NAME
This organization shall be known as PYAA FOOTBALL, hereinafter referred to as PYAAF.
The objective of the PYAAF is to implant firmly in the boys and girls of the community the ideals of good sportsmanship, honesty, loyalty, courage, and reverence, so that they may be well adjusted, stronger and happier boys and girls and will grow to be good, clean, healthy and trustworthy men and women.
This objective will be achieved by providing a well-supervised program of competitive athletic and associate events. The supervisors shall bear in mind that the attainment of exceptional athletic skills or the winning of games is secondary and the molding of future men and women is of prime importance.
Members of the Board of Directors shall be at least twenty-one ( ) .
Members of the Board of Directors shall faithfully execute the duties as set forth in Article IV of the By-Laws and shall perform any reasonable service required. Any Board member who is not performing his duty can be replaced by a majority vote of the Board members present.
Adults seeking membership in the PYAAF shall conform with the By-Laws of the PYAAF and those of any local, national and/or international organization with which the PYAAF becomes affiliated.
A member may be expelled from the organization by a majority vote of Board members present. If a family or member is expelled from the organization for non-payment of dues or for any other reason, they must be voted upon by the Board of Directors. They will be readmitted by a majority vote, of the Board members present, if the conditions set by the Board of Directors have been met.
VOTING RIGHTS
PYAAF members that are “in good standing” will have the right to vote at PYAAF general meetings. The term “in good standing” is defined by all financial obligations have been met and the member of PYAAF has satisfied the attendance requirements. Attendance requirements to vote are as follows: member must attend three (3) consecutive PYAAF meetings. Once a member has established voting rights if a member of the PYAAF misses two (2) consecutive meetings then the member will loose their voting rights, attending three (3) consecutive meetings will restore these voting rights.
BOARD OF DIRECTORS
The Board of Directors shall consist of a Commissioner, Chiefs Director, Tribe Director, Secretary, Treasurer, Concession Director, Chiefs Equipment Director and Tribe Equipment Director. The Board of Directors must reside within the Powhatan County boundaries.
The membership of the PYAAF shall at an annual meeting to be held in November of each year elect from the membership the Board of Directors. These officers and directors shall be elected for a one-year term commencing on December 1, but may be eligible for re-election. The duties of the officers and directors of the PYAAF are as follows:
COMMISSIONER: The Commissioner shall preside at all meetings of the Board of Directors. The Commissioner shall be the final authority on interpretation of rules and coordinate all operations of the PYAAF, keeping these operations on the highest plane possible. The Commissioner shall sign all checks, supported by statements, which are drawn on the Treasury as ordered paid by the Board of Directors. The Commissioner shall appoint members (other than elected directors) of all committees, as well as representatives as may be required, and shall be an ex-officio member of all but the nominating committee.
CHIEFS/TRIBE DIRECTOR: The Directors shall assist the Commissioner in all capacities whenever and wherever possible. In the absence of the Commissioner, the Directors shall perform the duties of that office and shall discharge such other duties as may be required. The Directors shall be responsible for the financial operation of the Concession stand.
The Directors must meet with the Board of Coaches at the beginning of each sport season and as often as deemed necessary during the season. The Directors shall act as liaison between all coaches and the Board of Directors. The Directors responsibilities are:
SECRETARY: The Secretary shall attend and shall keep a record of all the proceedings of the meetings of the PYAAF, membership record and other records as may be determined by the Board of Directors. The Secretary shall have charge of and conduct the correspondence of the PYAAF, shall notify the members of any and all meetings and shall also perform such duties as may be required by the Commissioner or the Board of Directors. The Secretary shall transfer, upon expiration of the term of office, to the successor, all records, equipment and residual holdings belonging to the PYAAF.
TREASURER: The Treasurer shall receive all funds paid or donated to the PYAAF and shall disburse according to the invoices supported by itemized statements, and approved by the Board of Directors. The Treasurer shall keep an accurate account of all earnings, savings, reserves, holdings, receipts and disbursements, and at each meeting submit a current written report in detail and an itemized statement of all financial transactions and obligations of the PYAAF. The Treasurer shall deposit, within three (3) business days after receipt, all funds of the PYAAF in an accredited bank in the name of Powhatan Football. All checks drawn on this account shall carry two signatures, that of the Treasurer and that of the Commissioner. The Treasurer shall transfer, upon expiration of the term of office, to the successor, all records, funds, equipment and residual holdings belonging to PYAAF.
EQUIPMENT AND FIELD DIRECTORS: The Equipment and Field Directors shall head up the equipment committee and will be responsible for all individual equipment belonging to the PYAAF. The Equipment and Field Directors shall issue equipment to players and maintain a roster of distribution. At the close of any seasonal activities or as directed by the Commissioner, with the Board of Directors approval, the Equipment and Field Directors shall take in the equipment issued to specified individuals. Hand receipts for equipment issued shall be returned to the individual upon receipt of equipment. The Equipment and Field Directors shall head up the field committee and will be responsible for the development of the playing field in the best possible manner. The Equipment and Field Directors shall make arrangements for field maintenance, which includes mowing of grass, neatness of grounds, any necessary repairs and the proper marking of the field before each game. The Equipment and Field Directors “shall notify the Board of Directors of any operation that will require the expenditure of PYAAF funds. Accurate records shall be kept by this committee including the dates, time involved and cost of any operation performed.
CONCESSION DIRECTOR: The Concession Director shall have the responsibility of assembling and coordinating with the concession committees. The Concession Director is responsible for ordering product to ensure that the concession stands are properly stocked and all required items are available. The Concession Director will coordinate with the Board of Directors to ensure that all vendors are paid in a timely manner.
Vacancies
Vacancies occurring in office shall be filled by the Commissioner with the approval of the Board of Directors. The appointees shall hold that position for the remainder of the un-expired term. Any Board Member or Coach who is not performing his duty can be replaced by a majority vote of the Board of Directors. If the Commissioner resigns his resignation must be submitted to the Secretary. A vacancy in the Commissioners office should be filled by a special meeting called by the Board of Directors who shall appoint a new Commissioner.
The management or government of this PYAAF shall be under the supervision of the Commissioner and the Board of Directors. All matters concerning the policy of the PYAAF shall be decided by a vote of the Board of Directors and no motion shall be carried without a favorable vote from the Majority of those present at a duly constituted meeting.
The Board of Directors shall have the power to adopt, rescind or amend the rules and regulations and/or these By-Laws. The Board of Directors shall be responsible for the complete management of the affairs of the PYAAF and shall carry out and enforce all of the objectives and purposes for which it is organized.
Board members present at and Board of Directors meeting shall be entitled to act and vote. Voting by proxy in any form is prohibited.
The Board of Directors shall have full power to hear and determine protests arising from or under any rules of PYAAF and their decision shall be final.
The Board of Directors shall have jurisdiction over all violations of the By-Laws and shall have full power to suspend, expel or otherwise discipline any members of the PYAAF.
The Board of Directors, by majority vote of board members present at any duly constituted meeting, shall have the authority to suspend any member or Coach of the PYAAF whose conduct, in or out of corporate activities, is considered as detrimental to the best interests of the organization. Grounds for suspension shall include but are not limited to the following:
Meetings of The Board of Directors shall be held as necessary.
Additional meetings may be called by the Commissioner at any time or upon request of at least three members of The Board of Directors.
Notice of any called meetings, excluding emergency meetings, shall be given seven (7) days in advance thereof to all members.
Financial Policy
The Board of Directors shall decide all matters pertaining to the finances of the PYAAF. All monies received shall be deposited in a bank in accordance with the By-Laws.
The Board of Directors shall be responsible for directing the expenditure of all monies.
The official By-Laws, Rules and Regulations of the PYAAF and those of any local, national and/or international organization with which the PYAAF becomes affiliated shall be binding on all members.
Trophies, Awards, Tournaments
Any team winning their division or the County Championship of their respective league will be entitled to receive a trophy from the corporation for each player on the official roster. Cost of the trophy entitlement will be set by the PYAAF.
Any post-season activities must have the approval of The Board of Directors.
PYAAF programs will be one time, perhaps the only time that a child will have an opportunity to participate in an organized sports activity. He or she may lack sufficient skills to enable him or her to become a member of a higher-level team, such as a High School Team. It is, therefore, important to recognize and to insure that every child be given his or her fair opportunity to participate in our programs.
O. Enforcement/Disciplinary Action – Any written complaints concerning a coach
will be directed to the Directors. If the Director is involved in the complaint, the
matter will be handled by the Commissioner or his/her appointee. It is the responsibility of the Directors to investigate the allegations and report the findings and recommendations to the Board of Directors. The discipline action taken, if any, could range from a verbal warning to expulsion from PYAAF. A second written complaint (of similar natures) found to be legitimate will result in a suspension, minimally.
Nominating Committee
The Nominating Committee shall consist of one member from the Board of Directors and two (2) members from the PYAAF membership.
These By-Laws, or any portion thereof, may be amended or repealed by a two-thirds vote of the members present at any duly constituted general meeting, provided that written notice of such proposed changes, over the signature of the Secretary, shall be mailed to each member of the PYAAF at least seven (7) days prior to the meeting at which such proposed change shall be submitted to vote.