Back River Youth Sports Association (BRYSA)

By-Laws

2012 Board Members

  BACK RIVER YOUTH SPORTS ASSOCIATION, INC

BY-LAWS

Approved: June 2011

ARTICLE I - Mission Statement

Section 1  Objectives and Purposes: Back River Youth Sports Association (BRYSA) is a member of the Peninsula Youth Football and Cheer Organization (PYFCO) and adheres to the PYFA By-Laws.  The objective and purposes of the corporation (also known as the Association) are enumerated as follows.

(a)  To provide an athletic outlet for area youth to participate in organized youth football, cheerleading, or any other sport the Board may implement at a future date.

(b)  To teach youth the fundamentals of football and cheerleading, and sports safety within the team concept.

(c)  To teach youth the underlying meaning of sports; mental and emotional discipline, competitive sportsmanship, and foster social development.

ARTICLE II - Organization

Section 1  Executive Officers and Board of Directors: BRYSA shall be governed by Officers and Board of Directors, hereafter referred to as the Board consisting of the following positions.  Each Officer and Director will be voting member each having one vote per person (one person holding two or more positions will get one vote).

(a)  Executive Officers and Duties

(i)  President: the President shall be the principal executive officer of the corporation and subject to the control of the Board. He/she shall be the administrative head of the Association and shall act as a Chairman of the Board of Directors and Chairman of the Grievance Committee. He/she will be responsible for assembling the agenda and the orderly conduct, when present, of business at each meeting. He/she may call special meetings of the Board as deemed necessary according to the rules set forth in Article III, Section 3. He/she shall serve as a Director of the Peninsula Youth Football and Cheer Organizationand attend all required meetings so designated. He/she shall perform all duties incident to the office of President and such other duties as may be prescribed by the Board from time to time. He/she shall be responsible for the safe storage of the Articles on Incorporation and the Corporation By-Laws. He/she shall be responsible for assembling special committees (such as an audit committee) as deemed necessary for special purposes.

(ii)  Vice President of Administrative Affairs: In the absence of the President or in the event of his/her death, inability, or refusal to act, the Vice President of Administrative Affairs shall perform the duties of the President and when so acting, shall have all the powers of and be subject to all the restrictions upon the President. The VP of Administrative affairs will act as the chairman of the By-Laws Committee.  He/she shall act in the absence of the President at Football activities and will serve as alternate Director of the Peninsula Youth Football and Cheer Organization functions. He/she shall be responsible for inventory, storage, and maintenance of all the Associations equipment and assets. Annual assessments of equipment acquisition coordinated with the Equipment Manager (jerseys, uniforms, helmets, coaches’ equipment, etc.) are to be presented to the Board for approval. He/she shall perform such other duties as from time to time may be assigned to him/her by the President or the Board.

(iii)  Vice President of Economic Affairs: He/she shall act as Chairman of the Fund Raising/Events Committee.  This committee is to establish fund-raisers for the Association to be submitted to the Board for approval. He/she shall be responsible to receive a receipt from the Treasurer for money given to the Treasurer and kept for his/her records. It shall be his/her duty to actively seek donations and act as liaison between the Association York County and Poquoson Parks & Recreation department. It shall be his/her responsibility to submit bids from three companies for all Board approved expenditures on equipment, uniforms, coaching supplies to the Board. He/she shall perform such other duties as from time to time may be assigned to him/her by the President or by the Board. He/she shall be responsible for academic all-stars and attend such meetings.     

(iv)  Secretary:   He/she shall be responsible for keeping the minutes of the proceedings of the Board meetings and reviewing the previous meeting minutes.   He/she shall be custodian of the corporate records and books provided for the minutes.  He/she shall be responsible for scheduling and arranging the board meeting place.  He/she shall perform other such duties as may be assigned from time to time by the Board or the President.

(v)  Treasurer: The treasurer shall have charge and custody of the Associations general account fund, fund raising fund, and any other accounts approved by the Board. He/she shall maintain all checking and savings accounts required by the Board and the receipts/invoices for moneys receivable/payable from all sources. He/she shall deposit all moneys in the name of the corporation in such banks or depositories, as the Board shall designate. He/she shall be responsible for formulating and operating budget, with assistance from the President, for each year and shall perform such other duties as from time to time may be assigned to him/her by the President or the Board. He/she shall cooperate fully with an annual audit committee whenever deemed necessary by the President or Board.  He/she shall be responsible for filing the annual 990 Tax Return.  He/she shall provide a year-end accounting report and prepare all financial reports deemed necessary by the Board

(vi)  Safety Officer: The safety officer shall be responsible for insuring coaches certifications, if any, are current and in compliance with PYFCO requirements. Evaluate football safety and first aid equipment to determine adequate supplies are available for game and practice sessions.  Assist football coaches in appropriate physical training techniques.  Provide EMT assistance if available.  He/she shall perform such other duties as from time to time may be assigned by the President or the Board.  He/she shall coordinate game day Blue Hat responsibilities to include approval from coaches before game time. He/she shall be responsible in training all blue hats on PYFCO rules and regulations to include NFHS rules. He/she shall provide a copy of PYFCO rules and regulations and a copy of the NFHS rule book to each Blue Hat.

(vii) Cheerleading Coordinator:  The Cheerleading Coordinator shall act as the supervisor of the cheerleading program.  He/she shall be responsible for selecting all cheerleading uniforms and accessories as approved by the Board for purchase.  He/she will evaluate cheerleading safety and first aid equipment and coordinate with the Safety Officer to ensure adequate supplies are available for game and practice sessions. He/she shall generate rosters for each team and provide a copy to the Vice President of Administrative Affairs.  He/she shall oversee playing/coaching manual for cheerleading and assist all cheer coaches in selecting cheers and appropriate cheerleading physical training techniques .  He/she will communicate BRYSA and PYFCO decisions, regulations, and rules to all coaches.  He/she shall assure all coaches are certified by NYSAC and as necessary he/she will oversee the Competitive Cheerleading program.  He/she shall be responsible for distributing to and collecting from the head cheer coaches all uniforms/equipment loaned to cheerleaders.  The Cheerleading Coordinator will generate a report at the end of the season to be presented to the Board that lists the cheerleaders who have not turned in uniforms/equipment and identifying the items that have not been returned.  He/she will perform other duties as may be assigned from time to time by the Board or the President.

(b)  Board of Directors and Duties

(i)  Founding Fathers:  The BRYSA recognizes outstanding contributions to the Association by conferment of the Founding Father Position.  To be eligible for this position, the member must have been involved in the conception of the BRYSA and have provided unwavering support and leadership to BRYSA.  The position is considered a distinctive honor, not a right, and should only be considered to those who have been dedicated to BRYSA from its conception and who have remained involved to date.  Any Elected Founding Father will serve as a guide and will be called upon to provide counsel or to serve in various roles and/or capacities for the enhancement of BRYSA.   This position once elected is for life and is the only voting board position that may be left vacant.

(ii)  Concession Chairperson: He/she shall be responsible for the delegation, coordination, and scheduling of parents to operate the concession stand(s). He/she shall submit purchase orders for the funds necessary to operate the concession stand(s), from the Treasurer prior to each home game and/or event. He/she shall be responsible for the beginning and ending inventory reports after each Association game/event and submitting report to the Treasurer for their records. He/she shall be responsible for all funds received from concessions at Association games/events.  He/she shall be responsible for turning in funds to the treasurer for deposit within 48 hours of the last game/event and obtaining and keeping a receipt for the Chairman’s records.

(iii)  Football Head Coaches: The Head Coach of each given division shall appoint assistant coaches. The head coach will provide his/her assistants names and phone numbers to the board by the first regularly scheduled board meeting in August.  He shall be responsible for the roster, weigh-ins, jersey numbers, birth certificates, and/or other requirements deemed necessary by the Board and the Peninsula Youth Football and Cheer Oganization. He shall be responsible for a numerical roster at every game, home and away, for announcing the booth. He shall be responsible for the coordination of issuing and returning of all equipment with the Equipment Manager and/or Vice President of Administrative Affairs. It will be his responsibility to assure games are played in accordance to the Peninsula Youth Football and Cheer Organization rules and regulations. All head coaches must certify through USA Football as required by the Peninsula Youth Football and Cheer Organization by-laws. Head coaches may, at the discretion of the Association, be required to fill out an application for their position, as well as, all new assistant coaches and coordinators. He shall be responsible for having a chain crew (three (3) adults) prior to the start of each home game. He shall have the following appointees and information available to the Board at the August fixed meeting.  The following will be the designated division voting football coaches.

1)  Junior’s Head Coach

2)  Midget’s Head Coach

3)  Mighty Mite’s Head Coach

4)  Mite’s Head Coach

(iv)  Cheerleading Head Coaches:   The Head Coach of each division shall appoint assistant coaches.  The head coach will provide his/her assistants names and phone numbers to the board by the first regularly scheduled board meeting in August. She shall be responsible for the game roster, birth certificates, and/or other requirements deemed necessary by the Board and the Peninsula Youth Football and Cheer Organization. She shall be responsible for the coordination of issuing and returning uniforms with the Cheerleading Coordinator. She shall be responsible to attend cheerleader camp tryouts, or other functions designated by the Cheerleading Coordinator or the Board. He/she shall have the following appointees and information available to the Board at the August fixed meeting.  The following will be the designated division voting cheer coaches.

1)  Junior’s Head Coach

2)  Midget’s Head Coach

3)  Mighty Mite’s Head Coach

4)  Mite’s Head Coach

Section 2  Terms of Service.  Officers shall serve a term of two (2) years for continuity and until their respective successors, if any is elected.  Directors shall hold their position for a term of one (1) year and until their respective successor, if any is elected.  The Founding Father Position is elected for life.  One person may only hold more than one board position in the event of filling a temporary vacancy; however, one person may hold no more than two positions at one time.  Person holding two positions can only do so until a special election can be called.

Section 3  Organizations membership: The organization’s general voting membership shall be made up of the following:

(a)  Elected Executive Officers and Board of Directors

(b)  Parents/Guardians of Football players/Cheerleaders: Parents/Guardians are defined as those individuals whom the participant primarily resides with and participated in the program the previous year. The phrase participate the previous year includes only those participants who completed the entire season with BRYSA or unfortunately injured themselves prior to completion of the season. There shall not be more than 2 parents/guardians for each participant to include any siblings. Any dispute as to who are the eligible voting parent/guardians shall be resolved by the board prior to any elections.

(c)  Team Mothers:  Each division cheerleading and football head coach will appoint a team mother to act on his/her behalf and will provide their name and phone number to the board by the first regularly scheduled board meeting in August.  She agrees to all duties delegated to her by the cheerleading or football head coach.  He/she shall be responsible for having forms completed by players for the PYFCO Academic All-Stars.

(d)  Assistant Cheer and Football Coaches:  Each division football and cheer head coach will appoint up to seven (7) assistant coaches to assist in running and managing team/squad affairs.  Assistant coach(s) agree to all duties delegated to him/her by the Head Coach.  Furthermore; he/she shall be certified or re-certified by USA football no later than the first regularly scheduled game.

(e)  Board Appointed Positions

(i)  Equipment Manager: The Equipment Manager shall be appointed by the board. He/she shall report to the Vice President of Administrative Affairs. His/her duties shall be the issuance and return of equipment of uniforms coordinated with the Vice President of Administrative Affairs. He/she shall be responsible for replacement and/or repairs to equipment during the season as deemed necessary by the head coaches or cheerleading coordinators. He/she shall provide a first aid kit for each division and supplies for minor repairs to each head coach and any other items appropriated by the Board.  This position holds a one (1) year term but may be reappointed and is not a voting position on the Board, but does have a vote in the annual election, or any special elections.

(ii)  Life Time Members:  All Life Time Members will be appointed by the Board.  The BRYSA may recognize outstanding contributions to the Association by conferment of the title of Life Time Member.  To be eligible for such consideration, the member must have had at least ten (10) years of dedicated service to BRYSA and served at least one (1) full term as an Executive Officer or Director during these years.  The title should be considered a distinctive honor, not a right, and should only be given to those who have made significant contributions to BRYSA through long and distinguished service.  The Life Time Member will serve as a guide and may be called upon to provide counsel or to serve in various roles and/or capacities for the enhancement of BRYSA.  A standing invitation to attend all meetings or events conducted by BRYSA is extended.  As indicated by the title the appointment of is for life.  This is not a voting position on the Board, but does have a vote in the annual election, or any special elections

(iii)  Webmaster: The Board shall appoint a webmaster.  He/She shall report to the President for any and all information that is to go on the leagues website.  Only the President and the webmaster will have the necessary information to access the website to make any and all changes that the President or the Board feel needs to be made.  This position holds a one (1) year term but may be reappointed and is not a voting position on the Board, but does have a vote in the annual election, or any special elections.

(iv)  Home Game Announcer:  The Board shall appoint a home game announcer.  He/She is responsible for announcing for all four (4) divisions.  This includes but is not limited to reading the roster for both football and cheerleaders for both teams at the start of each game, playing the music for each cheerleading team during half time, and general correspondence of the game.  This position holds a one (1) year term, and is not a voting part of the Board, but does have a vote in the annual election or any emergency elections.

Section 4  Football Divisions: The Association shall be compromised of four (4) divisions: Mites, Mighty Mites, Midgets, and Juniors. Each division shall consist of one (1) football team with its own coaching staff and Team Mother, and one (1) cheerleader squad consisting of its own coaching staff and Team Mother. The eligibility criteria for each division will conform strictly to the rules set forth by the Peninsula Youth Football and Cheer Organization.

ARTICLE III - Meetings

Section 1  Meetings and Notices: General Meetings of the Board shall be held at a fixed time depending on feasibility and availability once per month February through July by resolution of the Board, or upon call of the President or the Secretary, or upon the call of a majority of all the members of the Board. General membership meetings shall be advertised on the BRYSA website.  Notice of any special meeting to be held at a time other than that fixed by the Board shall be made by contacting each board member at least 24 hours before the meeting and speaking directly with each member or leaving a message for the member.  The President shall preside over all meetings of the Board. If he/she is not present, the Vice President of Administrative Affairs shall preside over the Board meeting.

Section 2  Order of Business: All meetings are to be held by Robert’s Rule of Order. At any regular or special meeting of the Board the order of Business shall be:

(a)  Reading and disposal of minutes of the previous meeting

(b)  Reports of Officers and Committees

(c)  Old Business

(d)  New business

(e)  Adjournment

(i)  All issues/proposals mentioned and seconded by the Board must carry a majority vote for Board approval with a quorum present.  A quorum is defined as the majority of the entire board with at least one executive officer.

Section 3  Action in Lieu of Meeting: Any action required or permitted to be taken at a Board Meeting may be taken without a meeting if consented to in writing, setting forth the action so taken, shall be signed by at least a quorum to include the president.  A documented effort to contact all board members must be made (date, time of call, number called, spoken to, left message).

ARTICLE IV - Committees

Section 1  Standing and Special Committees: The Board may create standing committees, as it may be necessary to implement the objectives of the Association. The Chairperson of each standing committee shall be a Director of the Board and the Term of each chairperson shall be one (1) year. No committee expenditures or commitments shall be implemented without approval of the Board. The power to form special committees and appoint their members is vested in the Board of Directors, The standings committees and their duties are as follows.

(a)  Grievance/Ethics Committee: To be chaired by the President of the Association. The committee is to consist of the President (as long as he/she is not the defendant, in which case the next senior executive officer will chair the committee) and four (4) parents (defendant parent will not sit on the committee) nominated by the President for the Board approval at the August Board fixed meeting. The sole responsibility of the committee is to review the actions of coaches, parents, participants, or anyone affiliated with the organization upon receipt of a written complaint signed by the plaintiff with a home phone number to provide committee members the ability to contact the plaintiff for additional information. Possible penalties should complaint be substantiated and considered detrimental to the goals of the Association, may range from reprimand to suspension and require a majority vote of the committee. The defendant may appeal the committee’s decision in writing within five (5) working days of the notice of committee decision. Any Board member involved in the dispute may not vote on the appeal due to conflict of interest. The Board will advise the committee and defendant to uphold or reverse the committee’s decision. Any decision by the committee or the Board to remove any elected board position: refer to section 5.10.  The committee appointee’s term shall run for one (1) year.

(b)  Fund Raising/Events Committee:  To be chaired by the VP of Economic Affairs.  Chairperson is to make nominations for appointment to be voted on by the Board at the June fixed meeting. This committee shall consist of at least one (1) parent from each division team and cheerleader squad. The committee’s sole responsibility is to establish and operate fund raising projects. The committee will be advised of the Association’s financial requirements prior to the beginning of each season. All revenue of the fund raising event shall be delivered to the Treasurer within one (1) working day of the event. The committee appointee’s term shall run for one (1) year.

(c)  By Laws Review Committee:  To be chaired by the VP of Admin Affairs.  Committee will consist of the VP of Admin Affairs, One Football Coach, One Cheerleading Coach, Safety Officer, Cheerleading Coordinator and (4) four parents.  Chairperson is to make nominations for parent appointments to be voted on by the Board at the March fixed meeting. Parents shall consist of at least (2) two football parents and (2) two cheerleader parents. The committee’s sole responsibility is to review the BRYSA by-laws annually and recommend any necessary changes (if needed) to the board for approval.  Any changes must be documented by the June fixed meeting.  The committee appointee’s term shall run for one (1) year.

ARTICLE V - Operating Procedures

Section 1  Operating funds: A checking and savings account shall be established at a local approved FDIC insured depository. All checks and withdrawals shall require the signature of the President and the Treasurer. All revenue generated by Association fund raising and concession events shall be deposited in the account designated by the Board within one (1) working day after receipt. All operational, fundraising, concessions and other Board approved expenditures are to be paid through the Association checking account.

Section 2  Indemnification: The Association Board may from time to time authorize an Association member (i.e. Concession Chairperson, V.P. Economic Affairs, Safety Officer, etc.) to make purchases on behalf of the Association. This member must have a purchase approval signed by the President and Treasurer and provide a valid receipt to the Treasurer for indemnification against such expenses.  Purchases less than $250 may be approved by the president and the treasurer.

Section 3  Youth Participation:  BRYSA shall turn no child wishing to participate away as long as equipment/uniforms are available and the safety of all participants and coaches is not at risk; however, coaches have the responsibility to the association and will inform the board if equipment/uniforms are not available or if the number of coaches to player ratio will further affect the safety of any participant.  The coaches shall determine a maximum and minimum number of players/cheerleaders for each division and will present this information to the Board. The Board shall reserve the right not to field a team, proved through registrations, meeting the minimum criteria. The Board shall reserve the right to exceed the maximum number of players or members should registration so dictate amendment.  Parents/guardians can present written request to board for cheer leader to cheer out of age group.  This will be reviewed by the board and limited to extenuating circumstances.

(a)  Waiting Lists: If Association funds do not permit buying additional equipment or if the player/coach ratio will not facilitate safe operations, a waiting list will be established.    Individuals placed on a waiting list will be invited to participate in BRYSA football/cheerleading based on a “first come first served” basis.  Definition: First name added on the list will be the first invited to participate.

Section 4  Registration Fee: A registration fee to be decided at a fixed April Board Meeting shall be remitted by each participant. Should a family have more than one participant a deduction will be allowed for each additional family member.  Back River Youth Sports Association shall abide PYFCO By-laws that state Leagues will charge each cheerleader and/or football player a minimum of $25.00 to participate and will openly advertise this fee. Family discounts will be excluded from minimum registration fee.  Due to BRYSA purchasing certain items for cheerleaders and football players (such as: football jerseys, pompoms, etc.); any refund will be reduced by the cost of items or equipment purchased for that individual football player and/or cheerleader. To obtain a refund you must request it in writing to the treasurer by the 2^nd Friday of practice. No refunds will be given after the 2^nd Friday of practice.

Section 5.  BRYSA Sponsorship:  The Association may seek and promote sponsor support to BRYSA. 

(a)   Sponsorship Grant: BRYSA will not deny participation to any child due the inability to pay the required registration fee. A portion of all sponsorship donations will be set aside for families experiencing a hardship but wish to participate in BRYSA football and/or cheerleading. The board reserves the right to require documentation to determine eligibility for this grant.

Section 6.  Player/Cheerleader Discipline: Should the head coach have a discipline problem with any participant, said coach shall be able to give a warning or suspension, up to but not including dismissal, and notify Association President.

Head coach wishing to dismiss a participant from the team shall refer participant to the grievance committee.

All participants and parents have a right to appeal any disciplinary action for more than one game suspension to the grievance committee within seventy-two hours.

Section 7.  Conduct: Coaches will at all times attempt to refrain from conduct unbecoming of a gentleman or lady where minors are present and may be grounds for dismissal. BRYSA will not tolerate coaches exhibiting poor sportsmanship.

Section 8.  Game Day Procedures: For all home games, the first Association team to take the field will be responsible for setting up the field (i.e. yard and goal markers, chains, etc.) prior to their game. The Last Association team to take the field will be responsible for picking up these items after their game and storing them as designated by the Board.

Section 9.  Blue Hat.  All Blue Hats must be NYSCA certified.  An adult identified as a “Blue Hat” will represent each team.  All individuals serving as Blue Hats are acting as representatives of the PYFCO Board.  Blue Hats will identify themselves to the officials and each other prior to the start of each game.  Blue Hats will be knowledgeable of the rules and the intent of the rules.  They are responsible to assist the White Hats whenever required.  Blue Hats will be in sight of the officiating crew and remain on the sidelines to ensure Association objectives are met.  This includes preserving the safety of all participants including the officiating crew.   Coaches cannot serve as Blue Hats during a game in which they are coaching and Blue Hats may not serve as coaches in games they are the Blue Hat.  Blue Hat shall be responsible in enforcing all PYFCO sideline rules and regulations. PYFCO only allows the President, blue hat, team mothers and association coaches whose team is playing at that time to be on the sidelines.

Section 10.  Football Sideline Rules: Only Association coaches and team mothers are permitted on the sidelines at Association games. It shall be the responsibility of the coaches and/or team mothers whom are playing to enforce this ruling.

Section 11.  Removal and Vacancies:

(a)  Elected Officials:  The removal of any board member should happen only due to cause or by resignation.  Removal by cause must be by the following procedures.

(i)  A special meeting or regular meeting of the board must take place to address this issue.  A quorum of the board must be present.  A vote requiring a majority should take place.  This vote is only to decide whether to recommend to the membership the removal of the board member.

(ii)  Once the Board recommends the removal of the board member, a special meeting of the membership should be called.  The membership should vote on removal by the majority on the board member in question.

(b)  Board Appointed Officials:  The removal of any board appointed position should happen only due to cause or by resignation (see Article VI, Section 10).  Removal by cause must be by the following procedures

(i)  A special meeting or regular meeting of the board must take place to address this issue.  A quorum of the board must be present.  A vote requiring a majority should take place.  This vote by the board will decide whether to remove the person holding this board appointed position.

(c)  Volunteers:  The removal of any volunteer should happen only due to cause or by resignation.  Any head coach may remove any volunteer from his/her staff without board approval.  Removal by cause by other means must be by the following procedures

(i)  A special meeting or regular meeting of the board must take place to address this issue.  A quorum of the board must be present.  A vote requiring a majority should take place.  This vote by the board will decide whether to have the coach remove the volunteer from his/her staff. 

(d) Resignations: Any board member wishing to resign his/her position must do so in writing or verbally to the Executive Board. Such resignation becomes effective immediately upon receipt. The board vacancy shall be filled as per Section 13 of this Article. The resigning board member shall be ineligible for election to the vacant position but shall be eligible for election to any position at the next annual election.

Section 12.  Election of Officers and Directors:

(a)  Each year the organizations general voting membership shall vote at an annually stated election meeting during the month of February to elect both the officers and directors of the board, board members are elected in by a majority vote of those members present at the election. Based on availability the elections will take place within Poquoson City limits.

(b)  Nominations for those that wish to run for positions will be collected by the Board of Directors/Officers. Nominations for positions can come from those that wish to run or those who want to nominate someone to run by contacting the Board of Directors/Officers. The person that is nominated must accept the nomination in writing and signed or in person at a nomination meeting no less than 1 week prior to the election. Open positions will be advertised but not limited to the website and the Poquoson information channel in a timely fashion by the Board no later than a week after a position is available.

(i)  All nominations for the Founding Father position will be accompanied by a presentation from the nominator about the nominee’s dedicated service and contributions to BRYSA.  This position is the only position that may be left unfilled and only qualifying individuals (see: Article II, section 2.01, b, (i)) may be considered for election.

(c)  Advertisement of  the annually stated elections will take place no less than three weeks prior to the annual election: Elections must be advertised to include but not limited to the Poquoson Information Channel and the Back River Website.

(d)  Each member as defined in Article II Section 3 shall have one vote.  No one person will have more than one vote. A roster sheet will be at the election and the member will be handed a ballot upon arrival at the election and initialing by their name. Voting will take place by circling the person you choose to be in the position. The members will put their votes in the ballot box. Votes will then be counted by the secretary and the treasurer (if one of their positions is being counted or one of those positions is vacant then VP of admin affairs will fill in as a vote counter). Once the election meeting is called to order only those members that are present at the time of the call to order will be allowed to vote. Votes will be kept as record for at least a year by the secretary.  Voting order is as follows

(i)  Founding Fathers

(ii)  Mite’s cheer coach

(iii)  Mite’s football coach

(iv)  Mighty mite cheer coach

(v)  Mighty mite football coach

(vi)  Midget cheer coach

(vii)  Midget football coach

(viii)  Junior cheer coach

(ix)  Junior football coach

(x)  Cheerleading coordinator

(xi)  Concession chair

(xii)  Safety officer

(xiii)  Treasurer

(xiv)  Secretary

(xv)  VP economic

(xvi)  VP admin

(xvii)  President     

(e)  If there is a position that is still vacant after the annually election, meaning that no one was nominated and ran for that position, then the board of officers and directors will appoint on an interim basis on all elections

Section 13.  Special Election:

If for any reason that there are vacancies in the board of directors and officers during the year after the annual election then a special election meeting will be held. Such a meeting will take place because of resignations or removals of any board members.  Individuals elected in a special election fill that position for the remainder of the original term.

(a)  Nominations will be accepted at the special election meeting. No contact of board members is necessary for nominations. Nominations must be accepted at the special election or signed in writing.

(b)  Advertisement of the special election will be advertised at least 1 week prior to the actual election not limited to the BR website and the Poquoson information channel.

(c)  The voting process will be the same as the annual election.

ARTICLE VI - Liability of Officers and Directors; Insurance; Legal Needs; Financial Accounting

Section 1.  Liability of the Officers or Directors: Neither Officers nor Directors of the Corporation shall be personally liable for negligence of any committee or member of the Association.

Section 2.  Insurance, Legal Needs: For the attainment of the goals set forth in these by-laws, The Board shall have the power to obtain insurance, including the amount, coverage, insured’s, and designate the Association Officer responsible for maintaining said insurance. The Board shall have the power to obtain legal counsel, should they deem it necessary, for the benefit of the Association.

Section 3.  Financial Accounting: As set forth in the Articles of Incorporation, this corporation is organized exclusively for, and will be operated exclusively for area youth athletic purposes and within the meaning of Section 501 (C) (7) of the Internal Revenue Code of 1954 for a non-profit organization. 

Section 4.  Auditing.   Any member may inspect all books and records of the Association at any time with reasonable notice.  Any time a new Treasurer assumes office or as required by the board a financial review will be conducted.

ARTICLE VII - Amendments

Section 1.  Amendments to these by-laws may be considered at any Association meeting, excluding previously approved/disapproved amendments, which will stand for one playing season.  The by-laws become permanent on July 1^st each year and will not change for the remainder of the upcoming season.  As an exception, the Board of Directors by a ¾ majority vote may call for a review of an amendment to the by-laws that has already been considered during the current year.  Any change must also prevail by a ¾ majority vote.