USA Football
Eagles By Laws
Belchertown Granby Eagles Youth Football
BY- LAWS Revised Form: August 2013



Article I- NAME

Section 1:
The organization shall be known as Belchertown Granby Eagles Youth Football Organization, hereinafter referred to as “BGEYFO.”

Article II-AFFLIATION

Section 1:
BGEYFO shall annually apply for or renew affiliation with a League Organization comprised of other Youth Football organizations, currently the Suburban Amateur Football League, hereinafter referred to as “SAFL”.

Article III- OBJECTIVES

Section 1:
The primary objectives of BGEYFO are to teach football skills while implementing the ideals of good sportsmanship, honesty, loyalty and respect for ones self and others and to keep the participants free from any adult personal agenda, ambition, and or glory.

Section 2:
To achieve these objectives, BGEYFO will provide a supervised program under the Rules and Regulations as set forth by the SAFL, the BGEYFO By-laws, and the BGEYFO Participant Handbook. BGEYFO shall operate exclusively as a non-profit educational organization providing a supervised program of competitive football.

Article IV- BGEYFO BY-LAWS

Section 1:
The BGEYFO Board of Directors will approve By-laws stated herein by a simple majority vote.

Section 2:
By-laws will be reviewed annually and approved In Accordance With (IAW) Article IV Section 1.

Article V – BGEYFO Participant Handbook

Section 1:
The BGEYFO Board of Directors will approve the BGEYFO Participant Handbook stated herein by a simple majority vote. The Participant Handbook will be distributed one per family at the time of participant member registration. It will also be available throughout the year upon request.

Section 2:
The BGEYFO Participant Handbook will be reviewed annually and approved IAW Article V Section 1.

Article VI – MEMBERSHIP

Section 1:
Eligibility; Any individual residing within the Towns of Belchertown and Granby or surrounding town that does not have an affiliation with the SAFL.

(a) Participant Members: Any child meeting the requirements of BGEYFO, and who resides within the authorized boundaries of BGEYFO as set forth herein, shall be eligible to compete for participation but shall have no rights, duties or obligations in the management of in the property of BGEYFO. Any waivers for Participating Members shall follow League guidelines AND must be approved by the President and Vice President.

(b) Regular Members: Any person upon registering their child (ren) to play in BGEYFO and during the term that their child (ren) remains a Participant Member is a Regular Member. Residents of the BGEYFO community with a demonstrated commitment to the objectives and goals of BGEYFO but do not have children playing in the program, or individuals with children formerly in the program may also become regular members by approval of the Board of Directors, hereinafter referred to as “BOD”. Only Regular
Members in good standing, Board Members, Coaches, and Officers are eligible to nominate, vote, and hold an office or any other elected or appointed position in the BGEYFO. The Secretary shall maintain the roll of membership to qualify voting member; a copy will be given to the President and Vice President on a monthly basis during the season or as requested.

(c) Sustaining Member: Any person not a Regular Member who makes financial or other contribution(s) to BGEYFO may by majority vote of the BOD become a Sustaining Member, but shall have no rights, duties or obligations in the management or in the property of BGEYFO.

Section 2:
Other Affiliations

Participating Members may not actively engage in the participation, promotion or operation of any other football program during the fall season, except for football programs sponsored by BGEYFO, without a majority vote by the Officers for a waiver application.

Section 3:
Suspension or Termination resulting from Extreme Violations

In some disciplinary actions, membership may be terminated by resignation or action of the BOD as
follows:

(a) The BOD, by majority vote of the quorum present at any duly constituted meeting, shall have the authority to discipline, suspend, or terminate the membership of any Member, Coach, Officer, or Board Member when the conduct of such person is considered detrimental to the best interests of BGEYFO and/or the League. The individual involved shall be notified by certified letter of such a meeting, informed of the general nature of the charges and be given the opportunity to appear at the meeting to
answer such charges.
(b) Any member, player, parent or otherwise, Coach, Officer, or Board Member who is ejected from a game, involved in activity deemed to be detrimental to the best interest of the BGEYFO and/or League or in violation of the objectives herein stated, must appear before the BOD or duly appointed committee thereof, which shall have full powers to suspend or revoke such Members right to future participation. A parent or legal guardian will accompany any minor child (ren) required to appear for a disciplinary
review. Failure to appear before said committee shall not preclude the committee’s ability to discipline, suspend or revoke the player(s), parents, Coach, Officer, or Board member rights to future participation.
(c) If the participation by any Coach, Officer, or Board member poses a conflict of interest (i.e.; family member: child, parent, spouse, etc.), he/she will not be able to participate in such case.
(d) In the absence of Board approval, all rights of any member in BGEYFO and its property shall cease on the termination of such membership. Termination shall not from any obligation for charges incurred, services or benefits actually rendered, fees of assessments arising from contract or otherwise. BGEYFO shall retain the right to enforce any such obligation or obtain damage for its breech and any member whose membership is terminated by revocation shall have no claim against BGEYFO, its Officers or
members for any accruals that may be alleged to exist.
(e) Any person suspended or terminated for disciplinary reasons cannot be considered for a leadership position in BGEYFO including but not limited to Coach, Assistant Coach, Officer, or Board member for a period no less than one (1) year,

ARTICLE VII: FEES

Section 1:
Participant Members: a reasonable participation fee will be assessed each year to ensure the operational continuity of BGEYFO. A $25.00 fee will be assessed for a check returned for non-sufficient funds.

Section 2:
Financial Assistance: All financial assistance must be approved by the Officers. Applicants seeking financial assistance must show proof of assistance: Mass Health; food stamps; reduced lunch; section 8. Those applicants receiving the funding assistance will receive a $50 registration discount per child. Players will be responsible for payment of remaining registration balance and any jersey/uniform fee. Any player that receives the financial assistance, his/her parents and/or guardians are required to
volunteer at least ten (10) hours in program activities. Payment plan arrangements can also be made with the Treasurer.

Section 3:
Refunds: Request for all types of refunds must be made in writing to the Treasurer by the parent/guardian and must provide reason for refund. Each case will be considered by the Officers and will be judged on a case-by-case basis. With all BGEYFO property returned and in good working order, a refund may be given prior to August 1st at 100%, and prior to the weigh in date at 50% of the registration fee (not including jersey fees). After the weigh in date, no refunds will be given. The refund will be issued by the Treasurer once all BGEYFO property has been returned in good order.

Section 4:
Multi-participant discounts: BGEYFO offers discounts to families with more than one (1) sibling participating in football and/ or cheerleading. The first sibling will be charged full price. Additional sibling(s) will receive $15.00 off the fee. This deduction is per sibling.

ARTICLE VIII: PLAYING RULES

Section 1:
Rules and Regulations shall be consistent with these By-laws. BGEYFO will follow such rules and regulation as set forth by the League (currently SAFL) Books & Guidelines. According to SAFL Article 22-playing rules: Games of the SAFL will be played under amateur rules, specifically those of the latest revision of the National Collegiate Athletic Association and those rules modifications by the Massachusetts Interscholastic Athletic Association, in addition to any special rule included in the by-laws or passed by the League governing body.

Section 2:
The Coach responsible for failure to conform to the SAFL Rules of Play is subject to discipline in accordance with the disciplinary process outlined in the SAFL By-laws, Constitution and Rules of Play Handbook.

ARTICLE IX: FINANCIAL ACCOUNTING

Section 1:
The fiscal year of BGEYFO shall, unless otherwise decided by the BOD, end on the 31st day of December each year.

Section 2:
The BOD shall approve by majority vote, all matters pertaining to the finances of the BGEYFO and shall place all moneys in a common Association Treasury. Directing the expenditure of funds in such manner as will give no individual or team an advantage over those in competition with such individual or team. Officers, by majority vote may approve expenses under $200 for non-budgeted items, other than items required for day to day purchases.

Section 3:
The BOD shall not permit the contribution of funds or property to individual teams except where the Equipment Manager shall need equipment due to financial loss or physical loss of property.

Section 4:
The BOD shall not permit the solicitation of funds in the name of BGEYFO unless all the funds so raised are placed in the BGEYFO treasury.

Section 5:
The BOD shall not permit the disbursement of BGEYFO funds for other than the conduct of BGEYFO activities in accordance with the rules and policies as set forth herein.

Section 6:
No Board Member, Officer, Coach, or Member of BGEYFO shall receive, directly or indirectly, any salary or compensation from BGEYFO for services rendered as Board Member, Officer, Coach, or Member.

Section 7:
All monies received shall be deposited to the credit of BGEYFO in a local bank and all disbursements shall be made by check or debit card, signed by the authorized Treasurer or President. All purchases must be approved by both the Treasurer and President prior to purchase.

Section 8:
At the beginning of each season, the Equipment Manager and Coaches will review equipment needs. The Equipment Manager and the Treasurer will submit a budget to the Officers and BOD for the upcoming season’s projected expenditures. This budget must be submitted by the end of April. The BOD will approve any additional expenditure during the season on a case-by-case basis.


Section 9:
The President and Treasurer shall be authorized as check signers.

Section 10:
Upon dissolution of BGEYFO and after all outstanding debts and claims have been satisfied, the Members shall distribute the property of BGEYFO to such a Federally incorporated entity maintaining any objective similar to that set forth.

ARTICLE X: INSURANCE

Section 1:
The Officers shall obtain the following yearly insurances:
(a) according the League (SAFL) guidelines
(b) Coaches insurance through USA Football
(c) Property liability insurance

ARTICLE XI: ELECTIONS

Section 1:
The Elections will take place at the annual meeting on the second Wednesday of December each year. Notice of any change of the date shall be given to all members via any distribution method; handouts, mail, or electronically.

Section 2:
At the annual election Officers and Board members shall fix the number of Board Members, and elect that number. The number shall not be less than five (5) and no more than eleven (11). At any meeting, the Officers and Board members than in office may increase the number and elect new Board members to complete that number so fixed, or may decrease the number but only to eliminate vacancies.

Section 3:
All parties interested in volunteering for a position should make it known. Nominations are not needed, individuals may volunteer.

Section 4:
All votes, whether it is for an Officer or a Board member position will be by closed written ballet. If the voter cannot make the meeting, and they so choose, an electronic vote may be sent to the President and Chairman of the Board to be cast. The President and the Chairman of the Board will tally the votes together. If either of those positions is in transition/being voted on, that task will defer to the next available Officer in the order of Vice President, Treasurer, and then Secretary. Voting outcomes will be announced at the meeting.

Section 5:
If the participation in a vote by any Board member or Officer poses a conflict of interest (i.e.; family member: child, parent, spouse, etc.), he/she will not be able to participate in such vote.

Section 6:
Elections begin with the Board members once it is determined how many positions there are to be filled. Individuals can be nominated or volunteer. Each interested party will have an opportunity to speak, and votes will be cast as described above in sections 4 and 5. Once votes are tallied, the final BOD is set.

Section 7:
Once the Board member positions are set, individuals can be nominated or volunteer for the Chairman of the Board position. Each interested party will have the opportunity to speak. Votes for this position are cast as described above in sections 4 and 5. Once votes are tallied, our Chairman of the Board will be announced.

Section 8:
Once the Chairman of the Board is announced, individuals can be nominated or volunteer for the Officer positions. Each interested party will have the opportunity to speak. Votes for this position are cast as described above in sections 4 and 5. The voting order of Officers shall be Secretary, Treasurer, Vice President, and then President. Once votes are tallied, the Officers will be announced.

Section 9:
All candidates will have an opportunity to speak if they so choose. If an interested party cannot attend the annual meeting, it can be rescheduled once within 7 days to allow the candidate the opportunity. If the individual still cannot attend, they can either forfeit the speech, or send one to the Chairman of the Board or an Officer to address those in attendance on their behalf.

Section 10:
After individuals have completed their speeches, there is an opportunity for those in attendance to ask questions to the candidates.

Section 11:
In the event of a tie, the final vote to break the tie will go to the Chairman of the Board. In the event that the Chairman of the Board is unable to vote, it will defer to the President, then to the next officer in line if so needed.

Section 12:
At the meeting to vote in the Head Coach positions, all Head Coach candidates should step out of the votes.

ARTICLE XII: BOARD OF DIRECTORS:

Section 1:
The management of the property and affairs of BGEYFO shall be vested by the Officers and BOD.

Section 2:
The Board members shall be elected at the annual meeting as outlined in Article XI: Elections. Upon election, the Board members shall assume the duties immediately.

Section 3:
Vacancies may be filled by a majority vote of the remaining Board members due to death, resignation or otherwise at any regular or special meeting called by the President, Vice-President, or Chairman of the Board.

Section 4:
Term of office is set at two (2) years. There shall be no limit set on the number of terms a Board member may serve.

Section 5:
A quorum of the BOD shall consist of a required majority of members present to vote. Votes shall require a majority vote to pass. Each Board member shall have one vote. Votes can be cast electronically to all 6 Officers if a board member cannot attend the meeting where the vote is taken. If all Board members consent to the action in writing, they are entitled to vote on a matter in writing in lieu of a meeting for the vote to be held.

Section 6:
Board members shall be familiar with these By-lays and BGEYFO handbook. Each Board member shall devote their energies to promote the purpose of BGEYFO and the SAFL.

Section 7:
Special meetings that deal with administrative issues will be closed to everyone other than Officers and other Board members as needed.

Section 8:
Board members are expected to attend BGEYFO meetings. Upon missing three (3) consecutive meetings without notifying the Chairman of the Board, President, or Vice President with a valid excuse, that board member may be dismissed.

ARTICLE XIII: OFFICER’S DUTIES:

Section1:
The management of the property and affairs of BGEYFO shall be vested by the Officers and the BOD.

Section 2:
The Officers shall be elected at the annual meeting as outlined in Article XI: Elections. Elected officers of the BGEYFO shall coexist as President, Vice-President, Treasurer, Secretary, and other members (Equipment Manager, Concessions Manager, Registrar, and SAFL League Representative) as appointed. The transition of an outgoing to a newly elected officer must take place no later than 30 days after the election. The outgoing officer will continue in office until such transition takes place.

Section 3:
The President may appoint such other officers as it may deem needed (Appointed Officers). Appointed positions are made by the President and approved by a majority vote of the BOD. These positions are but not limited to Cheerleading Coordinator, Coaching Coordinator, and Parent Advisory committee.

Section 4:
The term of any appointed position is set at one (1) season and must be re-appointed on a yearly basis. There shall be no limit set on the number of terms an Officer may serve.

Section 5:
An Officer may resign by delivering his/her written resignation to any Officer. Such resignation shall be effective upon receipt (unless specified to be effective at some other time). Acceptance shall not be necessary to make it effective unless it so states.

Section 6:
A member may be suspended or removed with cause by a vote of two-thirds of the Officers in office. A member may be removed only after reasonable notice and opportunity to be heard.

Section 7:
Vacancies may be filled by a majority vote of the remaining BOD due to death, resignation, or otherwise at any regular or special meeting called by the Officers or Chairman of the Board. Each successor shall 7 hold office for the unexpired term or until he/she sooner dies, resigns, is removed, or becomes disqualified.

Section 8:
Meetings of the Officers shall be held monthly. Any Officer, whenever he/she deems it advisable, shall notify the other Officers at least three (3) days prior to a meeting. Special meetings may be called by any Officer or the Chairman of the Board.

Section 9:
Officers shall be familiar with these By-laws and the BGEYFO handbook. Each Officer shall devote their energies to promote the purpose of BGEYFO and the SAFL. Each Officer shall be prepared to report on his/her respective area of responsibility as needed. '

Section 10:
Special meetings that deal with administrative issues will be closed to everyone other than Officers and Board members as needed.

Section 11:
Officers are expected to attend all BGEYFO meetings. Upon missing three (3) consecutive meetings without notifying the President or Vice President with a valid excuse, that Officer may be dismissed.

Section 12:
The fiscal year of BGEYFO shall commence on January 1st of each year and conclude on the last day of December in that calendar year.

Section 13:
The President shall:
(a) Conduct all affairs of the BGEYFO and execute the policies established by the Officers, BOD, and the SAFL.
(b) Preside over all meetings.
(c) Coordinate with the BGEYFO SAFL League Representative and Registrar.
(d) Act as spokesperson with input/direction for BGEYFO in all matters that Officers are authorized to act.
(e) Communicate to Officers and BOD such matters as deemed appropriate, and make suggestions in the best welfare of BGEYFO.
(f) Be responsible for the conduct of BGEYFO in strict conformity to the Policies, Principles, Rules and Regulations of the league as set forth in the BGEYFO By-laws and Participant Handbook.
(g) Make arrangements for practices, games and scrimmages with assistance from coaches.
(h) Investigate complaints, irregularities and conditions detrimental to BGEYFO and report his/her finding to Board of Directors.
(i) Appoint committees as necessary to complete BGEYFO objectives as stated in these By-laws. (Coaches Selection, Fundraising, Discipline).
(j) Give notice by mail or email of all meetings of BGEYFO and the Board of Directors.
(k) In the event the President cannot perform his/her duties outlined above, the Vice-President shall convene a meeting of Officers and BOD for the purpose of selecting a replacement.

Section 14:
Vice-President: shall:
(a) Review budget submitted by Treasurer and Equipment Manager prior to presentation to BOD.
(b) Assist the Registrar with player and coach’s applications and supporting documents for proof of age of every player candidate and certify residence and age eligibility before the player is accepted in BGEYFO.
(c) Oversee and assist Concessions Manager with all concessions related activities for home games.
(d) Participate in any Parent Advisory committee if such one is appointed.
(e) Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incidental to the office of Vice President.
(f) In the event the President cannot perform his/her duties outlined above, the Vice-President shall convene a meeting of Officers and BOD for the purpose of selecting a replacement.

Section 15:
Secretary shall:
(a) Be responsible for recording the activities of BGEYFO and maintain proper files, mailing lists, and necessary records.
(b) Keep minutes of BOD meetings and cause them to be recorded in a book kept for that purpose.
(c) Conduct all correspondences (news letters, directions, and thank you letters) not otherwise specifically delegated in connection with said meetings and is responsible for carrying all orders, votes and resolutions not otherwise committed.
(d) Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incidental to the office of Secretary.

Section 16:
Treasurer shall:
(a) Receive all monies and securities, and deposit it in depository approved by the Officers and BOD within 7 business days.
(b) Keep records for the receipt and disbursement of all moneys and securities of BGEYFO. Approve payments from allotted funds and draw checks therefore in agreement with the policies and agreements by BOD. All bills to be paid by check or debit card, and all payments must be made by either the Treasurer or President.
(c) Prepare an annual budget with the Equipment Manager/Coaches for approval by BOD and which will be presented at the spring meeting.
(d) Prepare a written report to the BOD, including status of accounts payable and accounts receivable semi-annually.
(e) Have BGEYFO books, accounts and records in condition for audit at all times and ready to turn over to his/hers successors in the office of Treasurer. All accounts; payable and receivable, shall be balanced and closed for the end of the fiscal year prior to the new board taking office.
(f) Insure that all accounts are properly designated and that there shall be no commingling of personal or non-league assets.
(g) Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incidental to the office of Treasurer.

Section 17:
Equipment Manager shall:
(a) Inspect all BGEYFO equipment before, during and after the season
(b) Replace old and damaged equipment as needed.
(c) Keep an accurate and up-to-date inventory of equipment and BGEYFO property and supplies.
(d) Ensure that helmets inspection is within the equipment safety guidelines. Ensure that helmets are sent out for inspection at the least every other year, if the helmet manufacturer or league rules and regulations make no other recommendation.
(e) Set up and distribute to each player the necessary equipment and uniforms. Coordinate equipment returns within 1 week of the season ending.
(f) Provide equipment and supplies as may be needed during practice and on the sidelines at games.
(g) Provide equipment and supplies to the Coaches at the beginning of the season and collect it all at the end of the season.
(h) Responsible for having equipment and BGEYFO property at the field on home game days. Assure set up and take down before beginning and following home games.
(i) Work with Coaches to establish equipment needs, and assist and submit budget with Treasurer.
(j) Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incidental to the Equipment Manager.

Section 18:
League (SAFL) Representative:
(a) Represent BGEYFO at all league meetings and league games.
(b) Have a complete knowledge and understanding of League and BGEYFO By-laws, Constitution, and Rules of Play.
(c) Advise and communicate with the Officers and BOD with issues related to league including rules and regulations.
(d) Advise and communicate with BGEYFO coaches and represent them regarding any problems or concerns the coaches may have directly related to rules and regulations of play.
(e) Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incidental to the position of League Representative.


Section 19:
Registrar shall:
(a) Assist in Registration sign-ups
(b) Collect all required documents as required by the SAFL
(c) Collect coach’s applications and Player Registration forms.
(d) Attend required Officer, BOD, and league meetings
(e) Be BGEYFO Representative at SAFL official weigh ins.
(f) Perform such duties as herein specifically set forth, in addition to such other duties as are
customarily incidental to the position of Registrar.


Section 20:
Public Relations/Fundraising Director shall:
(a) Work with the Officers in relation to the needs of the budget.
(b) Submit fundraising schedule and projection to the Officers and BOD at the spring meeting.
(c) Submit notices of events to the media (local newspaper and local access TV.
(d) Chairperson of all fundraising. Organize and oversee committees for the fundraising events.
(e) Perform all such duties as are herein specifically set forth, in addition to such other duties as are customarily incidental to the position of Public Relations/Fundraising Director.

Section 21:
Concessions Manager shall:
(a) Work with the Treasurer in relation to the needs of the budget.
(b) Work with the Officers and BOD on the concessions schedule, inventory needs, and projected funds prior to the opening of the concession stand, and throughout the season.
(c) Manage and coordinate all home concessions.
(d) Perform all such duties as are herein specifically set forth, in addition to such other duties as are customarily incidental to the position of Concessions Manager.

ARTICLE XIV: AWARDS BANQUET

Section 1:
The awards banquet will be held at the conclusion of each season. The Officers and BOD will determine the date and location of the banquet.

Section 2:
All properly registered players/cheerleaders who complete the season, are paid in full, and have returned all uniforms and equipment in good condition are permitted to attend the banquet free of charge. Coaches, Officers, Board Members, and any family members and friends who wish to attend the banquet will be charged a fee that will be determined by the Officers and BOD once the banquet has been arranged.

Section 3:
The following awards will be given to the appropriate person(s)/business for their commitment and dedication to the BGEYFO. The awards listed below may not be the only awards presented at the BGEYFO Banquet. Coaches are allowed, within reason, to award players/cheerleaders for their outstanding abilities as they deem proper.
(a) Trophies: These are given to all properly registered players and cheerleaders who have completed the season.
(b) Head Coaches/Assistant Coaches awards: These may be given to all football and cheerleading Head coaches and may be given to all Assistant coaches to show appreciation for their dedication over the season.
(c) Six Year Player award: This is given to any player/cheerleader who has participated in the BGEYFO program for all 6 years.
(d) Retirement award: A token of appreciation may be given to an elected official or coach who has decided to retire from our organization under honorable conditions. This is given in recognition of the time and effort these people have given to the BGEYFO. The Officers will decide who the recipient(s) of this award will be at the end of each season.