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Lutz Chiefs Youth Football and Cheer

Lutz Chiefs By-Laws

BY-LAWS OF LUTZ CHIEFS FOOTBALL & CHEERLEADING INC.

(revised for 2011 season)

 

ARTICLE I

NAME AND DEFINITION

This organization shall be known as the LUTZ CHIEFS FOOTBALL & CHEERLEADING, Inc. (hereafter referred to as LCFBC)

 

ARTICLE II

 

OBJECTIVES

The purpose for which this corporation is formed is exclusively charitable within the meaning of Section 501 C (3) for the Internal Revenue Code.

 

A.     To inspire youth regardless of race, creed, color, religion, sex, or financial status; to develop and practice the ideals of sportsmanship and physical fitness by developing the skills and techniques of football and cheerleading.  To bring area youth together through the means of a common interest of sportsmanship, fellowship and athletic competition; to encourage adults to behave in an exemplary manner when supervising youth and to keep the welfare of the youth foremost and free from any adult compulsion for power and glory.

B.     To promote “safety first” by encouraging strict controls over age, weights, and equipment and identifying skill limits; to acquaint boys and girls with such fundamentals as required to maintain sound physical, mental and moral conditioning.

 

ARTICLE III

 

ORGANIZATION AND MEMBERSHIP

1.      ORGANIZATIONLCFBC will be comprised of boys and girls that register on a first come, first serve basis.

 
LCFBC shall be comprised of football teams and cheerleading teams playing within specific age/weight or grade specifications in accordance with the rules and by-laws adopted by the TBYFL.  LCFBC-TBYFL shall be divided into five (5) divisions as follows:  Flag, Pee Wee, Super Midget, Midget and Varsity.

 

A.      GOVERNING BY-LAWS—All by-laws of the governing league (currently TBYFL) shall be the basis under which all LCFBC by-laws shall be written.  By-laws can be greater than but not lesser than the current governing league.

 

B.      ROSTER PRIORITY—Squad rosters shall be limited to a minimum of 25 and maximum of 35 for football and 26 for cheer.  Roster sizes may vary, but must always comply with current TBYFL rules.

 

C.     REGISTRATION—Players who complete the previous year’s season or siblings of the players who completed the previous year’s season are considered returning players and will have preference to register on a first come, first serve basis, during a “closed” returning player registration.  Siblings of returning players will be placed on the waiting list on a first come, first serve basis.  New players will register on a first come, first serve basis during “open” registrations.  Closed Registration is for returning football players, returning cheerleaders and siblings.  All current Lutz Chiefs Board Members and approved Lutz Chiefs Head Coaches and returning Assistant Lutz Chiefs Coaches may be pre-registered at Closed Registration.

 

1.      The Board of Directors at their January meeting will set registration times and dates.  At this meeting, the fees will also be set for the coming year.  There will be two (2) closed registrations and one (1) open registration.

 

2.     The Board of Directors is responsible for notifying returning football players and cheerleaders.

 

3.     The Secretary will be responsible for publicizing the open registration.  The registration information should be sent to all local papers and schools.

 

4.     Any returning player that does not register during closed registration by that time must register during open registration and will be placed on the waiting list if the squad has reached its person maximum.  The Registrar and not a coach will complete the registration for all players and cheerleaders according to the guideline provided by TBYFL.  Depends on the number we determine.

 

5.     The following is required for returning or new football players

 

a.      Copy of Birth Certificate

 

6.      The following is required for returning or new cheerleaders

 

a.      Copy of Birth Certificate

 

7.      All Board members are required to be in attendance at registration.

 

8.      All Players and Cheerleaders must be available for the TBYFL picture day.

 

D.     MEMBERS—Members of the LCFBC shall be all players and cheerleaders on participating teams, their coaches, managers, Board members, and parents and/or guardians.

 

E.      VOTING MEMBERS—All members of the LCFBC above the age of eighteen (18) shall have the right to cast (1) vote per family at any general membership meeting.

 

F.     TERMINATION—Membership in the LCFBC may be terminated by resignation or expulsion for cause, as determined by the Board of Directors through quorum majority vote.  Initial complaints shall be filed in writing with the Athletic Director/Cheerleading Coordinator.  The Athletic Director/Cheerleading Coordinator shall review and investigate said complaint and may submit the complaint, and all related facts pertaining to the complaint, to the Board of Directors for review, verification and action, including, if deemed necessary.  The member filing a complaint that has been forwarded to the Board will be granted a fair opportunity to present their case to the Board.  Any Board expulsion or disciplinary actions shall be final. 

 

G.     INSURANCE—It shall be mandatory that the League have supplemental insurance to cover accidents and injuries to players, cheerleaders and other official team members while playing, traveling or practicing.  A copy of this policy shall be on file with the League and given to each Athletic Director no later than the August meeting each year.

 

H.    INCIDENT REPORT—Any member or player/cheerleader who becomes injured, caused harm (including arguments, fighting, harassment, etc.) will be subject to an Incident Report which will be signed by all involved parties and witnesses by the Director, Athletic Director, and/or Cheerleading Coordinator.

 

 

ARTICLE IV

 

CORPORATE STRUCTURE

 

The LCFBC leadership shall be comprised of a Board of Directors that consists of the following officers:  League Director, Assistant League Director, Secretary, Treasurer, Athletic Director, Cheerleading Coordinator, Team Parent Coordinator, Equipment Coordinator, Concession Coordinator, Sponsor Coordinator and Fund Raising Coordinator.  The Board of Directors is empowered to conduct all business affairs of the LCFBC, appoint standing committees, establish such rules and regulations as they deem necessary for the proper conduct of the affairs of the LCFBC (subject to conformity with the TBYFL rules and regulations).  A quorum of the Board of Directors is required to conduct business and/or set policy on behalf of the LCFBC-TBYFL.  Each of the following members; Assistant League Director, Secretary, Treasurer, Athletic Director, Cheerleading Coordinator, Team Parent Coordinator, Equipment Coordinator, Concession Coordinator, Sponsor Coordinator, and Fund Raising Coordinator, along with each Head Coach is entitled one vote.  The League Director votes only in a tie.

 

A.     BOARD OF DIRECTORS—The Board of Directors will be comprised of a minimum of ten (10) members each elected to a one year term of office and may be re-elected to serve successive terms.  Each Board member is entitled to one vote on motions presented before the Board.  Only one person per household or family may serve as a Board Officer.  At no time will a household or family be entitled to more than one vote during Board proceedings.  (If a Board Officer’s family member is also a Head Coach, only the Board Officer will be entitled to vote during meeting.)  A Board member must be a minimum of 21 years of age.

1.      Manage the property, business and affairs of LCFBC.

2.     Transact all business in accordance with the policies and guidelines as set forth by the By-Laws of LCFBC and the TBYFL policies and guidelines.

3.     Receive and approve operating budgets submitted each season by the Athletic Director, Cheerleading Coordinator, Concession Coordinator, Equipment Coordinator, Sponsorship Coordinator and Fundraising Coordinator.

4.     By majority vote, remove a member, including a director or officer from the LCFBC.

5.     Must meet Hillsborough County Parks & Recreation Department requirements for being a youth volunteer/coach.

6.     At least one designated adult must be CPR trained at any activity including all practices.

 

B.      OFFICERS

 

1.      LEAGUE DIRECTOR

 

a.      Preside at all LCFBC Board meetings.

b.     Make designated LCFBC committee appointments subject to the approval of Board.

c.     Serve on the Grievance and Budget Committees.

d.     Present periodic reports to the Board and membership of the LCFBC, and present a Special Report at the Annual Meeting.

e.     Represent the LCFBC and promote its interests.

f.      Represent the LCFBC and TBYFL Board meetings and report back to the LCFBC.

g.     Chair the By-Law Committee.

h.     Serve as a liaison with the Hillsborough County Parks and Recreation Department. 

i.      Fill vacancies, where necessary on the Board of Directors for the remainder of the calendar year with Board approval.

j.      Remove any member from the LCFBC immediately, if necessary.

k.     May not hold a coaching position an unless the Board of Directors approves through a quorum majority vote, subject to current year only, and must be re-approved if re-elected to serve successive term.  If allowed to coach will appoint, subject to Board approval, one Assistant Director who is not part of the same coaching staff to serve in his position during the time of his game.

l.      Ensure and be able to provide proof that all coaches and/or volunteers meet the Hillsborough County certification requirements.

 

2.      SECRETARY

a.     Record all minutes of all LCFBC Board meetings.

b.     Prepare the minutes of the meeting within a reasonable time, but no later than the next scheduled Board meeting.

c.     Provide a copy of the minutes to each Board member at the next regularly scheduled Board meeting and mail a copy of the minutes to absent Board members.

d.     Give notice of all meetings required by Statues, By-Laws or Resolutions.

e.     Carry on all official correspondence of the corporation, as designated by the Board of Directors or the League Director.

f.      Assure that LCFBC Directors and Officers not in attendance at Board meetings receive any necessary Board direction affecting their position.

g.     Keep on file all minutes, committee reports, and correspondence in an orderly fashion for ease in review by any other Board member.

h.     Prepare any such report as required by law.

i.      Perform such other duties as may be assigned by the Board of Directors or the Leagur Director.

j.      Assign Web Master and apprise of all updates.

k.     Responsible for registration advertising.

l.      Prepare a monthly (or as needed) LBFBC Newsletter.

 

3.      TREASURER

a.      Serve as custodian, in a fiduciary capacity, of all funds and securities of the corporation.

b.     Maintain a record of accounts of the corporation and provide copy of the report to each Board member at each regular Board meeting.  Ensure a copy of the Bank Statement is mailed from the bank directly to P.O. Box 1006, Lutz, FL  33548.

c.     Present a report at the Annual Meeting and Special Reports when required.

d.     Prepare any Fiscal Reports as may be required by law.

e.     Deposit all monies of the corporation in a timely manner, in the name of LCFBC, in the bank selected and designated by the Board of Directors, subject to withdraws for Board approved authorized purchases. 

f.      Maintain accounts and records in an orderly fashion for auditing purposes.  Accounts will be externally audited yearly.

g.     Maintain a system to include case log and/or forms so that all incoming funds are verified by a Board member before being presented to the Treasurer for deposit.

h.     Maintain the existing Lutz Post Office Box at PO Box 1006, Lutz, FL  33548.

i.      Chair the Budget Committee.

j.      Assist the League Director as needed.

 

4.     ATHLETIC DIRECTOR

a.      Primary responsibility is for the development and execution of the Lutz Chiefs Football Athletic Program.

b.     Preside at all LCFBC and TBYFL Board meetings in the absence of the League Director.

c.     Perform all duties and functions of the League Director in his/her absence or disability.

d.     Serve as a liaison between all football coaches and Cheerleading Coordinator, players, parents or guardians, and the LCFBC Board of Directors.

e.     Investigate all disciplinary actions taken by officials against football or cheerleading coaches and players, and report to the Board of Directors.

f.      Chair the Football Coaches Committee.

g.     Represent LCFBC at the TBYFL meetings in absence of League Director or Assistant League Director.

h.     Appoint up to two Assistant Athletic Directors, subject to Board approval.

i.      Serve on the Grievance, Registration and Budget & By-Laws Committees.

j.      Assist the League Director as needed.

k.     Review all football-related complaints including researching the facts and documentation supporting the allegations and/or concerns, and either settle the matter or submit the complaint, including all supporting documentation, to the Board of Directors for their review.  This will include completing an Incident Report and presenting to the Director.

l.      Required to keep files on Head Football Coaches and Assistant Football Coaches detailing copies of all incident reports, parent/player complaints, letters of reprimand along with investigation results and the affected coach’s response to allegations.  The files will be kept with the official Lutz Chiefs Files on site.  Files will be reviewed by the Executive Board prior to voting to approve any Head Football or Assistant Football Coach.  Files will be retained for a period of not less than 10 years from the coach’s entry into the league.

m.   May not hold a coaching position unless the Board of Directors approves through a quorum majority vote, subject to current year only, and must be re-approved if re-elected to serve successive term.  If allowed to coach will appoint, subject to Board approval, one Assistant Athletic Director who is not part of the same coaching staff to serve in his position during the time of his game.

5.      CHEERLEADING COORDINATOR

a.      Primary responsibility is for the development and execution of the Lutz Chiefs Cheerleading Athletic Program, including participation in the TBYFL Conference Cheer-off and attendance at all cheerleading conference meetings.

b.     Serve as a liaison between all cheerleading coaches, players, parents or guardians, the Athletic Director, and the LCFBC Board of Directors.

c.     Investigate all disciplinary actions taken by officials against cheerleading coaches and cheerleaders and report to the Athletic Director and Board of Directors.

d.     Chair the Cheerleading Coaches Committee.

e.     Chair the Cheerleading Equipment Committee.

f.      Represent the LCFBC at the Cheerleading Coordinators meetings.

g.     Appoint up to two (2) Assistant Cheerleading Coordinators, subject to board approval.

h.     Serve on the Grievance, Registration, and Budget & By-Laws Committees.

i.      Communicating with the Team Parent Coordinator on work schedules for concession stand duty.

j.      Assist the League Director as needed.

k.     Review all cheerleading-related complaints including researching the facts and documentation supporting the allegations and/or concerns, and either settle the matter or submit the complaint to the Athletic Director, including all supporting documentation for review and additional action.  This will include completing an Incident Report and presenting the report to the Director.

l.      Required to keep files on head cheerleading coaches and assistant cheerleading coaches detailing copies of all incident reports, parent/player complaints, letters reprimand along with investigation results and the affected coach’s response to allegations.  The files will be kept with the official Lutz Chiefs Files on site.  Files will be reviewed by the Executive Board prior to voting to approve any Head Cheerleading or Assistant Cheerleading Coach.  Files will be retained for a period of not less than 10 years from the coach’s entry into the league.

m.   May not hold a Head Coaching position.

6.     FIELD MAINTENANCE COORDINATOR

a.     Head up Grounds and Maintenance

b.     Serve on the Grievance Committee

c.     Assist the League Director as needed and perform all other duties as necessary.

d.     Manage Field Information Board.

e.     Responsible for the care and security of the LCFBC site and buildings, within the guidelines of the current lease.

f.      Will maintain a correct list of keys issued.

g.     Will report maintenance/security needs to the League Director.

h.     Responsible for the upkeep and maintenance (i.e. fertilizer, sod, watering, trash pickup, etc.) of the playing field as well as the area within the fenced enclosure.

 

7.     SPONSOR COORDINATOR

a.     Responsible for recruiting sponsors and donations from business and corporations, selling advertisements for the program, sign board advertisements or formulating other methods of donations and sponsorships.

b.     Ensure all advertisements for the annual program are collected and forwarded to the Yearbook Coordinator.

c.     Ensure all advertisements on signboards are collected.  Ensure all signboards are complete and installed by first home game day.

d.     Serve on the Fund-Raising Committee.

e.     Assist the League Director as needed.

f.      Responsible, with the help from the Yearbook Coordinator, for the creation of an annual program that includes:  program layout, printing ads, and distribution.

 

8.     FUND-RAISING COORDINATON

a.     Serve as coordinator for all fund-raising events for the LCFBC organization and submit plans to Board for approval.

b.     Shall coordinate a minimum of two major fund-raising events, one of which will include team pictures.

c.     Transfer all proceeds in a timely manner using the guidelines defined by the Treasurer.

d.     Serve on the Budget Committee.

e.     Chair the Fund-Raising Committee.

f.      Assist the League Director as needed.

g.     Responsible, with the help from the Sponsorship Coordinator, for the creation of an annual program that includes:  program layout, printing ads, and distribution in the event that a Yearbook Coordinator is not found.

h.     Responsible for the ordering of football/cheerleading jackets.

9.     TEAM PARENT COORDINATOR  (Football & Cheerleading)

a.     Coordinate with coaches a list of Team Parents and assist, if necessary, in recruiting Team Parents for each division.

b.     Prepare a handout listing all visiting athletic fields and distribute to Team Parents before away games.

c.     Hold weekly meeting with Team Parents (as necessary) to ensure communications are clear and information is being relayed to parents.

d.     Assist Fundraising Coordinator with arranging team pictures (help pass out order forms, assist day of event)

e.     Assist Fundraising Coordinator with organization and operation of fundraising event.

f.      Assist Yearbook Coordinator as necessary.

g.     Responsible for the distribution of team coolers and the collection of coolers at the end of the season.

h.     Responsible for obtaining trophies for closing ceremonies from TBYFL.

 

10.  EQUIPMENT COORDINATOR

a.     Responsible for the care and security of all football equipment assigned to the football program.

b.     Responsible for the distribution and collection of football equipment.

c.     Maintain a current inventory of football equipment and submit a Status Report, including a Needs Assessment, to the Board in March and December.

d.     Ensure that all football uniforms and equipment are properly cared for and stored.

e.     Serve on the Football Equipment Committee.

11.  REGISTRAR

a.     Responsible for managing the registration process, including ensuring the accurate completion of all initial Registration Packets, Conference Registration Forms and Parent/Guardian Consent Forms.

b.     The Registrar will determine the validity of application requirements of all team members and will submit it to the as required for certification.  No player/cheerleader can practice prior to being released by the Registrar.

c.     Maintain Waiting List for all squads.

d.     Enter and maintain all registration information into the TBYFL data base.

FOOTBALL AND CHEERLEADING COACHES

Coaching applicants must strive to develop character, sportsmanship, discipline, athletic ability, a spirit of team unity and comradeship within those in their change.  Coaches should always attempt to develop within team members a feeling of respect and trust for the figures of authority, such as themselves, officials, parents, teachers, and all adult members of the community.

The coaching staff must exemplify a high standard of sportsmanlike conduct for the benefit of the boys and girls.  The example set by coaches should help to ensure that all team members act in an exemplary manner on the practice field as well as at games and other LCFBC or TBYFL functions.  The following actions by a coach could result in dismissal from the program:

a.      Verbally or physically abusing anyone or accepting or tolerating verbal or physical abuse to or from anyone.

b.     Throwing equipment

c.     Abusive language or gestures

d.     Encouraging or accepting any un-sportsmanlike conduct from their team members.

e.     Under the influence of alcohol or illegal drugs or consumption of alcohol or illegal drugs anytime while in a coaching capacity directly responsible for the care and custody of children under their direction.

f.      Possession of illegal drugs and/or alcohol at anytime during practice, games or other functions.

All applicants for coaching will be required to complete a Hillsborough County Background Check prior to consideration for approval by the Board of Directors.  They will be responsible for all fees involved with obtaining a Hillsborough County Background Check and Coach’s Certification.

All applications can be approved pending a cleared background check.  No coach may participate until a Hillsborough County Background Check has been cleared.

1.     Head Coaches

A.      All applicants for head coaching positions must be at least 21 years of age.  It is desired of the Lutz Chief Board of Directors that all applicants for head coaching positions have previous, validated coaching experience in an organized youth program.

B.     The Athletic Director/Cheerleading Coordinator must receive Letters of Application which must include any prior coaching experience and reason for leaving that position.

C.     Subsequent letters may be requested and accepted to fill remaining open coaching positions.

D.    Shall be recommended by the Athletic Director/Cheerleading Coordinator and approved by a vote of the Board of Directors.  In-Season vacancies will be handled in the same manner.

E.     Be governed by the By-Laws, Rules and Guidelines as set forth by TBYFL and the LCFBC.

F.     Length of service shall be one year.

G.    Board approve Head Coaches become a part of the Board of Directors beginning the next regular Board meeting after approval and will then be entitles to one (1) vote on motions presented to the Board.

H.    Head Coaches are responsible for enforcing the minimum plays per game.  Failure to play all eligible players will result in a forfeit.  The Head Coach will be suspended from all league activities, including practices and practice games for a minimum of fourteen (14) days.  A repeat violation may result in permanent dismissal.  The Head Coach will submit to the Athletic Director a league play count sheet at the conclusion of every game.

I.      Any changes to the Practice Schedule must be approved by the League Director or Athletic Director in advance of re-scheduling the practice.  Failure to do so will not displace any other teams from their designated practice area.

J.      Every member of the coaching staff will be dressed in the current years coaching attire at every game.  Failure to do so will result in removal from sideline.

K.     Head Coaches will be required to attend a Coaches Meeting once a month.

L.     Head Coaches are responsible to run organized effective practice and to stay with-in the required 6 hour practice rule per week during school and 12 hours per week prior to the start of the regular season.  Teams with a Bye Weeks may practice an additional 2 hours on the Saturday of the Bye Week.  No practices may continue past 9:00 pm.  Failure to do so will result in disciplinary action up to and including suspension from the next game.

M.   Head Coaches are responsible to coordinate equipment hand-out and equipment turn in with the Equipment Coordinator and to provide documentation that all equipment was received at the conclusion of the season.

N.    Head Coaches are responsible for selecting Board approval Four (4) Assistant Coaches who meet all eligibility requirements.  One of the four coaches selected will be designated statistician during games.

O.    Head Coaches are required to be at Practice.  If for any reason, they cannot make a practice, they will need to notify the Athletic Director and make arrangements for someone to run an organized, effective practice.

2.      ASSISTANT COACHES

Shall be at least eighteen (18) years old and selected by Head Coaches who submit names to the Athletic Director and who, upon their recommendation, will submit them to the Board of Directors for approval.

 

ADDITIONAL OFFICIAL LCFBC POSITIONS

The League Director from a pool of interested parties residing within the LCFBC membership for one-year terms, which may be successive, will appoint the following positions.  The Board of Directors must approve applicants for these positions annually.  Unless serving on the Board of Directors, these person shall not be entitles to a vote.

A.     ASSISTANT ATHLETIC DIRECTOR(S)

i.               Be completely familiar with the duties and responsibilities of the Athletic Director position    and with the LCFBC football athletic program.

ii.              Routinely assist the Athletic Director in carrying the duties as directed.

iii.            Be prepared to assume the duties and responsibilities of the Athletic Director in his/her absence in an emergency, or at the request of the League Director.

iv.             Cannot currently serve as Head Coach.

 

B.      ASSISTANT CHEERLEADING COORDINATOR(S)

a.      Be completely familiar with the duties and responsibilities for the Cheerleading coordinators position and with the LCFBC football athletic program.

b.     Routinely assist the Cheerleading Coordinator in carrying out the duties as directed.

c.     Be prepared to assume the duties and responsibilities of the Cheerleading Coordinator in his/her absence, an emergency, or at the request of the League Director.

d.     Responsible for the care and security of all cheerleading uniforms and equipment assigned to the cheerleading program.

e.     Responsible for the distribution and collection of cheerleading equipment.

f.      Maintain a correct inventory of cheerleading equipment and submit a Status Report, including a Needs Assessment, to the Board in May and December. 

g.     Ensure that all cheerleading uniforms and equipment are properly cared for and stored.

 

C.      CONCESSION COORDINATOR

a.     Manage all concession operations at all LCFBC practices, games and special events.

b.     Manage concession account and operation budget, and report thereon at the regular Board meeting.

c.     Implement the system set-up by the Treasurer for the transfer of all proceeds to the Treasurer at the close of each practice, game, or special event.  Intermittent transfer of funds can be made to the Treasurer throughout the day on game day at their direction.

d.     Serve on the Special Events Committee requiring concession support.

e.     Schedule all staff to work concession, restroom maintenance and other related duties for practices, games and other special events.

f.      Conduct a weekly inventory and make product purchases.  The Board shall approve all unbudgeted concession equipment purchases over $100.00 before purchase is made.

g.     This shall be a paid position with salary to be negotiated on a yearly basis.

h.     This position will be entitled to one (1) vote on motions presented to the Board.

 

D.    ASSISTANT CONCESSION STAND ASSISTANT

a.     Assist in the management of all concession operations at all LCFBC practices, games and special events.

b.     Assist in the Concession Manager in opening and/or closing the concession.

c.     Assist in the management of all concession workers.

d.     This shall be a paid position with salary to be negotiated on a yearly basis.

 

E.     CONCESSION STAND WORKERS

a.     Must be a minimum of 15 years of age.

b.     Follow the guidelines set out by the Concession Coordinator.

c.     Report to the Concession Stand on time for their scheduled shift.

ARTICLE V

MEETING OF MEMBERS

A.     MEETINGS—The Board of Directors and Officers of the LCFBC will meet at least once per month during the season.  Times, dates and locations will be set by the League Director.

 

B.      SPECIAL MEETINGS—A special meeting shall be called as needed by the League Director or Assistant League Director in the absence of the League Director, or at the request of five Board members.  There will be a minimum of 24-hour notice to all Board members for any special meeting to be held.

 

C.     MEETINGS—All elected board members are expected to attend all scheduled board meetings.

1.     Any Executive Board Member who is absent from two consecutive scheduled meetings, either excused or unexcused, automatically loses the right to vote at the next scheduled meeting.

2.     Three absences (excused or unexcused) from regularly scheduled meetings during the board  year will result in possible dismissal from the Board, by a majority vote.

3.     Any Head Coach who is unable to attend a schedule meeting will send a board approved Assistant Coach to take their place and that Assistant Coach will have the right to vote on behalf of the Head Coach.  Any squad/team not represented at the scheduled meeting will cause the Head Coach to lose the right to vote at the next scheduled meeting.

4.     Any squad who is not represented for two consecutive meetings will result in the Head Coach sitting out the first quarter of the next scheduled game.  This will also require an Incident Report submitted to the League Director.

 

D.     ORDER OF BUSINESS—Establish quorum, roll call, reading of minutes from previous meeting, report of the Treasurer, report of the League Director, reports of Officers, reports of Committees, election of new members as necessary, old business, new business, and adjournment.

E.      QUORUM/VOTING—All voting Board members shall be entitled to one vote.  A simple majority (one-half plus one) shall be necessary to carry a vote, except as provided herein.  At no time will a household or family be entitled to more than one vote.

F.     FINAL DISPOSITION OF MATTERS—Once a final vote has been accepted, a matter may not be raised and re-voted upon unless prior approval is granted or a 4/5 majority vote.  Any subsequent change or addition must be approved by a 4/5 majority vote.

G.    STANDING COMMITTEES—Standing Committees may be formed with the approval of the Board of Directors.

H.    SPECIAL COMMITTEES—Special Committees may be formed as needed by the League Director with the Board of Directors approval.

I.      SPECIAL COMMITTEES—Special Committees may be formed as needed by the League Director with the Board of Directors approval.

J.      ANNUAL MEETING—The Annual Meeting of the LCFBC membership shall be at the end of the season, with the exact date set annually by the Board of Directors.  Election of Directors for the ensuing year will be heal at the last regular season home game and presented for confirmation at the Annual Meeting.

1.      Notice of the Annual Meeting will be provided to the membership at large no less than 30 days prior to the meeting date.

2.     Individuals interested in running for elected positions must submit their name to the League Director at least two (2) weeks prior to the last regular season home game.  Notice to submit names to the League Director for running for election to the Board of Directors will be provided to the membership at large no less than 30 days in advance of the deadline (two weeks prior to the last regular home game.)

3.     Ballots will be designated for each Officer position as follows:  Officers will be listed on the ballot in the order they appear in ARTICLE IV SECTION B.  Incumbents will be listed at the top of each position, then candidates in alphabetical order.  If there is no incumbent then candidates for each position will be listed in alphabetical order, last name then first name.

 

K.      ELECTION PROCEEDINGS

1.      Election Committee will be formed by the Executive Board to solicit members to serve as Board members for the next year’s Board.

2.     Committee members should consist of at least three people not including any members of the Executive Board.

3.     General membership should be noticed of the election date 30 days prior to election.

4.     Nominations for the board should be accepted up to 2 weeks before the elections are to take place to allow for the preparation of ballots.

5.     Elections must take place at the last home game of the season.

6.     Voting will be monitored by the Election Committee unless they themselves are nominated for a Board position.  If an alternate must be used to count the votes, then the Executive Board must come to an agreement on whom the alternate will be.

7.     Once the Election Committee has counted the votes they are to notify the League Director of the results who must then make the vote public.

8.     Once the incoming Board is verified, the outgoing Board will begin to educate the new Board on the procedures of the organization and show through example the day to day operations of the league.

9.     Incoming Board will be presented at the Annual Meeting.

ARTICLE VI

GRIEVANCE COMMITTEE

A.     A Grievance Committee shall be chaired by the Athletic Director/Cheerleading Coordinator with Board approval to hear and rule on grievances.  The Grievance Committee shall include the League Director, Assistant League Director, Athletic Director, Cheerleading Coordinator, and team representatives designated by the chairperson.

B.     If a conflict of interest exists (allegations against a family member, etc.), the affected officer will recuse themselves from the Grievance Committee.  An independent alternate will be named by the chairman.

C.     If a complaint is filed against the Athletic Director or Cheer Coordinator, the Grievance Committee will be chaired by the League Director and an independent Officer will be appointed to the committee by the chairperson.

 

 

ARTICLE VII

RULES OF ORDER

At all meeting “Robert’s Rules of Order” shall be the parliamentary authority of all matters of procedure not specifically covered by these By-Laws.

 

 

 

ARTICLE VIII


AMENDMENTS AND CHANGES TO BY-LAWS

Any elected board member may submit for consideration, written amendments, or changes to these By-Laws and/or the Board of Directors may appoint a By-Laws Committee to recommend amendments or changes to these By-Laws.  By-Laws may be changed by a 4/5 majority vote of all Voting Members of the LCFBC on an emergency basis, or during the Bi-Annual Review by the By-Laws Committee.


ARTICLE X


FISCAL RESPONSIBILITIES AND DUTIES

Sound fiscal awareness is the utmost importance to the success of LCFBC.  Each Board member, and specifically the Treasurer, is expected to use sound fiscal judgment in managing and accounting of all monies received and expended by the LCFBC.  The following items are the minimum necessary to ensure sound fiscal management.

A.     CREATING BUDGET—All projects and/or committee will provide a Projected Report of Income and Expenditures for their projects or committees to be submitted to the Budget Chairperson, no later than March.

B.     BUDGETED PURCHASES—All project budgets will be approved by the LCFBC Board of Directors and require a Detailed Project Report.  This report must be submitted to the Board, at the projects conclusions, along with a breakdown of expenditures supported by receipts.  Each chairperson will be fiscally responsible for monies budgeted to their committee.  No purchases or expenditures will be made prior to budget approval.

C.     PURCHASES—The following guidelines shall be followed for any purchase made by any member of their Organization seeking reimbursement:

1.     Any unbudgeted purchase over the amount of $100.00 shall have the approval of the full Board of Directors.

2.     Any proposed purchase over the amount of $500.00 must be accompanied by three (3) written bids presented for approval of the full Board of Directors.

3.     Any proposed purchase must be presented for approval by the applicable Board member who must be in attendance to receive approval of the full Board of Directors.

4.     Any purchase that exceeds a prior Board approved budget must be approved by a vote of the full Board of Directors.

5.     All checks over $200.00 will require two signatures of approved Board members on bank record.

D.    METHODS OF ACCOUNTING—Generally accepted accounting principals and proper fund accounting shall be used to maintain the fiscal records.  The cash basis method of accounting will be used as the methods  of accounting all income and expenditures of the LCFBC.

E.     AUDITS

1.     Internal Audits—The Treasurer will present to the Board an audit of the books and records of the LCFBC at least semi-annually for approval.

2.     Formal Audits—The Budget Committee will audit the Treasurer’s accounts and records annually.  A copy of this Audit Report will be presented to the Board of Directors for approval.

3.     External Audits—An external audit of accounts and records may be conducted by an accounting firm or CPA trained to perform such audits annually, semi-annually or as needed subject to the Board of Directors or League Director.


ARTICLE XI

 

DISPOSITION OF CORPORATE ASSETS UPON DISSOLUTION

 

In the event of dissolution of LCFBC, the residual assets of LCFBC will be turned over to one or more organizations, which themselves are exempt as organizations described in Sections 501 (3) and 170 (2) of the Internal Revenue Code of 1954, or corresponding sections of any local government for exclusive public purposes.

 

ARTICLE XII

 

DISCIPLINARY PROCEDURES

 

A.      Promoting each participant’s independence and self-esteem is the foundation for development as a person, as well as an athlete.  The LCFBC disciplinary policy has been developed with this understanding, and further recognizes a responsibility to promote and facilitate:

a.     A feeling of one’s value and importance;

b.     An understanding of one’s right to be respected, to be heard, and the right not to be intentionally injured either physically or emotionally;

c.     The development of personal controls and the ability to direct one’s actions;

d.     An ability to communicate verbally one’s needs and wants; and

e.     A growing ability to respond appropriately to the needs of others.

 

GENERAL MISCONDUCT

1.      “Trash talking” to opponents at any time.

2.     Cheering or taunting opponents who make errors.

3.     “Showboating” or prancing, on the field of play

4.     Screaming in a condescending manner to teammates or coaches.

5.     Leaving the field of play before meaningfully shaking an opponent’s hand.

6.     Demeaning comments to teammates intended to publicly embarrass them.

7.     Significant changes in attitude or approach to the game as a result of defeat.

8.     Addressing a coach and/or field official in an informal manner (e.g., hey, etc.)

9.     Lack of hustle on and off the field.

10.  Use of excess gear with no apparent purpose.

11.  Exhibiting signs of disrespect (e.g., eyes rolling, moping, lack of hustle, questioning coaching decisions at inappropriate times.)

12.  Harassment of fellow team members, including football players, cheerleaders coaches, board members and/or parents.

PENALTY MATRIX

First Infraction—Counseling

Second Infraction—Assignment of additional conditioning training that must be completed at the end of the official practice session or, if the infraction occurs during a game, at the end of the following practice session.

Third Infraction—Dismissal from practice, removal from game, or one-game suspension at the Head Coach’s discretion.

OTHER MISCONDUCT

A.      Response to an officiating call with angry displays of temper that include rude or obscene gestures or foul language, and

B.     Extreme displays of emotional immaturity (e.g., tossing ones helmet in response to an error)

ABSENCES

Any player who is absent from practice for 10 hours accumulatively in the first 2 weeks of practice will be removed from the team and added to the bottom of the waiting list.  Any exceptions will be reviewed and decided by the Board.

PENALTY MATRIX

1.     First Infraction—One-game suspension.

2.     Second Infraction—Two-game suspension.

3.     Third Infraction—Team Dismissal

 

FIGHTING

PENALTY MATRIX

1.     During Practice

a.      Head Coach’s discretion including one-game suspension.

2.      During a game or while attending a function at a visiting TBYFL field

a.     Two game suspension

3.      Entering the field to join an altercation or second fighting offense

a.      One year suspension (includes coaches and/or players)


ARTICLE XII

TBYFL BY-LAWS SHALL GOVERN

 

A.      In the event of an alleged discrepancy, the TBYFL By-Laws shall govern.



ARTICLE XIII

AUTHORIZED PERSONNEL ON PLAYING FIELD

A.      The Athletic Director will issue up to ten (10) field passes to each head coach (both Home and Visiting).  The only persons allowed on the playing field other than authorized coaches, players, and cheerleaders, shall be the Athletic Director, the four (4) Board members who designated to wear the TBYFL-approved “white hats” and those with passes.   Unauthorized persons encountered on the playing field will be asked to return to the viewing stands.  Refusal to follow the directions of an authorized member residing on the playing field will result in removal from the Lutz Chiefs Football Complex, including the adjoining parking and recreation area.

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Lutz Chiefs Youth Football and Cheer

656 West Lutz Lake Fern Road 
Lutz, Florida 33548

Email Us: lutzchiefsinfo@gmail.com
Phone : 813-928-6676
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