Trustees.

B.       In the event that the President steps down at any time during his/her term the Vice President must fill that vacancy. At that time the new President may choose from either the current executive board or active eligible membership who will fill the Vice President position until the term expires.

C.       In the event that the Vice President, Treasurer, Recording Secretary, Information Officer, Director of Football, Director of Cheer, Director of Facilities or any of the appointed Trustees resign from their position the executive board will choose someone from the active membership and have it voted on at a general meeting who will to fill that position until the term expires.


 

Article V: DUTIES OF OFFICERS

 

A.       President: Shall preside at all meetings, appoint and serve as a member ex-officio of committees and perform all duties and have all powers not inconsistent with these by-laws that he/she deems essential to the welfare of the organization.

B.       Vice-President: Assist the President and perform the duties of the President in the event of his/her absence. Should the Office of the President become vacant, he/she shall assume the Presidency. The Vice President will oversee the ordering of Football and Cheerleading equipment, needed by the organization and as deemed essential by the Executive Board and shall oversee the use of all property and equipment with the help of any member he/she deems necessary. Will be the Sergeant at Arms in enforcing rules.

C.       Treasurer: Shall record all moneys in official league records, be responsible to see that all moneys are properly maintained, and be responsible for making a Treasurer’s report at each general meeting. All expenses in excess of two hundred dollars ($200), except those drawn for the refreshment stand must have the approval of the general membership and/or Executive Board. All checks shall have two (2) signatures. The President and Treasurer shall be authorized to sign checks.

D.       Recording Secretary: Recording, update by-laws, record meeting minutes, track member eligibility, field availability and issue calendar of events.

E.       Information Officer: All internal/external correspondence, league paperwork, all carnival paperwork, social media and set up transportation for both cheer and football.

F.        Director of Football: Oversee the inventory and ordering of equipment for the season. Oversee committees involving rules and changes. Responsible for parental and coach complaints and present them to the board. Also will relay and pertinent information between the board and coaches.

G.       Director of Cheerleading: Oversee the inventory and ordering of equipment for the season. Oversee committees involving rules and changes. Responsible for parental and coach complaints and present them to the board. Also will relay and pertinent information between the board and coaches.

H.      Director of Facilities: Responsible for maintaining all buildings and grounds.

I.         Trustees (2): Will assist with any Committees and functions deemed necessary by the President.

 

Article VI: NOMINATIONS AND ELECTIONS

 

A.       Nominations shall be held annually at the second general meeting in October with further nominations being held at the first general meeting in November. Elections shall be held at the second general meeting in November. New officers shall take office at the first general meeting of calendar year.

B.       Nominees must be an active member for at least one (1) year with eligible voting rights per article III.

C.       Terms of all offices shall be two (2) years with no limit on the number of terms that may be served.

D.       Termination of any officer, for non-performance of duties can be removed, before their term expires by written charges brought to the executive board. A grievance committee will review and determine if the matter should be brought to the Board and General meeting. The Grievance committee shall consist of representatives from the opposite program (Ex. Cheerleading for Football and Football for Cheerleading). The Grievance Committee will decide if there is sufficient evidence to place matter before the Board. A two-thirds (2/3) majority vote shall be necessary to remove any officer from the executive board.

E.       If an executive board member does not attend a running percentage of 50% of executive board meetings, they will not be eligible for voting rights until compliant. Any executive board-head coach losing voting rights must be compliant in order to retain their coaching position the following year. Any Non-head coach will lose voting rights and not be eligible for following year board position.


Article VII: HEAD COACHES

 

A.       All football/Cheerleading teams shall have one (1) Head Coach. The Executive Board shall appoint Head Coaches after screening all applicants for the position. Head Coaches shall have the right to choose their coaching staff consisting of one assistant head coach and up to seven additional assistants with the understanding that only nine (9) may be present on the sideline at one time. The Head Coach also has the right to dismiss/approve any of his coaching staff.

B.       It is requested that a Head Coach should emanate from inside the organization if possible.

C.       In the event the Head Coach is unavailable to finish the season the assistant head coach will take over as interim Head Coach with approval of the executive board, to take over head coaching duties for the remainder of that season. Upon completion of the season, that head coaching position shall be declared vacant.

D.       All new head coaches are on probation for one (1) year, after the first year the head coach will be evaluated by the executive board. Head Coaches can be extended for an additional term without going through interview process.

E.       Head coaches are expected to perform all of the duties of a head coach based on Deptford Midget Football & Cheerleading objectives, rules and regulations and also those of the governing league. This is to include but is not limited to, attendance at required league meetings and functions. This also includes but not limited to attendance and participation in most functions of Deptford Midget Football and Cheerleading whenever possible and other duties that Deptford Midget Football and Cheerleading expects from all of their head coaches. It is the responsibility of each head coach to seek the active participation of his/her assistant coaches in all aspects of Deptford Midget Football & Cheerleading whenever possible.

F.      All coaches are expected to be active members during their coaching term.

 

 

Article VII: COMMITTEES

 

A.       The president and vice president shall conduct audits of club records at the discretion of the executive board.

B.       The president shall serve as a member (ex-officio) of all committees.

C.       If at any time the president is not satisfied with the progress being made by an appointed committee, he/she shall disband the committee and appoint another in its place.

 

Article IX: MEETINGS

 

A.       There shall be meetings dates to be determined at the last E-Board meeting of the calendar year. Consisting of 1 E-Board and 1 general meeting per month in the off season(mid December to June) at TBA and 1 E-Board meeting and 2 general meetings per month during the season( June to mid- December) at 8:00 pm.

B.       The president shall also have the discretion of calling a meeting whenever he/she deems necessary, with at least 24 hour notice.

C.       If a parent/member has a grievance it should be brought to the Director of Football/Cheerleading first, if said issue cannot be resolved at that time, the grievance should then be brought to a general meeting. The president has the discretion to appoint a grievance committee for further action. Grievances cannot be addressed in front of executive board if it has not been first recognized on the floor at a general meeting. All grievances must be in writing and signed by those making such grievance. (Form on website)


Article X: RULES

 

A.       The playing rules of the association shall be those of the governing league. The Cheerleaders shall abide by the rules and regulations of the Deptford Midget Football Cheerleading Coaches.

B.       Code of Conduct: A parent’s signature applies for both parents/guardians, even if only one (1) signature is obtained, both parents/guardians will be held accountable.

 

Article XI: AMENDMENTS

 

This constitution or any part thereof may be amended or repealed at any regularly scheduled meeting upon a two-thirds (2/3) majority vote of the active members present, providing such change has been submitted in writing and read at three (3) consecutive regular meetings.

 

Article XII: VOTING RIGHTS

 

A.       Voting rights are only given to those with active membership.

B.       Voting rights shall not be granted to someone who is fulfilling this requirement on election night. Active membership to voting rights must be attained prior to elections.

 

Article XIII: COACHING

A.       To be eligible as a coach in the organization each coach must maintain his/her voting rights by making one (1) meeting a month and one (1) work party per month. (An inactive coach will not be able to coach in the new season until they have regained their voting rights exceptions will be made at the discretion of the Executive Board.) First year coaches are allowed to coach but are expected to begin acquiring their voting rights if they wish to continue coaching. Any coach missing all meetings or work parties for two (2) consecutive months will be considered inactive. Any coach who does not have his/her voting rights may be dismissed by a vote of the executive board.

B.       All coaches and assistant coaches must be certified by the Rutgers S.A.F.E.T.Y. Course conducted by a certified clinician, Along with the required Concussion online class and Background check. There must be no prior disciplinary action.

C.       To define who is eligible to be a helper, must be at least 14 years old and cannot be left alone with the squad. It is at the discretion of the head coach to have a Jr. Assistant. Jr. Assistants are to be utilized as assistants only and in no way should be given any authority as a coach.

 

Article XIV: AWARDS

A.       The club will provide a participation medal for all players/cheerleaders that complete the season, to be awarded at the annual awards banquet.

B.       Teams that win the league championship will be awarded jackets with half of the total cost, not to exceed $75.00, being paid for by the organization. Active Head Coaches will receive one jacket paid in full by Deptford Midget Football and Cheerleading. Deptford Midget Football & Cheerleading will furnish the jackets with the cost at the discretion of the executive board. Active Deptford Midget Football & Cheerleading coaches, assistants and Jr. Assistants will be responsible for the full cost of their jacket.

C.       Members of the team are to include all active coaching members in good standing, Jr. Assistants, players, cheerleaders and mascots. Eligibility requirements must have been met by player/cheerleader to be eligible for awards. Eligibility requirements include the return of all equipment.

D.       The club will provide each child that makes the all-stars with a trophy, to be awarded at the annual awards banquet. All-Stars must attend All-Star practices and game in order to receive trophy. DMF will supply All-Star trophies, to the league allowed All-Stars. Any additional All-Star trophies will be the responsibility of the Head Coach.

E.       Players/Cheerleaders, who have participated in the organization for the last six years before graduating from the organization, will receive a graduate gift, to be awarded at the annual awards banquet. If player/cheerleader has completed all years of eligibility they will received a life time participation gift.


Article XV: AMENDMENTS

A.       No political campaigning at Deptford Midget Football & Cheerleading functions.

B.       Executive board must approve all official correspondence by a simple majority. (Anything on Deptford Midget Football & Cheerleading letterhead or signed on behalf of Deptford Midget Football & Cheerleading or its executive board).

 

Article XVI: EXECUTIVE BOARD MEETINGS (MOVED TO ARTICLE IV)

 

Article XVII: SPRING LEAGUE

A. Deptford Midget Football & Cheerleading will work in conjunction with any spring league teams affiliated with DMF as approved by the Executive Board. All teams will abide by all bylaws as set by Deptford Midget Football & Cheerleading and governing league.

 

 

Article XVIII: DISSOLUTION OF LEAGUE

 

A.       Amendment to Article II Section D. In the event of 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 corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principle office of the organization is then located, exclusively for such purpose or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

B.       Amendment to Article II add Section E: Said organization is organized exclusively for charitable, religious, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code.

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Deptford Midget Football & Cheerleading

8 Taylor Lane 
Deptford, New Jersey 08096

Email Us: [email protected]
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