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League Bylaws |
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WHEATON PARK DISTRICT YOUTH FOOTBALL LEAGUE BY-LAWS
ARTICLE I
NAME
This organization shall be known as the Wheaton Park District Youth Football League (WPDYFL).
ARTICLE II
PURPOSE
A. The purpose of the WPDYFL shall be to provide a sound and responsible football program for the youth of our community and to encourage the teaching of the fundamentals of football and the ideals of good sportsmanship.
B. The purpose will be achieved by providing supervised competitive football games. The WPDYFL shall bear in mind that the attainment of exceptional athletic skill or the winning of games is SECONDARY, and the molding of our youth’s future is of PRIME importance.
ARTICLE III
GOVERNING BOARD
A. The Governing Board shall consist collectively, of the members of the Executive Board and the Board of Directors. The Executive Board shall consist of the President, Vice President, Director of Football Operations , Wheaton Youth Football League (WYFL) Director, Secretary, 1st League Representative and 2nd League Representative (each individually, an Officer of the WPDYFL). The Executive Board shall be the administrative body charged with carrying out the everyday affairs of the WPDYFL, which does not conflict with the rules and by-laws of the WPDYFL.
The Board of Directors shall consist of the standing chairpersons elected or appointed to oversee the activities of the following committees: Coaching, Field Safety, Equipment & Uniforms, Fund Raising, Pre-Season Bowl, Concessions, Head Team Parent, Pictures & Awards and Publicity (each individually, a Committee Chairperson).
Collectively, the Executive Board and the Board of Directors shall have full power to manage the affairs, control the assets and direct the activities of the WPDYFL and carry out all duties as set forth in the by-laws and adopted policies and procedures.
Each member of the Governing Board shall be entitled to one vote on all issues, regardless of the number of positions held.
ARTICLE IV
OFFICERS
A. Definition: The Officers of the WPDYFL shall constitute the members of the Executive Board.
B. General Qualifications: All Officers of the WPDYFL shall be individuals who have served on the Governing Board for at least one organizational year. The organizational year of the WPDYFL shall begin on the first day of January in each year and end on the thirty- first day of December of that year. The President and Vice President must have served on the Governing Board the preceding year. C. Term of Office: The Governing Board shall elect the Officers of the WPDYFL at the regular December meeting. Each Officer shall hold office for two years unless he/she vacates office prior to the expiration of their term. The elections for the President, WYFL Director, Director of Football Operations and 1st League Representative will be held in December of even numbered years. The elections for Vice President, Secretary and 2nd League Representative will be held in odd numbered years.
D. A Wheaton Park District employee shall be appointed by the Superintendent of Recreation of the Wheaton Park District and shall serve as a liaison between the WPDYFL and the Wheaton Park District (hereafter, the Wheaton Park District Liaison).
E. Election of Officers: The President shall accept nominations for Officers of the Executive Board at the regularly scheduled November meeting of the WPDYFL. Additional nominations may be made from the floor of the regularly scheduled December meeting, after which the balloting shall be done. Nominations shall be made and balloting shall be done for each Officer separately in the order named in Article III section (A), unless accepted by acclamation. The nominee for each office receiving the highest number of votes cast by voting members present shall be declared elected.
F. Duties and Powers of the Executive Board:
President – The President shall preside at all meetings of the Governing Board and shall, in general, supervise and control all the business affairs of the WPDYFL. The President shall serve as the liaison with the football coaches of Wheaton North High School and Wheaton Warrenville South High School in conducting interaction between their respective football programs and the WPDYFL. The President shall also serve as the liaison with the Wheaton Park District Football Cheer Board. The President shall be responsible for the following standing committees: Coaching, Head Team Parent.
Vice President – In the absence of the President, or in the event of his/her inability or refusal to act, the 1st Vice-President shall perform the duty of the President. The Vice-President shall be responsible for the annual budget and for the actions of the following standing committees: Concessions, Fund-Raising and Pictures & Awards.
The Director of Football Operations shall be responsible for establishing standards for rules violations and recommending all disciplinary actions to the Executive Board pertaining thereto. Monitor all game ejections of coaches, parents or players and report all ejections to the Executive Board with recommended disciplinary action. Investigate all allegations of disciplinary misconduct by coaches, parents or players following receipt of a completed and signed WPDYFL Disciplinary Complaint and Action Taken form. The Director of Football Operations shall also be responsible for assigning members of the Governing Board to serve as field hosts for all WPDYFL home games scheduled during the BGYFL regular season and playoffs. The Director of Football Operations shall be responsible for the following standing committees: Equipment & Uniforms and Field Safety.
WYFL Director –The WYFL Director, in conjunction with the Wheaton Park District Liaison, shall be responsible for coordinating the activities and operations pertaining to the Wheaton Park District flag football program. The WYFL Director shall also be responsible for soliciting teams, scheduling games and referees and overseeing events held in conjunction with the Pre-Season Bowl of the WPDYFL. 5. Secretary – The Secretary shall keep the minutes of the meetings of the Governing Board, shall see that all notices are given in accordance with the provisions of these By-Laws, or as required by law, shall keep a register of the postal address and telephone number of each member and in general, perform all duties incident to the office of Secretary as may from time to time, be assigned to him/her by the President or the Executive Board. The Secretary is also responsible for publication and distribution of all materials presented to the Secretary by a Chairperson.
6. 1st League Representative –The 1st League Representative shall represent the WPDYFL at all Bill George Youth Football League (BGYFL) meetings and report all league information back to the WPDYFL at its next regularly scheduled meeting. The 1st League Representative shall be responsible for review and revision of all proposed rules by the BGYFL and will make recommendation's) of any changes to the Governing Board.
7. 2nd League Representative – The 2nd League Representative shall represent the WPDYFL at all Bill George Youth Football League (BGYFL) meetings and report all league information back to the WPDYFL at the next regularly scheduled meeting. The 2nd League Representative shall be responsible for review and revision of all proposed rules and will make recommendation's) of any changes to the Governing Board.
In the event that the President vacates office prior to the expiration date of his/her term, the Vice President shall assume full duties, responsibilities and powers of the President until a successor is elected.
In the event that the 1st Vice President vacates office prior to the expiration of his/her term, the Director of Football Operations shall assume full duties, responsibilities and powers of the Vice President until a successor is elected.
In the event the Secretary, Director of Football Operations, 1st League Representative, 2nd League Representative or WYFL Director vacate office prior to the expiration date of his/her term, the Executive Board may appoint a member of the Governing Board to serve the un-expired portion of the vacating Officer’s term.
ARTICLE V
BOARD OF DIRECTORS
A. Definition: The standing Committee Chairpersons and co-Chairpersons shall constitute the members of the Board of Directors.
Any duly-qualified adult may have his/her name nominated for election as a Committee Chairperson on the Board of Directors.
The Committee Chairperson of Coaching shall hold office for a period of two years, unless he/she vacates prior to the expiration of his/her term. The election for Committee Chairperson of Coaching will be held in December of even numbered years. All other Committee Chairpersons and Co-Chairpersons on the Board of Directors shall hold office for one year, expiring December 31st of each calendar year.
D. Election of Committee Chairpersons: The President shall accept nominations for each Committee Chairperson at the regularly scheduled November meeting of the WPDYFL. Additional nominations may be made from the floor at the regularly scheduled December meeting, after which the balloting shall be done. Nominations shall be made and balloting shall be done for each Committee Chairperson separately in the order named in ARTICLE V, SECTION E, unless accepted by acclamation. The nominee for each Committee Chairperson receiving the highest number of votes cast by the Governing Board present shall be declared elected. The newly elected Governing Board at the regularly scheduled January meeting will appoint any Committee Chairpersons not filled by election at the prior year’s regularly scheduled December meeting.
E. Duties of Standing Committee Chairpersons
Coaching: The Committee Chairperson shall appoint no fewer than two members and no more than four members to serve as Co-Chairpersons to oversee selection of head coaches for each WPDYFL team in a given weight classification that will participate in the BGYFL Gold or Silver Division (hereafter; collectively with the Committee Chairperson of Coaching, the “Coaches Committee”). Membership on the Coaches Committee will require the approval of the Executive Board. No member of the Executive Board may serve concurrently as a member of the Coaches Committee. The Committee Chairperson shall present the Coaching Committee’s recommendations for head coaching positions to the Executive Board. The Coaches Committee, together with the members of the Executive Board, shall be responsible for overseeing the draft process for each WPDYFL team in a given weight classification that will participate in the BGYFL Gold or Silver Division. The Coaches Committee shall be responsible for ensuring that background checks and ACEP certifications have been obtained by all WPDYFL coaching selections. The Coaching Committee shall also be responsible for providing educational materials and arranging coaching clinics designed to improve the teaching skills and enhance the knowledge of the WPDYFL coaches.
Field Safety (2): The two Committee Chairpersons shall be responsible for organizing field set up and tear down and ensuring that a qualified scoreboard operator is assigned and available for each WPDYFL home game.
Equipment & Uniforms (3): The three Committee Chairpersons shall be responsible for recommending the purchase of helmets, pads, footballs, etc. and following approved purchasing procedures of the Wheaton Park District. The three Committee Chairpersons shall maintain an updated inventory of all equipment and co-chair parent orientation and equipment distribution prior to season.
Fund-Raising: The Committee Chairperson shall be responsible for recommending programs to support the fund-raising activities of the WPDYFL. The Committee Chairperson shall be responsible for negotiating contracts and ensuring timely distribution of products for fund-raising activities. Concessions The Committee Chairperson shall be responsible for the ordering of supplies, following approved purchasing procedures of the Wheaton Park District, scheduling and training of staff to manage and work the concession stand, and for maintaining a record of expenditures and receipts from the concession stand.
Head Team Parent (2): The two Committee Chairpersons (commonly referred to as Head Team Parents) shall organize and control communication to all team parents and provide support for the concession stand workers. The two Committee Chairpersons shall be responsible to implement and secure evaluations from; all head coaches as to their assistants and other head coaches, parents of participating players, and players (when age and maturity allow). The evaluations should adequately measure the coaching criteria set out in Article VII, or other criteria set out by the governing board pursuant to Article VII. The two Committee Chairpersons shall be responsible for organizing and securing volunteers for the WPDYFL banquet to be held at the end of the year.
Pictures & Awards The Committee Chairperson shall be responsible for interviewing and recommending photographers for picture day and action photos. The Chairperson shall be responsible for negotiating contracts and ensuring delivery of pictures and plaques prior to the end of the WPDYFL season.
Publicity The Committee Chairperson shall be responsible for the publication of a monthly newsletter for participants of the WPDYFL and shall be responsible for keeping the WPDYFL website current and informative.
F. Revocation and Withdrawal: The Governing Board, by two-thirds (2/3) vote of the members present, may terminate the participation of any individual for conduct unbecoming a member of the WPDYFL. Any member of the Governing Board may withdraw by serving written notice to any member of the Governing Board, who in turn must give notice to the entire Governing Board within 48 hours.
The Governing Board has the authority to appoint or delete unnecessary or obsolete committees. The addition and/or deletion of committees can only take place during a regular monthly meeting of the WPDYFL.
ARTICLE VI
PARTICIPATION
A. A registration fee will be charges annually to each participant.
B. Each participant must submit a bona fide proof of birth, an application and a waiver signed by a parent or legal guardian.
C. Participants are accepted on a first come first serve basis. After the team maximum is reached, a waiting list will be established. Participants from the waiting list will be called if an opening becomes available or if the Executive Board adds an additional team to the weight division. Participants may be moved at the Executive Board’s discretion if it is deemed they are not at the correct level for their age and weight and/or there are too many players or not enough at a particular level.
ARTICLE VII
COACHES AND ASSISTANT COACHES A. Applications - Applications for head coaching positions will be accepted beginning with the regular November meeting. The Executive Board will meet and review applicants and recommendations of the Coaches Committee The Executive Board will vote on approval of head coaching recommendations and report selections as soon as possible. The criteria used in the coach selection process shall include, but is not restricted to, fitness for the job, training, certification, experience, seniority, an interview and criminal background check.
B. Assistant Coaches – Assistant coaches will be appointed by the head coach and can be released by same. Assistant coaches will be reviewed by the Coaches Committee and the Executive Board at the beginning of the season to be approved or disapproved.
C. Term of Coaches – Head coaches and assistant coaches will be appointed for one calendar year, starting March 1 and continuing until a replacement is named or the Executive Board eliminates the particular team the person is listed as head coach.
D. Vacancies – A vacancy of the head coach, for any reason, will be filled by the Executive Board. The head coach for the un-expired portion of the season will fill a vacancy of any assistant coach.
Head Coaches will be responsible for staffing the concession stand for at least one day during the season. The Committee Chairperson of Concessions will schedule the date, not to conflict with the head coach’s game schedule.
F. Head Coaches must attend WPDYFL coaching clinics organized by the Coaches Committee. Assistant coaches are strongly encouraged to attend.
G. All Head Coaches and non first year assistant coaches must be ACEP certified before he/she is allowed to coach in a BGYFL sanctioned game.
ARTICLE VIII
TEAMS
A. All players must meet age and weight requirements. If registration fees are not paid by the start of the season, the player will not receive his equipment and will not be allowed to participate in any games.
B. Each player on the team has an obligation to him/her self and to his teammates, during the length of the season, to attend all practices and games and to do his share in fund raising activities. It will be the head coach’s responsibility to see that his players meet these obligations. C. All players must meet the requirements of the coaching staff without interference from parents. If a player or parent refuses to comply, they will be released from the program with a refund of any fees paid upon return of all equipment issued.
D. All head coaches must hold a meeting at least one week prior to the beginning of the season where potential players and their parents will be advised to attend. At this time, the head coach will explain philosophies and coaching techniques that will involve all players. At this time, potential players will have the opportunity to ask any questions in organized fashion and, at the head coaches discretion, fill out a questionnaire stating their past performance in football, i.e. team; weight, position, offensive or defensive specialties, this will enable the head coach to organize personnel for each season.
E. Each team is required to have a team parent. Their individual responsibilities will be left to the discretion of the head coach and or Head Team Parents. The head coach must submit the team parent’s name and phone number to the Head Team Parents at the beginning of the season.
F. The Executive Board will determine when additional teams will be formed in any weight class before the BGYFL team commitment deadline. No team shall have more than thirty-two players.
G. Every player that is rostered to a WPDYFL team that participates in the BGYFL will play a minimum of eight plays every game, unless a player has violated team rules set forth by his/her head coach and the disciplinary action relating thereto is a reduction in playing time for such player in a particular game.
ARTICLE IX
MEETINGS
A. Regular Meeting – A regular meeting of the Governing Board shall be held on a regular specified day of each month, unless otherwise directed by the Executive Board.
B. Special Meetings – Special meetings may be called either by the President, 2 (two) other Officers, or upon written request of 4 (four) members of the Governing Board. Written notice of any special meetings, stating the place, day and hour, shall be sent to each representative at least seventy-two hours prior to the time of such meeting, the purpose for which such a meeting is called shall be stated in the notice.
C. Roberts Rules of Order shall govern the proceedings of all meetings, except where the same conflicts with these by-laws of the WPDYFL.
D. A quorum will be considered as 51% of the voting Governing Board.
E. All voting shall be done by the members of the Governing Board.
F. The method of voting shall be oral unless any member of the Governing Board requests a secret ballot.
G. All proxy ballots must be in writing and turned into the Wheaton Park District Liaison one day prior to the regular monthly meeting. H. Governing Board members must attend a minimum of eight regular monthly meetings to remain on active status with the WPDYFL.
ARTICLE X
FINANCIAL POLICY
A. The Governing Board shall decide all matters pertaining to the finances of the WPDYFL subject to approved policies and procedures of the Wheaton Park District. Expenditures will give no individual or team advantage over the others. B. All requests for checks, drafts or other orders of payment of money shall follow Wheaton Park District policies and procedures.
C. All funds of the WPDYFL shall be deposited to the credit of the WPDYFL with the Wheaton Park District. D. For financial purposes the fiscal year shall be coincidental with the fiscal year of the Wheaton Park District. April 1st – March 31st.
ARTICLE XI
INTERNAL POLICY
A. Standing policies shall be adopted by a majority vote of the Governing Board. Such policies may be rescinded by two-thirds (2/3) vote of Governing Board members present.
ARTICLE XII
DISOLUTION
In the event of dissolution of the WPDYFL, all monetary funds and physical equipment will be turned over to the Wheaton Park District.
ARTICLE XIII
AMENDMENTS
Any by-laws, rules, or policies of the WPDYFL may be amended or repealed by a 2/3 vote of the members of the Governing Board provided that written notice of such a proposed change will be submitted to every member of the Governing Board at least one week prior to a regular meeting of the WPDYFL, at which the vote will take place.
ARTICLE XIV
INTERPRETATION
Interpretation of these by-laws or any rules or amendments passed there under shall rest with the Governing Board. Roberts Rules of Order will be followed in these interpretations.
Revised December 9, 1996.
Committees updated December 1, 1997.
Revised March 10, 1999.
Revised August 12, 2003.
Revised February 09, 2004.
Revised December 13, 2004.
Revised November 13, 2006
Revised August 13, 2007
1. In the Gold / Silver designated -divisions, the WPDYFL will field one Gold team, unless more are dictated by the BGYFL (Adopted, March 1996).
2. Selection of Players: In divisions with Gold / Silver designations, the gold team head coach will first select players from all eligible participants in that division. If there is more than one silver team, the remaining players will be divided by an equal draft process between the silver head coaches. In divisions with no Gold / Silver designations, the participants will be placed on teams through an equal draft process between the head coaches (Adopted, March 1996).
3. No trophies shall be awarded at the banquet (Adopted, September 1995).
4. Flag Football: In-house teams will be made up of six and seven year-old players. If the in-house flag program has not reached 48 players registered by April 1st, the in-house flag program will be dropped.(Adopted, January 2004)
5. Refund Policy: Full refund until one-day prior the first game, including pre-season bowl games. Registration fee minus $25 after the first game, until first BGYFL game. No refund after the first BGYFL game. (Except in cases where player is ineligible because of weight limit). (Adopted, December 1996)
6. Practice Sites: All teams may only practice at locations approved by the Wheaton Park District. Use of the football fields at Graf Park are to be used only at the discretion of the Executive Board, subject to the guidelines set forth in the Wheaton Park District’s Storm Policy.
8. Football Uniform Policy Participants will be required to purchase new game pants each year. The price will be set by the Executive Board each year. The price shall not be more than the cost of the pants rounded up the nearest whole dollar.
2007 Wheaton Coaches and Draft Policy
The Head Coaches that were selected by the Coaches Committee and approved by the Executive Board will select their assistant coaches. All Head Coaches must be ACEP certified and have complied with a background check by the Wheaton Park District.
Designation of Official Assistant Coaches: An Official Assistant Coach is defined as someone who attends a stated minimum number of practices and actively participates as a coach involved in conducting drills during practice. The following are the minimum number of practices an Official Assistant Coach must attend and participate in:
• Team practices 3 days a week, coach must be present minimum of 2 days • Team practices 4 days a week, coach must be present minimum of 3 days • Team practices 5 days a week, coach must be present minimum of 4 days • MUST BE ACEP CERTIFIED
The following assigned jobs are NOT considered a coach:
• Video Camera Operator • Statistician • First Aid Person • Scoreboard Operator
Gold teams may designate up to two Official Assistant Coaches per team, Silver teams may designate up to three Official Assistant Coaches per team. Any Head Coach that does not have a son playing on his respective team may designate an additional assistant coach as an Official Assistant Coach. All Head Coach’s sons and Official Assistant Coach’s sons shall be protected and slotted in their respective drafts by the Head Coaches of each weight class and division (Gold or Silver). All Official Assistant Coaches must be designated on or before June 30th in order for their sons to be considered protected in the draft, except in circumstances in which an additional team or Head Coach has been added after June 30th but prior to the first Monday of the week starting August 1st. This requirement may be modified at the discretion of the Executive Board of the WPYFL in consultation with the Coaches Committee in the event a certain Head Coach is unable to secure qualified assistant coaches by the required cutoff date. No Head Coach or Official Assistant Coach of a Gold or Silver team may serve concurrently as a Head Coach or as an Official Assistant Coach of a second Gold or Silver team.
Draft to be held at Wheaton Community Center. The Gold draft will be on the Thursday of the first week, also commonly known as the evaluation week. The Silver draft will start after the completion of the Gold draft finishing no later than that Friday evening of the first week, also commonly known as the evaluation week. Each Head Coach will notify players drafted with by telephone no later than the end of Saturday of the first week, also commonly known as the evaluation week.
Representation of the Coaches Committee must be present to oversee his/her assigned weight level. Each member of the Coaches Committee must be in attendance or must make themselves available if needed for both the Silver and Gold Draft.
Coin flip decides who drafts first. The snake system will be used for 3 or more teams. For example a,b,c,c,b,a,a,b,c. For two or more teams, such as the current Gold format, either the snake system or the alternating system may be used, as long as it is agreed to between both Head Coaches. It is encouraged to discuss and agree on the format in order to arrive at the fairest method possible for both teams. In the event both Head Coaches cannot agree on the format, the decision on the format will be made by the Coaches Committee representative for that weight whose decision will be final.
Any issues or problems regarding the draft policy should be brought to the attention of the Coaches Committee for discussion and resolution.
Procedures for players not in attendance the week of evaluations: If the player is known by either or both of the Gold Head Coaches, and will be considered for the Gold draft by either or both of the Gold Head Coaches, both Head Coaches must be aware of the absence and discuss the player during the evaluation week. After the Gold draft is completed, all remaining players will be placed in the Silver division draft pool. If the player and his/her skill and experience level is not known by any of the Silver Head Coaches, or is known by one or more, but not all of the Silver Head Coaches, and cannot be slotted to the satisfaction of all of the Silver Head Coaches before the draft, those players will be placed in a hat. Under the supervision of the Coaches Committee representative, the Silver Head Coaches will pull from the hat in their respective draft order until all players are picked. A Silver Head Coach can select from the hat during any round but then is bound by that random selection in that round.
When the Draft is complete there will be no movement of players between teams unless approved by the Coaches Committee representative assigned to your weight. In addition, each team must submit an official BGYFL roster; both on a triplicate form supplied by BYFL representative, and an electronic form found on the BGYFL website.
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