COAL CITY MINERS YOUTH TACKLE FOOTBALL
ARTICLE ONE - Name
The name of this organization shall be called Coal City Miners Youth Tackle Football.
Located in Coal City, Illinois.
Mailing address: P.O. Box 271 Coal City, Illinois 60416
ARTICLE TWO - Objectives
The objectives of this organization are as follows:
Teach and instruct boys and girls the basic skills of football and the art of cheerleading.
Inspire boys and girls to practice the ideals of teamwork and sportsmanship.
Develop physical fitness.
Accept adversity without complaint.
Respect authority.
Respect their teammates and opponents.
Develop self-confidence and a feeling of accomplishment.
ARTICLE THREE - Team Membership
Membership is open to any boy or girl meeting the requirements of the Coal City Miners Youth Football and the Tri-County Football League.
Annual fees, which shall be determined by the Board, must be paid on or before registration dates.
No refunds will be issued after attending the first practice.
The Board on an individual basis shall determine waiver of fees or refunds.
Teams will be divided as stipulated in the rules set forth by the Tri- County League.
The dates, times and places for registration will be set forth by the Board.
Each parent is required to provide:
Copy of their child’s birth certificate.
Physical examination form dated within the 12 months prior to the end of the season signed by their physician.
Current photo
Sign any applicable waivers or forms.
All required forms must be completed and turned in before equipment is handed out.
All required fees must be paid in full before equipment is handed out.
ARTICLE FOUR- Board of Directors
A fourteen (14) member Board of Directors shall govern the organization. This Board shall consist of five (5) Executive Officers and nine (9) Non-Executive officers, which will be elected from the members upon openings. Term of office shall be two (2) years for the Board of Directors.
The following positions will be the Executive Officers of the Board of Directors:
PRESIDENT
SECRETARY
TREASURER
ATHLETIC DIRECTOR
CHEER DIRECTOR
The following positions will be the Non-Executive Officers of the Board of Directors:
PUBLIC RELATIONS DIRECTOR
EQUIPMENT DIRECTOR
CONCESSION DIRECTOR
FUNDRAISING DIRECTOR
MERCHANDISING DIRECTOR
FIELD DIRECTOR
VOLUNTEER COORDINATOR
ASSISTANT ATHLETIC DIRECTOR
WEB SITE COORDINATOR
To serve on the Board of Directors a member should have completed one previous season of membership, to serve as an Executive Officer a member should have completed one previous season on the Non-Executive Board of Directors for this organization. All open Executive Officers of the Board of Directors positions will be first offered to the Non-Executive Officers before the members.
Any Board member not fulfilling his or her duty or having resigned for the remainder of their term shall not be asked to return to the Board, and shall be required to remain off the Board for a minimum of one (1) year before being eligible for re-election.
If an issue comes before the Board regarding any specific Board Member or coach, that person will abstain from voting on the issue in question.
ARTICLE FIVE - Voting Board of Directors election:
The following guidelines will used for nominating and electing new Board members.
Parents or legal guardians of any boy or girl shall be considered members of the Coal City Miners upon payment of fees. Only one (1) vote per household/family is allowed and is based on the address given on the registration form and the member must be present to cast the vote. A person who is participating in the league as a coach shall be considered members.
Voting members must be at least 18 years of age.
Must be a member of the Coal City Miners.
Nominations are open to and can be made by anyone who has, or will have a child in Coal City Miners or is participating in the league as a coach. This person may either nominate themselves or another individual.
Nominations for open Board positions will be taken during October and up to the start of the November meeting.
Nominees shall be voted upon each year at the November regular meeting.
Current Board member positions become available when the following occurs:
The current Board member position is due for re-election.
The current Board member wishes to resign their position.
The current Board member is elected for another position.
A Board of Director majority vote to dismiss the Board member from their position.
The current Board member has three (3) un-notified absences from a Board meeting in one (1) seasonal year and is dismissed from their Board position.
A seasonal year is defined from December 1 to November 30.
A majority vote is required to be elected to the Board of Directors.
If there are two or more candidates for a particular office, member voting shall be by ballot.
The nominee must be willing to accept the position if elected.
Only one Board member per player/cheerleader.
ARTICLE SIX- Executive Officer Duties
Term of office shall be two (2) years for the Board of Directors.
PRESIDENT
1) To provide for overall leadership
2) To oversee all activities and functions of the organization.
3) Appoint persons to head and serve on committees deemed necessary by the Board.
4) Shall vote only in case of a tie.
5) Has the authority to co-sign checks and disperse funds as approved by the Board of Directors.
6) Contact Coal City School District to obtain permission to use facilities, set and deliver schedule for home games, and thank them for use of facilities.
7) Responsible to have player and cheerleading rosters for all games.
8) Represent the Coal City Miners at all Tri -County Youth Tackle Football League meetings.
ATHLETIC DIRECTOR
1) To assume the duties of President in his/her absence.
2) Assist in selection of football coaches. Submit a list of coach’s names and obtain Board approval before selection.
3) Supervise the conduct of all coaches.
4) Supervise the practice sessions and games.
5) Act as liaison person between Board and the coaches and their staff.
6) Act as liaison person between the league and the high school.
7) Supervise all weigh-ins, and provide opposing teams with team rosters, prior to each game.
8) Has the authority to co-sign checks and disperse funds as approved by the Board of Directors.
9) Represent the Coal City Miners at all Tri -County Youth Tackle Football League meetings.
10) Shall be available to any parent with coaching problems.
11) Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football Organization.
SECRETARY
1) Keep a record of all meetings and members of the league.
2) Organize and direct the registration and weigh-in at the beginning of each season.
3) Responsible for having birth certificates, pictures and medical information at all games.
4) Direct and handle all matters relating to insurance.
5) Has the authority to co-sign checks and disperse funds as approved by the Board of Directors.
6) Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football Organization.
TREASURER
1) Keeps a record of league money including an account of all receipts and disbursements.
2) Report at the monthly meeting.
3) Submit an annual report to the Secretary of State as required by law.
4) Shall supervise collection of fees at registration. Collect all monies after home games/events. Pay referees at the conclusion of last game.
5) Prepare annual report for the league.
6) Responsible to get mail from the PO Box on a weekly basis.
7) Has the authority to co-sign checks and disperse funds as approved by the Board of Directors.
8) Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football Organization.
CHEER DIRECTOR
1) Assist in selection of cheerleading coaches. Submit a list of coach’s names and obtain Board approval before selection.
2) Supervise the conduct of all coaches.
3) Supervise the practice sessions and games.
4) Act as liaison person between Board and the coaches and their staff.
5) Act as liaison person between the league and the high school.
6) Has the authority to co-sign checks and disperse funds as approved by the Board of Directors.
7) Represent the Coal City Miners at all Tri -County Youth Tackle Football League meetings.
8) Shall preside over all meetings in the absence of the President and Athletic Director.
9) Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football Organization.
ARTICLE SEVEN - Non-Excutive Officer Duties
Term of office shall be two (2) years for the Board of Directors.
ASSISTANT ATHLETIC DIRECTOR
To assume the duties of the Athletic Director in his/her absence.
Coordinate the monthly/bi-monthly coaches meetings.
Be available to any parents with coaching problems.
Shall collect attendance records weekly.
Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football Organization.
FUND RAISING DIRECTOR
1) Organize and direct league fundraisers.
2) Oversee distribution of raffle tickets, 50/50, candy, etc.
3) Design an ad book with business sponsors and parent "happy ads"
4) Shall obtain a stand for fund raising events such as the Grundy County Corn Festival, Coal City Octoberfest, or any other event that may be suitable for fundraising.
5) Shall be responsible for all money received and shall turn over funds to treasurer.
6) Search and design fund raising ideas and submit to the Board for approval. Board approval, shall be obtained prior to all fundraisers.
7) Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football Organization.
EQUIPMENT DIRECTOR
1) Responsible for all equipment that is connected with the organization
2) Issuing and collecting equipment at the beginning and end of each season.
3) Cleaning and storing of equipment.
4) Supervise or arrange for repair of equipment.
5) Advise the Board of items needing repair or replacement and obtain approval for expenditures of more than $50.00
6) Determine the proper quantities of equipment needed for the upcoming season.
7) Procure equipment after approval from Board and submit invoices to treasurer for payment.
8) Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football Organization.
CONCESSION DIRECTOR
1) Shall organize and direct all concession purchases and sales for all home games, banquets or special events.
2) Shall obtain invoices for all concession related items and submit to the Board for approval and payment.
3) Shall organize and direct the annual awards banquet.
4) Shall sign all necessary papers to obtain hall and insurance.
5) Shall organize and direct all activities at the banquet.
6) Shall contact caterers and food suppliers as necessary.
7) Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football Organization.
MERCHANDISING DIRECTOR
1) Provide samples, pictures, sizes, quantity and pricing of "spirit wear" for approval by the Board of Directors.
2) Organize sales of "spirit wear" at all home games.
3) Shall keep records of all sales and inventory and turn in money and records to treasurer after each game.
4) Provide samples, pictures, quantity and pricing of awards for players, cheerleaders and coaches for distribution at the annual awards banquet. Must be approved by the Board of Directors.
6) Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football Organization.
PUBLIC RELATIONS DIRECTOR
1) Shall be responsible for informing the public one week prior to event (i.e. Board meetings, homecoming rally, banquet, pictures etc).
2) Shall obtain names, prices, and samples/displays of photographers to submit to the Board for approval on team pictures.
3) Coordinate times and dates for pictures with teams and photographer.
4) Make all publicity notices and releases after obtaining Board approval.
5) Shall ensure that game summaries are prepared by each coach and submitted to the local newspaper and web site coordinator after each game.
6) Create and provide a newsletter of upcoming events, directions or announcements for distribution weekly to all members.
7) Arrange a location for homecoming rally.
8) Shall be solely responsible for distribution of players/cheerleaders pictures to parents.
9) Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football Organization.
FIELD DIRECTOR
Prepare field for home games.
Ensure field equipment works properly for practice or games.
Notify the Board of needs to keep the field in safe playing order.
Provide estimates for field or equipment repairs to the Board.
Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football Organization.
VOLUNTEER COORDINATOR
Provide a signup for volunteer positions to ensure help is provided during home events.
Coordinate with the Board to determine where volunteers are needed to keep "game day" running smooth.
Notify volunteers prior to an upcoming event so they shall receive their volunteer fee refunds.
Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football Organization.
WEB SITE COORDINATOR
Responsible for the daily upkeep of the Coal City Miners website.
Must get approval for a budget to maintain the website.
Coordinate with the Public Relations Director for weekly newsletters, pictures, write ups, etc.
Responsible for all updated information to be posted on website.
Shall be allowed one (1) vote per resolution pertaining to the Coal City Miners Youth Tackle Football Organization.
ARTICLE EIGHT - Monies
All monies of the organization shall be kept in a local bank.
No person may charge to the organization unless authorized by the Board.
Any purchase exceeding $50.00, must be submitted to the Board for approval.
All monies should be deposited within 48 hours in the Miners account only.
All monies donated or raised shall be turned over to the Treasurer immediately at the conclusion of the event.
All monies raised shall be counted in front of each respective Board member, Treasurer and one additional Board member. Then turned over as received to the Treasurer for deposit.
ARTICLE NINE - Meetings
The number constituting a quorum shall be one (1) more than half of the Board.
The meetings of the organization shall be held monthly on the first Thursday following the first Wednesday, except in the case of December on dates mutually agreed upon by the Board members.
The President may call special meetings as long as there is a 24 hour notice given. The purpose of the special meeting must be stated and no other business may be transacted. The President, in the event of urgency, may take Board telephone votes. For passage it takes a majority vote.
The procedure for meetings shall follow "Robert’s Rules", revised in all cases where applicable, if they are not consistent with this constitution and by-laws.
Meetings shall be conducted in a good standing manner.
Any member using foul language or disruptive behavior will be told to leave the meeting by the President. A second violation will result in loss of Board position
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ARTICLE TEN - Amendments
The bylaws shall be amended by a two-thirds (2/3) vote of the Board of Directors. The proposed amendment shall be submitted in writing at least one meeting in advance of the vote.
The bylaws shall only be changed/amended by the Board during a special meeting to be called during off season unless circumstances call for an immediate addition/change.
ARTICLE ELEVEN - Coaches
1) This Board will screen and approve all coaches.
2) All coaches agree to abide by the league by-laws, and decisions of league officials.
3) Each team must have one person who will be designated by the Board as the "HEAD COACH". This person shall be responsible for all matters concerning the team, players, coaches, and equipment. All coaches, including head coach, must be 18 years of age.
4) No team shall have more than three (3) Board recognized assistant coaches. One coach will be designated to see that all players enter the game for the required amount of plays as set forth by the Tri- County League.
5) All coaches will follow all rules and regulations as written and implied by the Board of Directors of the Tri-County Football League and/or the Coal City Miners.
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Do not openly criticize players or coaches. Reserve constructive criticism for private or in a team setting. Abusive language or physical abuse is never acceptable.·
Use of tobacco products, drugs, or alcoholic beverages is not allowed on game field or practice fields.·
All coaches agree to follow instructions written or verbal from the Miners Board of Directors.·
All coaches will emphasize sportsmanship, to be good students, and to respect teammates and opposing players.·
All coaches agree that only Head coaches will be allowed to question a decision made by the game officials. All coaches must respect at all times opposing organizations and game officials.·
All coaches will not permit an ineligible player to participate in a practice or game.·
All coaches will not permit an injured player to participate in a practice or game unless that child has a doctor’s note.·
All coaches agree that when a games outcome has been determined (win or loss) that he or she will make every effort to let lesser player(s) play the balance of the game.
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All coaches agree to inform a Miners Board member immediately of any problems with a player or parent including injuries.·
All coaches must follow Tri -County Football League and Coal City Miners philosophies. No coach may alter or insert his/her individual rules, beliefs, or style without approval from the Miners Board of Directors.·
Coaches shall provide a practice schedule to the Coal City Miners Board of Directors and the parents of their respective team/squad. Practice times or date changes including cancellations must include notification to the Coal City Miners Board of Directors and the parents as soon as possible.6) The Coal City Miners Board of Directors with a majority vote has the authority to remove any coach for team or league violations. The entire Board will meet with the coach as soon as possible after the incident prior to voting on removal. Once a coach is removed, he or she shall not coach again for the remainder of that year. To be reinstated the following year or any year thereafter he/she must come to the Board for approval.
ARTICLE TWELVE-General Rules
1) All members, including family or friends, of the Coal City Miners will adhere to all state and federal rules and regulations at any home or away games, practices or special events.
2) All members, including family or friends, of the Coal City Miners will adhere to the Tri-County by-laws and current amendments at any home or away games, practices or special events.
3) The use of profanity, racial remarks or any disruptive behavior of any kind is strictly prohibited on the field or in the stands at any Miners event. Everyone involved with the organization (players, parents, coaches and board members) must adhere to the Miners rules of conduct. Anyone that cannot adhere to the rules will be removed from the organization without warning. This is a zero tolerance issue. All cases will be decided by the board.
4) No individual awards shall be given. Awards may be given to each participant only if each team member receives an award. All awards shall be presented at the banquet. Helmet "participation" stickers are not allowed.
5) The only post-season or pre-season activities that are acceptable to the league are those of a group nature and previously authorized by the Board.
6) Resignation from the Board or a coaching position may be verbal or be made in writing. Any Board Member who has three (3) un-notified absences may be terminated and replaced on the Board.
7) All Board members must conduct themselves in a professional manner at all times while conducting Miners business or be subject to disciplinary action including removal from the Board. The steps to remove a board member are as follows:
a) Any Board Member acting in an unprofessional manner will receive a verbal warning from the President (or Athletic Director in the Presidents absence) to cease the behavior or leave the meeting/activity.
b) If the behavior persists at a subsequent meeting/activity, a majority vote of the Board will be sufficient to remove said Board member from office.
8) At least one (1) Board member is to be present during any practice, scrimmage, game or any approved special event pertaining to the Coal City Miners. The Board member must have access to emergency contact numbers for each child attending said activities.
9) Attendance will be taken by the coaches before and after any practice, scrimmage, game or approved special event. Attendance records for all four levels will be collected by the Assistant Athletic Director on a weekly basis. If a parent or legal guardian has not arrived to pick up their child a coach and Board Member must try to contact the parent or legal guardian. If no contact can be made after 15 minutes, the police should be called for assistance.
10) In the interest of safety, all players and cheerleaders must attend 50% of the scheduled weekly practices before the next upcoming game to get the minimum 5 plays or participate in cheers.
11) Jersey numbers are chose by the veteran players’ first then new players. Coaches, at their discretion, may assign jersey numbers based on IHSA rules.
12) A player staying at their current level has first choice over a player moving up from a lower level to keep his/her jersey number. If a jersey number change is needed, a new jersey must be purchased by the player needing the change.
13) Parents or legal guardians of their player or cheerleader are responsible for the cost of damaged, stolen or missing gear or uniform assigned to their child/children. Parents or legal guardians are required to make a $75 refundable equipment deposit on the day of signups or equipment handout. Deposits are returned at equipment turn in. All equipment must be turned in by December 1st of that season.
14) Board members shall vote on issues as deemed necessary with the majority ruling, the President will only vote in case of a tie.
15) Parent Participation is extremely important to the success of this organization. Each family will be required to volunteer a minimum of two events. You will be required to schedule at least two events when you register for the next season. If you do not schedule your help assignments at equipment handout, your child/children will not receive their equipment. If you do not help when scheduled, your child/children will be suspended for next game. If you cannot help at your scheduled event, it is your responsibility to find a replacement for you.
16) Use of any tobacco products, drugs or alcoholic beverages is strictly prohibited.
ARTICLE THIRTEEN - Committees
Committees may be created to assist in any duties of a Board member with approval of the Board of Directors.
All committees must report the Board of Directors.
Budget for committees must be approved by the Board of Directors.
Any committee created by the Board shall be headed by a Board member
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ARTICLE FOURTEEN – Scholarships
Overview
The purpose of the Coal City Miner Football Scholarship is to provide recognition and financial assistance to an outstanding High School senior who participated in either football/cheerleading. The Coal City Miners will provide a one time $500.00 scholarship to the recipient. The scholarship money will not be provided to the recipient until after the first semester of college, which the recipient must have maintained a "B" average.
The Coal City Miner Scholarship is designated for a High School senior who participated in football/cheerleading for the 4 years they attended High School. Also, the senior must carry a 3.0 cumulative GPA on a 4.0 scale at the time of the award recommendation and be in good standing with the school.
STANDARDS FOR SELECTION
• A former Coal City Miner football player or cheerleader.
• A high school senior football/cheerleader in good standing with a minimum GPA of 3.0.
• The applicant should be recommended by the school principal, counselor and/or teacher based on scholastic ability and character.
• The applicant should have a record of performance in activities both in school and in the community.
• If recommended for a personal interview, the applicant should impress the committee with a sound interest and positive attitude toward their High School and college work.
SELECTION PROCESS
• Applicants must send their completed application to the Scholarship Chairperson by the indicated deadline. (All information is kept confidential)
• Applications will be reviewed by the Scholarship Committee and the best candidates will be selected for a personal interview. The Miners will ensure, to the best of its ability, that scholarship committee members and interviewers are not related to student applicants.
• The athlete/cheerleader chosen by the committee will be notified by written information, if the student declines the scholarship, the next eligible student will be offered the award.
• The scholarship recipient’s name and/or picture will be published in local newspapers and newsletters.
COAL CITY MINER SCHOLARSHIP APPLICATION
(Application due by Date Set By School)
Part I: Should be completed by the student applying for the scholarship.
Part II: Should be completed by the principal, counselor, or teacher
The Coal City Miner Scholarship Committee will review all applications and interview finalists to select the best student for this scholarship
I/WE HEREBY CERTIFY THAT THESE BY-LAWS WERE ADOPTED BY THE COAL CITY MINERS YOUTH FOOTBALL ORGANIZATION BOARD OF DIRECTORS THIS 9th DAY OF February, 2008, AND SHALL SUCCEED ANY PRIOR AMENDMENTS TO THE ORIGINAL BY-LAWS.
PRESIDENT _________________________________________________________
ATHLETIC DIRECTOR _________________________________________________________
CHEER DIRECTOR _________________________________________________________
SECRETARY _________________________________________________________
TREASURER _________________________________________________________
PUBLIC RELATIONS _________________________________________________________
EQUIPMENT DIRECTOR _________________________________________________________
CONCESSIONS DIRECTOR _________________________________________________________
FUNDRAISING DIRECTOR _________________________________________________________
MECHANDISING DIRECTOR _________________________________________________________
FIELD DIRECTOR _________________________________________________________
VOLUNTEER DIRECTOR _________________________________________________________
ASST ATHLETIC DIRECTOR _________________________________________________________
WEB SITE COORDINATOR _________________________________________________________