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BLOOMINGDALE CHIEFS BLOOMINGDALE YOUTH ORGANIZATION BY-LAWS AMMENDED 05-28-2008
ARTICLE 1 – NAME
This organization shall be known as the Bloomingdale Youth Organization, Inc., and shall remain autonomous from any other group within the Borough of Bloomingdale. The Bloomingdale Youth Organization is a nonprofit organization incorporated in the state of New Jersey on May 10, 1969.
ARTICLE II – OBJECTIVE
A. The objective of the Bloomingdale Youth Organization shall be to firmly implant in the participating youth, the ideals of good sportsmanship. B. The objective will be achieved by providing supervised competitive athletic games. The supervisors shall bear in mind that the attainment of exceptional athletic skill or the winning of games is secondary, and that the molding of future men and women is of prime importance.
ARTICLE III – BASIC POLICIES
A. The organization shall be noncommercial, nonsectarian, and nonpartisan. B. The name of the organization or the names of any members in their official capacities shall not be used to endorse or promote a commercial concern or in connection with any partisan interest or for any purpose not appropriately related to promotion of the Objectives of the organization. C. The organization shall not – directly or indirectly – participate or intervene (in any way, including publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise. D. The organization may cooperate with other organizations and agencies concerned with child welfare, but persons representing the organization in such matters shall make no commitments that bind the organization without the approval of the Board of Directors. E. The organization is a district and separate corporation or organization, not sponsored or controlled by an individual or individual or community organizations. Donations or subscriptions in any amount give no individual(s) or organization(s) the right to direct or control the policies of any activity or of any function of the Bloomingdale Youth Organization. F. No part of the net earnings of the organization shall insure the benefit of, or be distributed to its members, directors, trustees, officers or other private persons except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II hereof. G. Not withstanding any other provisions of these articles, the organization shall not carry on any other activities not permitted to be carried on by a nonprofit organization. H. Upon the dissolution of this organization, after paying or adequately providing for the debts and obligations of the organizations, remaining assets shall be distributed to one or more nonprofit funds, foundation, or organization which have established their tax exempt statues under Section 501©(3) for the Internal Revenue Code. I. This organization shall keep such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts, and disbursements of the organization. Such books of accounts and records shall at all reasonable times be open to inspection by any authorized representative of the Bloomingdale Youth Organization. J. The website www.blooomingdalechiefs.com is solely owned by BYO and managed by its Board of Directors and a Board-approved webmaster.
ARTICLE IV – OFFICERS AND THEIR ELECTION AND VOTING
A. The governing body of the Bloomingdale Youth Organization shall consist of a minimum of five elected individuals with a maximum of nine elected individuals plus one cheerleading liaison, one football liaison, and one Communication Officer. They shall be known as the Board of Directors, with an equal representation of male and female members, where possible. Each member of the board shall have voting privileges on all matters coming before the Board and shall vote on finalizing policies for the Bloomingdale Youth Organization. B. Directors should be members in good standing and residents of Bloomingdale and will serve three-year terms. Initial elections will be for staggered terms of continuity. All seats will carry three-year terms from the time of election. The nominations and voting for the Board of Directors will be made by the current Board of Directors and any BYO coach or advisor who is in good standing and attends at least 8 meetings per year; 3 of which must consecutively be September, October and November. C. A non-resident general member in good standing may be elected to the Board of Directors in the event that there are not nine seats filled and there is no qualified Bloomingdale resident who accepts nomination after the vacancy has been advertised to the General Membership of the organization. D. When a Board members term is expiring, ballots will be sent to General Members, whom are Bloomingdale residents, ninety (90) days prior to January’s scheduled meeting. Any Member interested in obtaining a BOD position must return said ballot sixty (60) days prior to January’s scheduled meeting. Final ballots will be sent to the General Membership for voting thirty (30) days prior to January’s scheduled meeting and should be returned no later than the January meeting. E. General membership can oly vote on contested Board of Director seats. F. The officers of the organization shall consist of a chairman, vice chairman, treasurer and secretary. G. The officers shall be elected by ballot from the membership of the Board of Directors annually in the month of January, however, if there is but one nominee for each office, the election can then be by voice vote. H. The officers shall serve for a term of one year. The remainder of their elected three-year term shall be completed as a director, unless they are re-elected as officers. I. A majority vote shall elect. J. Officers shall assume their official duties at the close of the meetings in January K. A vacancy occurring in an office shall be filled for the un-expired term by a person elected by a majority vote of the remaining members of the board. L. A football and cheering equipment manager should be a member in good standing and perform the following duties: Maintain inventory of BYO equipment and uniforms. Receive 3 different quotations to be submitted to the board of directors. List and get approval for new equipment by April meeting. Arrange equipment reconditioning, as required Supervise equipment distribution and year-end returns. Store all equipment in a safe and orderly manner. Schedule set-up and break down of field and report any problems to the Board of Directors.
ARTICLE V – BOARD OF DIRECTORS
A. Only those individuals who have been a member in good standing and have attended three consecutive meetings in September, October and November shall be eligible for nomination. B. League Representative Liaisons are not nominated to the board, but appointed by their activity group for a one-year term. Said selections will take place as follows: Football Cheerleading C. Activity Group shall be defined as follows: Football Cheerleading D. No duly elected or appointed member of the town council, including the Mayor, can be a director of the Bloomingdale Youth Organization. E. Any director who willfully or without cause misses three consecutive meetings in a calendar year may be dismissed from the Board by the passage of a motion with a majority vote by a full complement of the Board. The Board of Directors must vote to decide whether or not that director may retain his/her seat. If he/she is removed, or resigns, another director may then be elected by the Board to fill the vacancy for the remainder of that year. F. The Board of Directors shall have the authority to suspend or terminate any director, liaison, coach, advisor or member whose conduct is considered detrimental to the best interest of the organization. This will be accomplished by passage of a motion with a majority vote by a full complement of the Board.
ARTICLE VI – DUTIES OF OFFICERS
A. The chairman shall preside at all meetings of the organization and of the Board of Directors; shall perform other duties as may be prescribed in these bylaws or assigned to him/her by the organization or by the board; and shall coordinate the work of the officers and committees of the organization in order that the Objectives may be promoted. The chairman only has voting power in a tiebreaker situation. B. The vice-chairman shall act as aide to the chairman and shall in their designated order perform the duties of the chairman in the absence or inability of the officer to serve. C. The secretary shall record the minutes of all meetings of the organization and of the Board of Directors, shall have a copy of the approved bylaws, and a membership list available at every meeting, and shall perform such other duties as may be delegated to him/her. Immediately following the annual election, the secretary shall send a list of officers for ensuing year to each director. The secretary shall conduct the general correspondence of the organization as directed by the chairman, Board of Directors, or the organization. D. The treasurer shall have custody of all funds of the organization; shall keep an accurate record of receipts and expenditures; shall make disbursements in accordance with the approved budget as authorized by the Board of Directors. The treasurer shall be responsible for the maintenance of such books of accounts and records as confirm to the requirements of these bylaws. The treasurer shall have checks signed by two of three persons – the chairman, the treasurer, and/or the secretary. The treasurer shall present a financial statement of accounts at every meeting of the organization and at other times when requested by the Board of Directors, and shall make a full report at the annual meeting. The fiscal year of this organization shall begin on January 1st and end December 31st. The treasurer’s accounts shall be examined annually by an auditor (CPA), upon change of an officer. The auditor (CPA) shall be appointed by the chairman with approval of the Board of Directors at least two weeks before the annual meeting.
NOTE: An audit of the treasurer’s account is for the protection of the treasurer. It is the only means of assuring everyone that the accounts are accurate, and it relieves the treasurer of responsibility except in case of fraud. See Robert’s Rules of Order, Newly Revised.
E. All officers shall deliver to their successors all official material not later than ten days following the close of the meeting in January or in case of resignation.
ARTICLE VII – DUTIES OF THE BOARD OF DIRECTORS
A. The Board of Directors shall govern the activities sponsored by the organization: football and cheerleading. B. To transact the necessary business in the intervals between meetings. C. To approve the plans of work of the Directors of Football and Cheerleading, as set forth by the Liaisons of such. D. To approve the appointment of an auditor at least two weeks before the annual meeting to audit the treasurer’s accounts. E. To accept the organization’s budget for the fiscal year. F. To approve the payment of routine bills within the limits of the budget. G. To discuss and approve all matters of policy for the organization. H. To approve all head coaches, coaches, advisors, and liaisons by a majority vote by a full complement of the Board.
ARTICLE VIII – COACHES, ADVISORS AND EQUIPMENT MANAGER
A. All head coaches, coaching staff and advisors shall be approved by the Board of Directors after presenting themselves at a board meeting prior to assuming their coaching or advising duties. All coaches and advisors must be in possession of a Rutger’s Safety Card. Coaches and advisors shall be responsible for the selection of their teams and accept full responsibility for their own actions on the field and at practice. Failure to do so will result in action taken by the Board. See Article V, letter F. B. Individuals wishing to coach a Football/Cheerleading team must first be selected based on positive attitude, communication skills, leadership qualities, technical knowledge and support of the Organization objectives. C. All Bloomingdale residents will be given priority before non-resident applicants. D. Each coach/advisor is responsible for cleaning up the field after their game. E. All coaches/advisors will wear the said uniform for that year. The Board of Directors will supply uniforms to all coaches and advisors for football and cheerleading as long as funds permit. F. All smoking must be conducted in the designated smoking areas of Delazier Field. G. No alcohol beverages are allowed on the field. Anyone caught with alcohol is subject to dismissal of their position. H. It is up to the Board of Directors, Coaches and Advisors to instill this practice to all spectators. I. A football and cheering equipment manager should be a member in good standing and perform the following duties: Maintain inventory of BYO equipment and uniforms. Receive 3 different quotations to be submitted to the board of directors. List and get approval for new equipment by April meeting. Arrange equipment reconditioning, as required Supervise equipment distribution and year-end returns. Store all equipment in a safe and orderly manner. Schedule set-up and break down of field and report any problems to the Board of Directors.
ARTICLE IX – MEMBERSHIP AND VOTING
A. General Membership shall be defined as a Coach, Advisor, Liaison, Bloomingdale Resident, or parent/guardian with a child active in the BYO football or cheerleading programs who has attended at least 5 meetings per year, with all financial obligations met. B. Youth Membership shall be defined as any boy or girl who is a resident of Bloomingdale, meeting the requirements of age and weight pertaining to the activity as set forth in the program, who has paid his/her registration fees for that year, unless they have been exempted by the Board of Directors due to financial hardship. C. If any member, general or youth wishes to express concerns, suggestions or opinions about the organization or its approved policies, they may submit them in writing to the secretary. The secretary will read them aloud at the subsequent meeting. D. Voting on an issue which may arise will be held during a special meeting to be held at the discretion of the Board of Directors.
ARTICLE X – MEETINGS
A. Regular meetings of the Board of Directors shall be held monthly. B. Meetings of the Board of Directors shall be conducted according to NJ State Sunshine Laws. C. A majority of the Board of Directors shall constitute a quorum for the transaction of business at any meeting and a majority vote of those present shall govern. D. Prior notice shall be given of a change of date of general membership meetings. Said notice shall be posted at Delazier Field. E. Special meetings may be called by the Board of Director. Notice shall be posted at Delazier Field. F. Robert’s Rule of Order Newly Revised shall govern this association in all cases in which they are applicable and in which they are not in conflict with thee bylaws. G. A copy of the approved bylaws should be available at every meeting. H. If a youth member should wish to address the Board in person, he/she may request a special meeting. This request must be made in writing to the Chairman and will be granted at the Chairman’s discretion. If the request is granted, a closed special meeting will be held within 10 days of the request. I. The following agenda will be followed for every meeting:
President will call meeting to order Roll Call taken by Secretary Review of previous meetings’ minutes by Secretary Treasurer’s Report Secretaries Report Old Business New Business Public Discussion Closed Session
ARTICLE XI – FINANICIAL POLICY
A. All purchases over $200.00 shall be approved by the Board of Directors prior to their initial order. B. No Purchases are to be made in the form of gratuities to the Board members, parents or coaches/advisors and that no purchases are to be approved for payment or condoned for the purchases of personal items not related to the program. C. All items placed in the stand for sale, which are not considered refreshments, shall be counted and kept separate from all funds derived from the stand itself. These items are not to be distributed to any coach, advisor, board member, parent or child unless paid for advance.
ARTICLE XII – AMENDMENTS
A. This constitution or any section thereof may be amended or repealed by a majority vote by a full complement of the Board at any stipulated meeting, provided that written notice of such proposed changes over the signature of the Chairman of the Board, shall be forwarded at the next two meetings at which such proposed changes or revised bylaws shall be submitted for a vote of approval. B. The Bloomingdale Youth Organization By-laws supersede all Coaches Association By-laws. All Coaches Association By-laws must be submitted to the Board or Directors after any amendments are made. C. All Coaches Association meeting minutes are to be submitted to the Board of Directors at the following meeting.
ARTICLE XIII – REGISTRATION AND FEES
A. Fees shall be set at the discretion of the Board of Directors. Anyone registering after August 15th will be assessed an additional $100 surcharge. Anyone registering after Aug. 15th will be unable to participate in the first scheduled game after registration. The above rulings do not appl to new residents.
READINGS AND ACCEPTANCE:
First Reading: May 28, 2008 Signed:____________________________ President
Second Reading: June 25, 2008 Signed:____________________________ President
Third Reading and Voting: July 23, 2008 Signed:____________________________ President
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