2008 Culpeper Football Association (CFA)

 

Constitution

 

ARTICLE I – NAME

This organization shall be known as the Culpeper Football Association, INC. hereinafter referred to as “CFA”.

 

ARTICLE II – MISSION

CFA believes that the well being of the sport depends on a broad appreciation of the game, excellence in coaching, an emphasis on safety and health, high levels of youth participation and collaborations with the many partner organizations involved in youth football and cheerleading.  We will promote this through fun, family and fundamentals.

 

ARTICLE III – PURPOSE

·        The purpose of the Association shall be to control, supervise, encourage and promote football games and related athletic activities for youth.

·        The purpose will be achieved by providing supervised football games and related activities.  The supervisors shall bear in mind that the attainment of exceptional athletic skill or the winning of games or contests is secondary, and to develop unity, sportsmanship and enthusiasm along with maintaining safe and sound mental, physical and moral conditions at all times is of prime importance.

 

ARTICLE IV – MEMBERSHIP

Regular Members of CFA automatically include all current Coaches, Board Members, Officers of the Board, and any other person who is recognized by the Board as a volunteer in CFA.

·        All Regular members in good standing with the Association will be eligible to vote at General Membership Meetings.

·        Regular Members will elect the Executive Officers of the Board of Directors at the annual General Membership Meeting – The Executive Officers will consist of 5 members (President, Vice President of Football, Vice President of Cheerleading, Secretary and Treasurer).

·        All Executive Officers of the Board of Directors must have a minimum if one year activity on the CFA Board

·        Regular Members will elect the Board of Directors at the annual General Membership Meeting – The Board of Directors will consist of 15 members.

 

ARTICLE V – EXECUTIVE OFFICERS RESPONSIBILITIES

CFA Executive Officers of the Board of Directors:

·        Shall have the power to conduct any ordinary business of CFA between meetings of the Board of Directors, which does not conflict with the rules and Bylaws of the League.

·        Shall be elected annually at the General Membership Meeting held in January.

·        Executive Officer Vacancy – A vacancy in any Office, because of death, resignation, disqualification, or otherwise, may be filled by the Board of Directors for the un-expired portion of the term.

·        Shall be comprised of the following positions:

a.       President

b.      Vice President of Football

c.       Vice President of Cheerleading

d.      Secretary

e.      Treasurer

 

The order of Succession to the office of President shall be:

·        Vice President of Football

·        Vice President of Cheerleading

·        Secretary

·        Treasurer

 

The 5 Executive Board Positions are defined as follows:

1.  The President shall –          

·        Preside at all meetings of the Board of Directors.

·        In general, supervise and control all business and affairs of CFA. 

·        Be CFA’s representative to all local government agencies.

·        Create the Regular Board Meeting agenda and provide to the Secretary for distribution, at least 7 days prior to the next scheduled meeting.

 

2.  The Vice-President of Football shall –

·        In the absence of the President, or in the event of his/her inability or refusal to act, perform the duties of the President.

·        Supervise and control all business and affairs of all the Football Teams.

·        Act as the Football Equipment/Uniform Coordinator  and be responsible:

a.       For ordering all football equipment and uniforms

b.      Keeping an electronic working inventory of all football equipment and uniforms

c.       For devising a plan for equipment/uniform distribution and return procedures for all football players.

d.      For scheduling the initial committee meeting at the January Board Meeting and the committee must meet prior to the February Board Meeting.

·        Be responsible for the actions of the following Committees: 

  • Championship Games
  • Field Maintenance
  • Football Coaches
  • Football Equipment & Uniforms
  • Officials
  • Division Coordinator
  • Draft and Evaluations
  • Football Camp

 

3.  The Vice-President of Cheerleading shall –

·        Supervise and control all business and affairs of all the Cheerleading Squads. 

·        Act as the Cheer Equipment/Uniform Coordinator  and be responsible:

a.       For ordering all cheerleading equipment and uniforms

b.      Keeping an electronic working inventory of all cheerleading equipment and uniforms

c.       For devising a plan for equipment/uniform distribution and return procedures for all cheerleaders. 

d.      For scheduling the initial committee meeting at the January Board Meeting and the committee must meet prior to the February Board Meeting.

·        Be responsible for the actions of the following Committees: 

  • Cheerleading Coaches
  • Cheerleading Summer Camp
  • Cheerleading Uniforms

4.  The Secretary shall –

·        Keep the minutes of the meeting of the Board of Directors.

·        See that all notices are given in accordance with the provision of the Bylaws, or as required by law.

·        Keep a register of all phone numbers and the postal and electronic addresses of each board member and each alternate (if any).

·        In general, perform all the duties incident to the office of Secretary as may, from time-to-time, be assigned to him/her by the President of the Board of Directors. 

·        Be responsible for publication and distribution of all materials present to him/her by Committees to the rest of the board. 

·        Be responsible for the electronic mailing of all minutes and information matters of all meetings to the Board of Directors within 7 days.

·        Be responsible for all publicity as required by contacting local newspapers, TV stations, radio stations, etc. with any upcoming CFA events or information.

·        Be responsible for scheduling all dates/times for the board room and auditorium with Ramona Chapman at Culpeper Business Centre.

·        Be responsible for changing & maintaining the CFA phone line (727-1177) and messages.

·        Be responsible for maintaining and updating the League Cancellations information through the CFA phone line, website and documenting this information for the Designated Manager books

·        Be responsible for coordinating/scheduling all practice dates/times/locations for all teams in all divisions and distribute to board members

·        Act as the By-Laws Coordinator and be responsible:

a.       For reviewing and making revisions of all proposed rules.

b.      For making recommendations of any changes to the Board of Directors.

c.       For scheduling the initial committee meeting at the January Board Meeting and the committee must meet prior to the February Board Meeting

d.      For providing copies of the By-Laws for participants at all registrations, for coaches at all drafts, for the website coordinator to update the website and for all Designated Manager books.

·        .Be responsible for the actions of the following Committees:

  • By-Laws (Rules)
  • League Scheduling
  • Participation/Championship Awards
  • Game Scheduling
  • Registration
  • Website Coordinator

5.  The Treasurer shall -

·        Have charge and custody of, and be responsible for, all funds and securities of CFA.

·        Be in charge of all registration payments and any financial arrangements.

·        Deposit all funds received in the name of CFA in such banks and/or depositories selected in accordance to the Constitution. 

·        Invoice and collect all CFA fees the Treasurer must issue; at the Board of Directors meeting, a financial statement reflecting receipts, expenditures and balance at the end of the previous calendar month; and at the annual meeting, a financial statement reflecting cash flow from the previous annual meeting. 

·        Create an electronic copy of the Treasurer’s report each month and email to the Secretary for record keeping.

·        Act as the Budget Coordinator – Shall be responsible for presenting an Annual Budget at the February Board of Directors Meeting.

·        Act as the Audit Coordinator - Shall be responsible for an internal and external financial review of all CFA operations.  An independent licensed CPA firm will conduct the external review.

·        Be responsible for the actions of the following Committees:

  • Audit
  • Budget (executive committee  officers  are required to be on this committee)
  • Concessions
  • Fundraising (Other)
  • Jamboree/Pictures
  • Insurance
  • Sponsors

 

ARTICLE VI – BOARD OF DIRECTORS RESPONSIBILITIES

CFA Board of Directors:

  • Shall be elected annually at the General Membership Meeting held in January
  • Board of Directors Vacancy – A vacancy of a member, because of death, resignation, disqualification, or otherwise, may be filled by the next alternate board member in line.
  • Shall be comprised of the following positions:
    1. Anklebiter Division Director
    2. Bandit Division Director
    3. Cheerleading Coach Coordinator
    4. Concessions Coordinator
    5. Field Maintenance Coordinator
    6. Football Coach Coordinator
    7. Fundraising Coordinator
    8. Insurance Coordinator and Awards Coordinator
    9. Jamboree Coordinator and Picture Coordinator
    10. League Information Coordinator and Registration Coordinator
    11. Midget Division Director
    12. Mighty Mite Director
    13. Officials Coordinator
    14. Scheduling Coordinator (League & Games) and Championship Game Coordinator
    15. Sponsor Coordinator
    16. Website Coordinator – position is currently being held outside of the Board of Directors

The 15 Board of Director Positions are defined as follows:

1.  Anklebiter Division Director shall –

·        Ensure that all coaches in the Anklebiter Division are kept informed regarding all CFA information.

·        Be the Point of Contact for all coaches in the Anklebiter Division.

·        Be responsible for any and all issues with the Anklebiter Division.

·        Not have a child participating in the Anklebiter Division.

·        Be the first point of contact for parents/guardians during the grievance process

2.  Bandit Division Director shall –

·        Ensure that all coaches in the Bandit Division are kept informed regarding all CFA information.

·        Be the Point of Contact for all coaches in the Bandit Division.

·        Be responsible for any and all issues with the Bandit Division.

·        Not have a child participating in the Bandit Division.

·        Be the first point of contact for parents/guardians during the grievance process

3.  Cheerleading Coach Coordinator and Cheerleading Summer Camp Coordinator shall –

·        Be responsible for recruitment, evaluation and conduct of CFA cheerleading coaches

·        Be responsible for performing background checks and calling references when choosing eligible volunteers as cheerleading coaches.

·        Be responsible for recommending all cheerleading coaches (head and assistant) to the Board of Directors for approval.

·        Be responsible for creating a letter to be distributed to all head cheerleading coaches, that they have been approved by the league.

·        Be responsible for contacting all head coaches with their board approved assistant coach(s) name(s) and for distributing the approved coach volunteer forms to the appropriate squads.

·        Be responsible for providing the League Information Coordinator with the original volunteer form, in order to use to add the cheerleading coach information to the Leagueworks software.

·        Be responsible for supplying a Cheerleading Head Coach contact sheet for all board members, coaches and for the Designated Manager books to include the following coach information: name, address, email address, phone numbers (home, work, cell – as appropriate), division and team. 

·        Be responsible for planning, organizing, advertising and scheduling the Cheerleading Summer Camp to be held in early August.  This event will be used as a cheerleading coach training clinic and a cheerleader’s clinic.

·        Be the first point of contact for parents/guardians during the grievance process

·        Be responsible for creating, printing and distributing the evaluation forms around the middle of October.

·        Be responsible for reviewing the completed evaluation forms and presented an electronic copy of all findings (good and bad) to the Board of Directors at the November board meeting.

4.  Concessions Coordinator shall –

·        Be responsible for contacting and securing concession duty for all games at all locations.

5.  Field Maintenance Coordinator shall –

·        Be responsible for coordinating the initial markings of the Culpeper Community Complex Fields each season.

·        Be responsible for the weekly markings of all fields as needed throughout the season. 

·        Be responsible for scheduling/coordinating and providing an electronic copy of all volunteer help (board members and coaches), who will paint the fields each weekend during the season.

·        Be responsible for purchasing the paint and any other supplies, as needed, throughout the season.   All receipts must be given to the Treasurer as purchases are made.

6.  Football Coach Coordinator shall –

·        Be responsible for recruitment, evaluation and conduct of CFA Football coaches

·        Be responsible for the interview process.

·        Be responsible for providing a coach’s clinic plan to the Board of Directors for approval.  This clinic will be held prior to the season starting.

·        Be responsible for performing background checks and calling references when choosing eligible volunteers as football coaches.

·        Be responsible for recommending all football coaches (head and assistant) to the Board of Directors for approval.

·        Be responsible for contacting all head coaches with their board approved assistant coach(es) name(s) and for distributing the approved coach volunteer forms to the appropriate team.

·        Be responsible for the coordination/planning of the contact division player evaluations to be held prior to the drafts.

·        Be responsible for providing a player’s clinic plan, to the Board of Directors for approval.  This clinic will be held prior to the season starting

·        Be responsible for providing the League Information Coordinator with the original volunteer form, in order to use to add the football coach information to the Leagueworks software.

·        Be responsible for supplying a Football Head Coach contact sheet for all board members, coaches and for the Designated Manager books to include the following coach information: name, address, email address, phone numbers (home, work, cell – as appropriate), division and team.

·        Be responsible for creating, printing and distributing the evaluation forms around the middle of October.

·        Be responsible for reviewing the completed evaluation forms and presented an electronic copy of all findings (good and bad) to the Board of Directors at the November board meeting.

·        Not be a head football coach.

7.  Fundraising Coordinator shall –

·        Be responsible for all fundraising activities for CFA to offset expenses.  All fundraising activities shall meet all ethical and legal standards of the 501C3 guidelines.          

·        Be responsible for the league’s major fundraiser & the fundraising item sales (T-shirt, magnets, bumper stickers, etc.)  

·        Be responsible for tracking all fundraising sales in an electronic format.

·        Be responsible for the organization/planning of all fundraising item sales at the weekend football games and CFA’s Championship Game Day.

8.  Insurance Coordinator and Awards Coordinator shall –

·        Be responsible for the injury claim cover letter and to oversee all injury claims placed with the insurance company.

·        Be responsible for the coordination of all other related items needed to secure insurance for CFA participants and board members.

·        Be responsible for providing the LIC with all the necessary insurance letters, forms and injury sheets to be distributed in the Designated Manager books.

·        Be responsible for the coordination of the 1st aid kits, (refilling them each season, marking them for distribution, keeping an up-to-date list on which team has which 1st aid kit, etc.)