|ONE TOWN * ONE TEAM * ALL HEART!!!|
2012 Bylaws Coming
Merrillville Pop Warner
(Name of Organization)
This organization shall be called the "Merrillville Pop Warner Little Scholars, Inc."
The purpose of this organization is to provide a well-rounded football program within the limits of the National Pop Warner rules and regulations to the children of Merrillville that are served by the Merrillville Pop Warner Football, Inc.
Section 1 The officers of this organization shall be a President, two (2) Vice President, a Football Commissioner, a Cheer / Dance Commissioner, a Secretary, a Treasurer, a Scholastic Coordinator, Business Manager, Equipment Manager and the Immediate Past President.
Section 2 The officers shall be elected as stated within the by-laws of this organization.
Section 3 The Immediate Past President of the league shall automatically be considered elected and serve as a voting delegate of the Board of Directors and Advisory Committee.
Section 1 The government of this organization shall be vested in the Board of Directors and the Advisory Committee.
Section 2 The Board of Directors shall be the highest governing body of this organization. The Advisory Committee shall consist of three (3) people who are community stakeholders, two (2) past board members who are in good standing and the current President.
Section 3 The Board of Directors shall consist of all elected officials. It shall be the responsibility of the Board of Directors to carry out and enforce the wishes of the Advisory Committee concerning any and all financial matters great than $3000.
Section 4 The terms of officers shall be for one year with the election being held in November at the end of year celebration. In the event that the President becomes incapacitated or is unable to fulfill his/her duties, the Vice President shall assume the duties of President for a period not to exceed 30 days. An election shall be held to elect a new President under previous rules of election procedures.
Section 1 All meetings, Board of Directors and Advisory, shall be called at the discretion of the President with the approval of those in attendance at each meeting.
Section 2 The President may, at his/her discretion, call a "special" meeting of either the Board of Directors and/or Advisory, to address emergent situations concerning the association. Such "special" meetings shall not require Board of Director approval. Upon calling such a "special" meeting the President will contact the Secretary who shall notify all appropriate officers of said meeting date, time and location.
(Pop Warner Rules)
Merrillville Pop Warner Little Scholars will comply with all rules and regulations as put forth by the national headquarters of Pop Warner and the Mid-American Region.
Any proposed amendments to the by-laws must be submitted at a regular meeting and announced to those present. The proposed additions or amendments must be voted upon on at the next meeting provided a quorum is present. A proposed amendment shall become part of the by-laws if approved by a two-thirds majority of the Board members present and voting at said meeting.
ARTICLE I: NAME
The name of this Association shall be known as MERRILLVILLE POP WARNER LITTLE SCHOLARS, Inc... Hereinafter referred to as such.
ARTICLE II: OBJECTIVES
Section 1: To fulfill and perform the general purposes of MERRILLVILLE POP WARNER as expressed in the By-Laws of said organization. This association shall be affiliated with Pop Warner Little Scholars, Inc. and shall be governed by and comply with the principles, rules, and regulations enunciated and decreed by Pop Warner Little Scholars, Inc.
Section 2: To teach our youth the fundamentals of the game of tackle Football and Cheerleading.
Section 3: To promote sportsmanship, team play and loyalty to themselves and their fellow persons.
Section 4: To conduct and sponsor programs and events for the purpose of raising moneys to be used for general purpose of said corporation.
Section 5: To own and operate these recreational faculties and may assist in the performance of the general purposes of this corporation, providing the same shall be consistent with the laws of the State of Indiana.
Section 6: To perform acts which may be necessary in order to conduct the general purposes of this corporation, which are in the scope of the laws of the State of Indiana.
Section 7: Merrillville Pop Warner Little Scholar Inc. is to follow all Federal and State laws concerning the Equal Opportunity Act. Merrillville Pop Warner Little Scholars Inc. will not discriminate against any person because of age, race, color, religion, sex, national origin, sexual origin, disability, or veteran status.
ARTICLE III: MEMBERSHIP
Section 1: Coaches, parents and any other interested parties may become a member of this organization. Coaches, parents and other interested parties may become a member by volunteering their time and completing the necessary paperwork that is required for all volunteers, paid all said registration fees, and by participating in fundraising as set forth by Pop Warner Little Scholars, Inc.
Section 2: (a) Any youth playing on a team of Merrillville Pop Warner will be a member of said organization. (b) All participants must turn in all necessary paperwork completed and signed before he/she is able to participate in any practice session (uniformed or non-uniformed). (c) At any Pop Warner event, practice or competition, any person who (1) verbally abuses, (2) attempts to intimidate (3) is fragrantly rude (4) cannot control their language or actions with an official, coach, Pop Warner volunteer or person will be immediately removed from the Pop Warner event along with their child (ren) and issued a written warning regarding their behavior. Any person who commits a second similar offense will be banned from Pop Warner events, along with their child (ren), for the remainder of the season. Any person who physically assaults an official, coach, Pop Warner volunteer, or person will be banned from Pop Warner along with their child (ren) for one year. After one year the person may apply for re- instatement of his/her child (ren). If the person commits a second offense he/she with their child (ren) will be permanently banned from Pop Warner.
Section 3: (a) The Board of Directors, by two thirds vote of those present at any duly constituted function, shall have the authority remove any member of any class when the conduct of such person is considered detrimental towards the Merrillville Pop Warner organization, its members, or spectators.
(b) All applications of Merrillville Pop Warner may be accepted or denied by Merrillville Pop Warner board by a 2/3rds majority vote with no just cause.
(c) Membership maybe terminated by resignation or by the action of the Board of Directors. The Board by simple vote will have final decision after a Board of Directors’ discussion at any duly constituted or special board meeting. The Board shall have the authority to reprimand, suspend or terminate the membership of any member when conduct of such person is detrimental to the best interest of MERRILLVILLE POP WARNER. In case of a split vote, the President will break the tie.
ARTICLE IV: OFFICERS AND DIRECTORS
Section 1: (a) This Association consists of President, Vice President, Secretary, Treasurer,
Cheer Director, Football Commissioner, Business Manager, Scholastics Manager, Fundraising Director, Equipment Manager, Assistant Cheer Director, and all other board members.
(b) Nominations of new board members will be put forth only during a regular meeting and must be voted on.
(c) All Board Members shall sign a Covenant of said duties.
(d) All Directors and Board Members of this corporation shall serve without remuneration.
(e) All potential Members shall sign a Covenant of said duties upon request of being considered a Board Member.
(f) Officers and Directors who have been convicted or plead guilty of any Felony(s) will not be accepted or automatically dismissed from Merrillville Pop Warner.
(g) All discussions, proceedings and decisions of the Merrillville Pop Warner board shall remain confidential. Any breach of confidentiality by a Merrillville Pop Warner Board Member can and will be considered a violation and could result in disciplinary action up to and including removal from the board with 2/3rds majority vote by the board of directors.
ARTICLE V: DUTIES OF OFFICERS AND DIRECTORS
Section 1: The President elect must be of good moral character. It is important for all committee members to be role models for the youth of the community, but it becomes even more important for the President to be someone for the youth to look up to.
The President must have knowledge of the Pop Warner Football Program so that he/she may make the best decisions in difficult situations.
The President must be capable of self-control in situations where irate parents and upset staff bring a discussion to a fevered pitch. A cool head and calm attitude can, in most instances, be enough to defuse a situation and affect the proper answers to the problem at hand.
Section 2 Requirements of Office
It is the duty of the President to preside at all meetings of this association and perform all duties pertaining as presiding officer.
Election is conducted every 1 year with an affirmation election conducted between the regular election years.
The President is directly responsible for the conduct of the Merrillville Pop Warner Football Association program to include players, coaches, parents, and Executive Committee Members.
The President will represent the association at all Pop Warner functions, Northern Indiana Pop Warner Little Scholars.
The President will levy any penalties against coaches and Board members that may be ordered by Northern Indiana Conference. The President may suspend any coach, assistant, player, or association member in lieu of an official investigation who is suspected of any of the following:
The President will present all applications for coaching or assisting in team activities to the Northern Indiana Pop Warner Little Scholars for final approval.
Section 2: The Executive Vice-President must be of good moral character. It is important for all committee members to be role models for the youth of the community, but it becomes even more important for the Executive Vice-President to be someone for the youth to look up to.
The Executive Vice-President must have knowledge of the Pop Warner Football Program so that he/she may make the best decisions in difficult situations.
The Executive Vice-President must be capable of self-control in situations where irate parents and upset staff bring a discussion to a fevered pitch. A cool head and calm attitude can, in most instances, be enough to defuse a situation and affect the proper answers to the problem at hard.
Section 2 Requirements of Office
In the absence of the President it is the duty of the Executive Vice-President to preside at all meetings of this association and perform all duties pertaining as presiding officer.
Election is conducted every 1 year with an affirmation election conducted between the regular election years.
In the absence of the President, the Executive Vice-President is directly responsible for the conduct of the Merrillville Pop Warner Football Association program to include players, coaches, parents, and Committee Members.
In the absence of the President, the Executive Vice-President will represent the association at all Pop Warner functions, Northern Indiana Pop Warner Little Scholars Conference meetings.
Section 3: The Vice-President Football/Head of Football Operations must be of good moral character. It is important for all committee members to be role models for the youth of the community, but it becomes even more important for the Vice-President to be someone for the youth to look up to.
The Vice-President Football/Head of Football Operations must have knowledge of the Pop Warner Football Program and capable of acting as Executive Vice-President or President if the need were to arise.
The Vice-President Football/Head of Football Operations must be capable of self-control in situations where irate parents and upset staff bring a discussion to a fevered pitch. A cool head and calm attitude can, in most instances, be enough to effuse a situation and affect the proper answers to the problem at hard. It is the duty of the Vice-President Football/Head of Football Operations to preside at all meetings of this association and perform all duties pertaining as presiding officer in the absence of the President or Executive Vice-President. Election is conducted every 1 year with an affirmation election conducted between the regular election years.
The Vice-President Football/Head of Football Operations is directly responsible to the President for the conduct of the Merrillville Pop Warner Football Association program to include players, coaches, parents and Executive Committee members.
The Vice-President Football/Head of Football Operations will represent the association at all Pop Warner functions, Northern Indiana Pop Warner Little Scholars meetings, meetings when the Executive Vice-President or President is not available.
Section 4: The Secretary shall conduct all official correspondences, keep all records, and issue all notices to the members of the board. He/she shall perform functions and duties, which pertain to the office of the Secretary.
Section 5: The Treasurer shall be custodian of all corporation records; receive all moneys and issue receipts therefore; issue checks on all orders of treasury for payment of bills, and be prepared at all times to give the Board of Directors a report of money on hand. He/she shall perform functions and duties, which pertain to the office of Treasurer. It is required to have a minimum of two individual to count cash received and co-sign a receipt for that cash.
Section 6: The Director of Cheerleading oversees the cheering component of Merrillville Pop Warner. The Director of Cheering is a delegate to the regional cheerleading meetings and responsible to report to the Board all business of the cheering program. The Cheer Director is to assist in the recruitment and nominations of all Head Coaches, and Coaching clinics for their development, registration of cheer participants and organization of Merrillville Pop Warner’s participation and support of Cheer competitions. The Cheer Director is responsible for all of Merrillville Pop Warner’s Cheer equipment. He/she is responsible for ordering and maintaining the proper equipment needed for Merrillville Pop Warner’s Cheerleading organization. The Cheer Director is to inform the Board of any new equipment and/or uniforms needed. The Board is to vote on all cheerleading equipment purchases. The Cheer Director is responsible for reporting all new and/or old business to the board that pertains to cheerleading and his/her players, teams, and or coaching staff at the set monthly Board Meetings.
Section 7: The Football Commissioner oversees the football component of the Merrillville Pop Warner program. His/her responsibilities include monitoring and enforcing Pop Warner rules and regulations. The Football Commissioner is responsible for organizing and running any said “football camps” and responsible to report to the Board all business that pertains to the football program. The Football Commissioner is to assist in the recruitment and nominations of all Head Coaches, and Coaching clinics for their development. He is responsible for the organization of Merrillville Pop Warner participation and support of pre- and post-season competitions. The Football Commissioner is responsible for reporting all new and or old business to the board that pertains to football and his/her players, teams, and or coaching staff at the set monthly Board Meeting. His/her job is to recruit and nominate all head football coaches and bring the nominations to the board of directors. The Football Commissioner will also help develop and maintain a training guide for new coaches, which will incorporate important Pop Warner rules and Association policies/procedures. The Football Commissioner is responsible for the safety of persons on the field at game time and practices. He/she is responsible for enforcing any rules of spectators or team conduct on borrowed property in conjunction with the Zero Tolerance Policy. The Football Commissioner is also responsible to accept grievances, formal and informal and to present them to the Board of Directors. The Board will then call a closed meeting to handle all the grievances. Is also responsible for the maintenance of the weight scale and will assume the responsibility of weigh master at home games.
Section 8: The Business Manager ensures the accurate and complete preparation of the Football & Cheerleading “Coaches Books” and the rosters for both “Certification” and “Weigh-in Certification”. He /she are responsible for making sure that all appropriate documents (i.e., physical, report card, payment of fees, etc.) are filled out by the parents of the said football players or cheerleaders for Merrillville Pop Warner PRIOR TO PARTICIPATION. The Business Manager is to help assist the Scholastics Manager with preparing the necessary documents for those football players that meet scholastic excellence. He/she will also ensure that background checks are completed on all volunteers BEFORE THEY ARE ALLOWED TO PARTICIPATE. Volunteers include any persons who will be in contact with the athletes and their families; to include, but not limited to Board members, all coaches, team parents, etc. He/she will report to the Board any violation of compliance rules.
Section 9: The Scholastics Manager is to ensure that every football player and cheerleader meets the minimum grade point requirements set forth by Pop Warner Little Scholars, Inc… He/she is to prepare and submit all necessary documentation to the HLA Board for those cheer/football players that qualify for Scholastic excellence. He/she is also responsible for making sure that all players that advance on during a competition and or playoff game have been rechecked to ensure that the player still meets the scholastic eligibility requirements.
Section 10: The Director of Fundraising is responsible for overseeing the activities needed to raise the funds required to cover the expected budget for the year for Merrillville Pop Warner. He/she is responsible for keeping accurate track of all monies that are raised and of all players that participated in each said fundraiser. He/she is responsible for designating those persons that will assist him/her with the distribution of all fundraising materials. All fundraising is to be reviewed and voted on by the Board. The Director of Fundraising is responsible for reporting all new and or old business that pertains to fundraising to the board at the set monthly Board Meeting.
The duties of the BOOSTER/FUNDRAISNG CHAIR shall include, but are
not limited to:
1. Organize and coordinate activities for the purpose of solicitation of potential sponsors for the organization.
2. Organize and coordinate other fundraising activities, i.e. spirit wear sales, and other spirit item related sales.
3. Maintain control over funds received and make sure the funds are turned over to Treasurer in accordance with established guidelines.
4. No individual group shall solicit or accept donations, contributions, funds, etc., without prior approval of the Board. Any and all such funds, etc., shall be the sole property of the Merrillville Pop Warner Organization and will be distributed according to organization guidelines.
Section 11: The Football Equipment Manager is responsible for all Merrillville Pop Warner’s Football equipment. He/she is to ensure that all of the said equipment passes all codes and regulations and is responsible for the insurance that the equipment is organized, clean and presentable. He/she is to organize equipment hand-out, return, and inform the Board of this date. The Football Equipment Manager is to keep accurate records of all equipment belonging to the Merrillville Pop Warner organization. He/she, is responsible for making sure that all equipment is returned to Merrillville Pop Warner at the end of the Season. The Football Equipment manager is to inform the Board of any equipment that needs to be ordered or repaired. The Board is to vote on all MAJOR equipment purchases.
Section 12: The Assistant Cheer Director in the absence of the Cheer Director will perform all of his/her duties. The Assistant Cheer Director shall also assist the Cheer Director in the performances of any duties pertaining to Merrillville Pop Warner cheer. The Assistant Cheer Director is to be the designated person to help the Fundraising Director handle the general fundraisers for the cheer side of Merrillville Pop Warner.
Section 13: Team Parent Coordinator/Fundraiser, the Team Parent Coordinator will attend all Board of Directors meetings. He or She will make sure that all teams have a Team Parent. He or She will relate all pertinent information from the Board of Directors to the Team Parents and will provide the Team Parents with instructions of their responsibilities. He or She will hold Team Parent meetings throughout the season as needed. He or She will facilitate all league-wide fundraising events. Will also work with the Business Manager ensures the accurate and complete preparation of the Football & Cheerleading “Coaches Books” and the rosters for both “Certification” and “Weigh-in Certification”.
Section 14: IT/Website Manager will procure a company to host the league's web site. He/She will also secure the domain name mpwfootball.com and make sure the league maintains ownership of that domain name (and/or any other names the Board requests). The IT/Website Manager will also design and maintain a publicly accessible website at www.mpwfootball.com.(and/or any other names the Board requests) to provide information to current and potential league athletes, parents, and coaches. The IT/Website Manager will update the website in a timely manner with information from Board Members and Coaches. Information from other sources should not be posted without Board approval.
ARTICLE VI: ELECTIONS AND NOMINATION
Section 1: (a) Elections of Directors and Board members will be automatic, even if minutes do not reflect the same. As long as the Board Members are fulfilling their job they can remain on the Board for up to 3 years in the same position. After 3 years the Board is to vote on keeping the said Board member in that same position.
(b) Nomination of any new Board member of this corporation shall take place at the regular December meeting. Unless said position is vacant at any time during the year.
Section 2: All Head /Assistant Football and Cheerleading Coaches in Merrillville Pop Warner will be nominated by its general body and/or submitted by petition to the Board through the Cheer Director and Football Director. Head/Assistant Coaching positions are to be approved by the Board on an annual basis.
(a) Any individual wishing to be considered as a coach for a team must be submitted to board.
(b) All coaching positions will be voted on.
(c) All coaches involved in Merrillville Pop Warner must abide by the coaches Policy and bylaws.
(d) All Head/Assistant coaches and/or team parent must submit to a National background check.
Section 3: The Board manages the property and affairs of Merrillville Pop Warner. Any new Board member, upon elections, immediately enters the performance of their duties. The Boards duties include involvement in the majority of fundraisers which majority equals over one half of the total Fundraising and projects determined by the board in a calendar year.
ARTICLE VII: TERM OF OFFICE
Section 1: Officers in this association shall hold office, beginning with the first meeting in January until the end of the year.
Section 2: Any vacancy of said offices shall be filled by the Merrillville Pop Warner Board of Directors for the remainder of the current year or with nominee and majority vote of a new member.
ARTICLE VIII: COACHES
a. Each football team shall have one Head Coach and at least two Assistant Coaches. Coaches must meet Pop Warner minimum requirements.
b. All Coaches must submit a Merrillville Pop Warner Coaches application, a Pop Warner Coaches application and a copy of their driver’s license by March 31st in order to be considered for a Head Coaching position.
c. All Coaches will have a background check completed by the Pirates’ Compliance Officer or designee.
d. Head Football Coaches will be selected by a committee consisting of the President, Vice-President, Secretary, Equipment Manager, and Compliance Officer.
e. Head coaches appoint his/her assistants. All competition teams will have a minimum of two (2) assistants and no more than four (4) assistant coaches during a season. All Mitey-Mite teams will have a minimum of one (1) assistant and no more than three (3) assistant coaches per team during a season. If a problem should arise with an assistant coach, the problem should be resolved through the chain of command. All teams will have a team mom selected prior to the first game of the season.
f. All Coaches must be certified by NATIONAL YOUTH SPORTS COACHES ASSOCIATION prior to working with the athletes.
g. Head Cheer Coaches will be approved by the Board.
h. The Head Coach will conduct himself/herself in a civil manner at all times, and shall be responsible for the behavior and conduct of his assistant coaches, players, and parents/guardians. Coaches may be suspended at any time if his/her behavior is deemed detrimental to the organization by the Board.
i. The Head Coach will maintain a copy of player registration, physical, report card, and birth certificate on every player. This paperwork will be kept at every practice and every game and made available for review by any member of the +Board.
j. Each Coach’s term expires at the end of the season. Coaches must reapply each season.
k. Coaches will look professional (coaches shirts) at each game. No shirt (uniform) said coach will not be allowed on field.
ARTICLE IX: FOOTBALL TEAM ASSIGNMENTS
Players are placed on teams based on age and weight. Players will not be moved to next level if player’s weight is not within designated range. The Association keeps players down at smallest level at all cost. (Necessary exceptions will be made upon board approval).
ARTICLE X: MEETINGS
Section 1: Meeting of the Board may be called any time by the President.
Section 2: Regular meetings shall be held once a month.
Section 3: All special meeting’s, shall be called by the President.
Section 4: The time and location for holding of meeting’s, shall be designated by the President.
Section 5: The President or Secretary shall notify all active Board Members of the meeting.
Section6: Requirements of Board Positions: Any interested party, age 21 or over, has the right to run for any board position. However, in order to be eligible for an Officer position, the applicant must first have served the entire previous year in any other board position. If no other Board member is willing to take an open Officer position one may be voted in by the Board. Also any board member running for an Officer position shall attend a minimum of 3 Pop Warner Regional meetings. Elected board members are required to attend all team meetings. If a Board member misses more than two meetings in a row without contacting an Officer, it shall be considered abandonment of post. Action shall be taken at the next board meeting with notification given to that person. They shall be given the right to appeal if they wish to do so. All board members, coaches, and any volunteers must complete all volunteer paperwork and agree to yearly background checks.
Section7: Elections: Elections of officers and board members shall take place in November. The elections will take place at the end of year celebration and is open to the public (See Voting Rights-Election of Board Members for details). The date will be posted for public access at least one month before the election date. The term year runs from Jan 1 to Dec 30 of the following year. The Nominating Committee shall take nominations in the month of October. The Executive Vice President shall Chair the nominating committee. The nominating committee, a body that shall be comprised of a minimum of four people, must approve all nominations. The Chair of this committee is also responsible for publishing all open positions on the Website and in any newsletters. After being approved by the nominating committee, if a qualified individual runs uncontested that person may be voted in by the current Board after the election are held. Any positions that are applied for by more than one person are subject to an open vote on Election Day.
Section 8: All meetings should be governed by Robert’s Rules of Order and these By-laws.
1) Called to order by the President.
2) Role Call by the Secretary (all Board Members are required to sign in).
3) Reading of minutes of the previous meeting by the Secretary followed by any questions and a vote for acceptance of the minutes.
4) Treasurers Report by the Treasurer or President when he/she is not in attendance, followed by any questions and a vote for acceptance of the treasurer’s report.
5) Reports by President or Directors of the board when applicable.
6) Old business (updated information).
a. League Matters d. Football Matters
b. MPW Matters e. Other Old Business
c. Cheer Matters
7) New Business
a. League Matters d. Football Matters
b. MPW Matters e. Other New Business
c. Cheer Matters
8) Notice of next meeting.
ARTICLE XI: REGIONAL OR NATIONAL TRAVEL
a. If expense money is provided by the Pirates’ Organization, all players/cheerleaders will stay 3 to a room with a selected coach or chaperone that has the appropriate background check, unless for a medical condition. If the parents refuse, they will not receive any reimbursement for the hotel. They must keep their child with them in the hotel at all times, and the parents must follow the same code of conduct as the Coaches. If the parents are caught breaking these rules, their child may not participate in the regional or national activity.
b. All players, coaches, families and volunteers are responsible for their own expenses. When funds are available, the Pirates’ Organization will try to help the teams offset some of the costs for travel. This assistance, however, is not guaranteed and will be addressed on a case by case basis by the Board.
ARTICLE XII: AMENDMENTS
Section 1: Any proposed amendment to these By-Laws may be submitted at any regular meeting. Should a majority of active Board Members in attendance approve the proposal, it shall be considered for final approval at the next regular scheduled meeting.
Section 2: A two-thirds vote of the active Board Members in attendance shall be required to pass an amendment.
Section 3: Should any proposed amendment fail to pass the two-thirds vote, it may not be re-submitted within a two (2) month period.
Merrillville Pop Warner Little Scholars Inc.
All Rights Reserved.