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Ashford By Laws

Rickey Stokes

Viewed: 1274

Posted by: RStokes
[email protected]
334-790-1729
Date: Nov 17 2023 9:54 AM

PREAMBLE 


The stated goal of the Ashford youth Sports Association, herein known as AYSA, is to develop the youth of our community through the principals of sportsThese principals include, but not limited to, teamwork, dedication, hard work, discipline, and integrity. All activities of the AYSA shall be conducted in a manner and toward the goal of providing recreation, education, and athletic development for the children of Ashford and the surrounding area. The AYSA shall be incorporated and maintained as an Alabama not-for-profit corporation.


 


 


Article I 


MEMBERSHIP


Membership in the AYSA is open to Family of AYSA With a child involved only (1) vote per family Membership must be established during registration when fees are paid in full.


 


Article II


GOVERNMENT


The AYSA shall Have a democratic form of governmentAll adult members (those over the age 18) will be allowed to vote and accept nominations for electionThe term for each elected official shall be (3) years except for coaches / sponsors their term is (1) calendar year from date of electionThere is no limit on the number of terms that an individual can be reelected to the same or different positionAt the time of election members will make nominations for each electionNominees must be present and accept the nomination to be considered a candidate for any positionA member can be nominated for all elected positions but can fill only one elected position at a timeThe following positions shall be filled by an election from among the full AYSA membership meeting of the year (this meeting will be detailed in ArticleIV). 


 


PRESIDENT


The president shall have responsibility for the day-to-day operations of the AYSAThe President shall call all AYSA meetings with some exceptions (details will be provided in ArticleIV)The president shall arbitrate all grievances and make recommendations to the board of Directors and to the AYSA at largeThe president shall have authority to approve expenditures that do not exceed $ 500 in one calendar week. with exception of home games expenditures. The president shall have the authority to fill all elected positions vacancies that occur during the year until next AYSA membership meetingThe president shall be prepared to give a report to the AYSA membership as to the financial state of the AYSA at all AYSA membership meetingsThe president shall be a member of the Wiregrass Youth Athletic Conference board of Directors and can appoint a substitute from among the elected positions to fill this capacity in his/ her placeThe president shall have the authority to establish committees as needed. The president committee chairmen and submit these committee chairmen to the board of directors for approval. The president shall be one of only 2 constitutional officers with authority to sign checks drawn on AYSA fund.  The president shall set dates for registration (opening and closing)Should the president be unable to fulfill his/her duties the Vice president will assume all duties of the president. 


 


 


VICE PRESIDENT


The Vice President shall always work with the President so that in the president’s absence the vice President will be able to conduct AYSA business.  The Vice President shall serve on the Executive Board and the Board of DirectorsThe Vice President shall preside over all meetings in the absence of the president. The Vice President will assume all duties of thePresident until the next election is held should the president be unable to fulfill his/her duties.


 


SECRETARY 


The Secretary shall serve on the Executive Board and Board of DirectorsThe secretary shall preside at all meetings in the absence of the President and Vice PresidentThe Secretary shall take minutes of all AYSA, Executive Board, and Board of Directors meetingsThe Secretary shall be responsible forall AYSA correspondence, maintaining a current membership list, as well as collecting and preserving all required records and documentationThe Secretary will assume all duties of the President until the next election is held in the event the president and vice president are unable to fulfill their duties. 


 


TREASURER


The Treasurer shall serve on the Executive Board and Board of DirectorsThe Treasurer shall preside at all meetings in the absence of the President, Vice President, and SecretaryThe Treasurer shall collect, tabulate, and deposit all moneys payable to the AYSA (details are provided in Article XII)The Treasurer shall maintain an up to the date accounting of AYSA funds and make accounting available to the President, Vice President, and the Board of Directors when requestedThe Treasurer shall prepare annual financial statement for presentation to the AYSA membership at the last AYSA membership meeting of the year (this meeting will be detailed in Article IV). The Treasurer will assume all duties of the President until the next election is held in the event the president, Vice President and secretary are unable to fulfill their dutiesThe Treasurer shall be (1) of only (2) constitutional officers with authority to sign checks drawn on AYSA funds. 


 


A TEAM COACH 


The A Team coach shall serve on the Board of DirectorsHe shall be Responsible for the team composed of 11- and 12-year-oldsHe shall appoint up to 3 assistant coaches and submit those names to the Board of Directors for approval prior to the first practice.  The A Team Coach is responsible for ensuring that players under his/her supervision are properly equipped and dressedAny deficiencies in equipment and/or uniforms are to be reported to the football coordinator for correctionThe A Team Coach is solely responsible for discipline of the players under his supervision (detailed in Article VIII)In severe cases the coach can ask the president to intercede and provide discipline.


 


B TEAM COACH 


The B Team coach shall serve on the Board of DirectorsHe shall be Responsible for the team composed of 9- and 10-year-oldsHe shall appoint up to 3 assistant coaches and submit those names to the Board of Directors for approval prior to the first practice.  The B Team Coach is responsible for ensuring that players under his/her supervision are properly equipped and dressedAny deficiencies in equipment and/or uniforms are to be reported to the football coordinator for correctionThe B Team Coach is solely responsible for discipline of the players under his supervision (detailed in Article VIII)In severe cases the coach can ask the president to intercede and provide discipline.


C TEAM COACH 


The C Team coach shall serve on the Board of DirectorsHe shall be Responsible for the team composed of 7- and 8-year-oldsHe shall appoint up to 3 assistant coaches and submit those names to the Board of Directors for approval prior to the first practice.  The C Team Coach is responsible for ensuring that players under his/her supervision are properly equipped and dressedAny deficiencies in equipment and/or uniforms are to be reported to the football coordinator for correctionThe C Team Coach is solely responsible for discipline of the players under his supervision (detailed in Article VIII)In severe cases the coach can ask the president to intercede and provide discipline.


 


CO-ED FLAG FOOTBALL/ CHEER 


The MINI FLAG/CHEER Team coach shall serve on the Board of DirectorsHe shall be Responsible for the team composed of 4,5, AND 6year-oldsHe shall appoint up to 3 assistant coaches and submit those names to the Board of Directors for approval prior to the first practice.  The MINI FLAG/CHEER Team Coach is responsible for ensuring that players under his/her supervision are properly equipped and dressedAny deficiencies in equipment and/or uniforms are to be reported to the football coordinator/cheer coordinator for correctionThe MINI FLAG/CHEER Team Coach is solely responsible for discipline of the players under his/hersupervision (detailed in Article VIII)In severe cases the coach can ask the president to intercede and provide discipline.


 


TEAM CHEER SPONSOR


A Team Cheer Sponsor shall serve on the Board of DirectorsShe shall be Responsible for the cheer squad composed of 11- and 12-year-oldsShe shall appoint up to (2) assistants’ coaches and submit those names to the Board of Directors for approval prior to the first practiceShe shall be responsible for communicating the schedule and any other information to the teamThe A Team Cheer sponsor is responsible for ensuring that cheerleader under her supervision is properly equipped and dressedAny deficiencies in equipment and/or uniforms are to be reported to the cheer coordinator forcorrectionThe A-team Cheer sponsor is solely responsible for discipline of cheerleaders under her supervision (detailed in Article VIII)In severe cases the sponsor can ask the president to intercede and provide discipline. 


 


B TEAM CHEER SPONSOR


B Team Cheer Sponsor shall serve on the Board of DirectorsShe shall be Responsible for the cheer squad composed of 9- and 10-year-oldsShe shall appoint up to (2) assistants’ coaches and submit those names to the Board of Directors for approval prior to the first practiceShe shall be responsible for communicating the schedule and any other information to the teamThe B Team Cheer sponsor is responsible for ensuring that cheerleader under her supervision is properly equipped and dressedAny deficiencies in equipment and/or uniforms are to be reported to the cheer coordinator for correctionThe B-team Cheer sponsor is solely responsible for discipline of cheerleaders under her supervision (detailed in Article VIII)In severe cases the sponsor can ask the president to intercede and provide discipline. 


C TEAM CHEER SPONSOR


C Team Cheer Sponsor shall serve on the Board of DirectorsShe shall be Responsible for the cheer squad composed of 7- and 8-year-oldsShe shall appoint up to (2) assistants’ coaches and submit those names to the Board of Directors for approval prior to the first practiceShe shall be responsible for communicating the schedule and any other information to the teamThe C Team Cheer sponsor is responsible for ensuring that cheerleader under her supervision is properly equipped and dressedAny deficiencies in equipment and/or uniforms are to be reported to the cheer coordinator for correctionThe C-team Cheer sponsor is solely responsible for discipline of cheerleaders under her supervision (detailed in Article VIII)In severe cases the sponsor can ask the president to intercede and provide discipline. 


 


(1) AT LARGE BOARD MEMBER

Serves as a deciding voter in case there is an executive tie.This member also helps with season duties of AYSA the term for this position is (3) calendar years from election date.


 


 


CHEERLEADING COORDINATOR


The Cheerleading Coordinator shall be nominated from among AYSA membership and elected by Majority vote of the membership at the yearend meetingThe cheerleading Coordinator shall have responsibility for organizing the cheerleading activities of the AYSThe cheerleading coordinator shall maintain an inventory of the cheer uniforms and equipment and ensure that each cheerleader is issued a proper fitting uniformAfter uniform fitting the cheerleadingwill prepare and present a report to the president detailing the uniform items that are requiredThe cheerleading coordinator will have responsibility for organizing the wiregrass youth athletic conference cheerleading competition in the years that the AYSA host the competition. The cheerleading coordinator can name up to (1) assistant and summit them to the president for approval. The Cheerleading Coordinator will not be a member of the Board of Directors


 


FOOTBALL COORDINATOR


The Football Coordinator shall be appointed by the president and approved by the Board of Directors by a majority voteThe Football Coordinator will have responsibility for ensuring that the Football teams have the uniforms, equipment, and support that they needThe Football will be responsible for transporting to and from, setting up and maintaining the sideline equipment at each game. The Football Coordinator can name up to (1) assistant and submit it to the president for approvalThe Football coordinator will not be a member of the Board of Directors. 


 


CONCESSIONS COORDINATOR 


The Concessions Coordinator shall be appointed by the president and approved by the Board of Directors by a majority voteThe concessions Coordinator will be responsible for scheduling workers to staff the concessions stand during hours of operationThe Concessions Coordinator will develop the menu options and material needs for the concessions stand and present these to the executive board for approval and purchaseThe Concessions Coordinator can name up to (2) assistants and submit them to the president for approvalThe concessions Coordinator will not be a memberof the Board of Directors. 


 


 


CONSTITUTIONAL OFFICERS 


The Constitutional Officers will be the President, Vice president, Secretary, and Treasure


 


EXECUTIVE BOARD


The Executive Board will be comprised of the President, Vice President, Secretary, Treasurer and (1) AT Large Board Member. The President will preside over all Executive Board meetingsIn the Presidents absence the next highest ranking constitutional officer will preside over Executive Board Meetings. The Executive Board will hear grievances from members of the AYSA not able to be resolved by the PresidentDecisions of the Executive Board with regards to grievances will be considered final and decisions of the Executive Board with regards to grievances will be considered final and no future petition or appeal will be available. The Executive Board will hear and rule on all disciplinary issues that involve barring members and players/cheerleadersThe Executive Board will also hear and rule on all request for reinstatement of members and players/cheerleaders that have been banned in previous yearsProcedures for Executive Board grievance meeting are provided in Article VI of this documentMeetings of the executive Board will be called and presided over by the president, with some exceptions as neededAny four (4) members of the executive Board can jointly call a meeting of the Executive Board. The executive Board will have authority to approve expenditures of $500 AYSA funds but not exceeding in amounts exceeding 3,000All matters coming before the Executive Board will be considered settled upon majority vote by its membersAt least four (4) members of the Executive Board must cast votes for a matter to be resolvedOnce a quorum is established additional votes can be cast by telephone or other electronic means if The Executive Board member voting by telephone or other electronic means is fully apprised of the facts of the matter being voted onBy majority vote of the Executive Board a matter can be referred to the full Board of Directors for consideration and resolution except for grievances, barring and banning of members and players/cheerleadersThese issues must be settled by the Executive Board. 


 


BOARD OF DIRECTORS 


The Board of Directors will be comprised of all elected officials except the cheerleading CoordinatorMeetings of the Board of Directors will be called and presided over by the President with some Exceptions. Any (8) members of the Board of Directors can jointly call a meeting of the Board of DirectorsIn the President absence the next highest ranking Constitutional Officer will preside overboard of Directors meetingsThe Board of Directors will have the authority to approve expenditures of AYSA funds in the amounts exceeding 3,000 but not more than 10,000All matters coming before the Board of Directors will be considered settled upon majority vote bye its members with exceptions made for amendments to the constitution (procedures for amending the constitution are provided in Article V.)  At least (7) members of the Board of Directors must be present for a quorum to be establishedAt least (7) members of the Board OF Directors must cast a vote for matter to be resolvedOnce a quorum is established additional votes can be cast by telephone or other electronic means if fully apprised of the facts of the matter being voted on


 


MEMBERS PETITION


Any AYSA may petition the board of Directors by presenting a written petition to any member of the Board of Directors.This petition must be signed by not less than fifteen (15) current members and detail the actions that the member desire the Board of Directors to take.


 


 


 


 


 


ARTICLE III


ELECTION PROCEDURE


Election of Constitutional Officers, At Large Board Member, Coaches, Sponsors and Cheerleading Coordinator will take place at the Year End Meeting (detailed in Article IV)The secretary shall provide the President with a List of Current AYSA members prior to the end of year meetingThe President will verify that those placing votes are included on the AYSA current membership listThe president will preside over the year end meetingAnd accept nominations for one elected position at a time. All adults (those over the age 18) members of the AYSA shall be eligible for nomination for an elected positionA member can be elected for all elected positions but can fill only one elected position at a time. Nominees must be present and accept the nomination before they are considered a candidate. Once all nominations for a particular elected position are received, an anonymous vote will be taken from among members present at the meeting. The president or his/her designee will collect the ballots, tabulate the votes, and announce the winner of each elected position prior to moving on to voting for the next elected position.


 


 


 


 


 


 


ARTICLE IV


MEETINGS 


 


 


General membership meetings will be held at least twice per year. Board of directors’ meetings will be held at least once per month beginning in February and concluding in November. Executive board meetings will be held as needed.


 


FIRST GENERAL MEMBERSHIP MEETING 


The first general membership meeting will be held after the date of the fund raiser turn in and before the date of the first equipment issueThe exact date of this meeting will be set by the presidentThe president will preside over the meeting. The president will open the meeting by reporting on the financial and operation status of the AYSA to the AYSA members. Any issues that require a vote of the AYSA membership will be dealt with at this meeting. Opportunity will be made at this meeting for members to ask questions and raise issues. 


 


 


YEAR END MEETING 


The yearend meeting will be held at a convenient time between the date of the last official event of the season and the end of the same calendar yearThe exact date of this meeting will be set by the presidentNotification of the year end meeting should be made in writing at the last official event of the season, i.e., banquetThe president will preside over this meeting. The president will open the meeting by reporting on the financial and operational status of the AYSA to the AYSA members. The treasurer will present. Election of constitutional officers, at large board member, coachessponsors, and the cheerleading Coordinator will take place at this meeting. No other business is permitted to be discussed or acted on at this meeting.


SPECIAL MEMBERSHIP MEETINGS 


 


The president has authority to call special membership meetingsThe president must provide a notice providing the date, time, and location of the special membership meetings to AYSA <span

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