Bothell Cougar Junior Football
Association By-Laws

Article I Name

The name of this non-profit organization shall be Bothell Cougar Junior Football Association (BCJFA). BCJFA was incorporation on November 7, 1990 as a non-profit. 

Article II - Purpose

The purpose of this organization is to provide an opportunity for every youth participant, ages 6-14, to learn the game of football. BCJFA's specific goals are:

•  to prepare each certified player for high school athletics by teaching the rules, proper contact, safety techniques, and fundamentals (blocking, tackling, running etc;) of the game;

•  to promote the value of participation in youth football as a wholesome environment for the challenge of competition, the joy of victory, the reality of defeat, the importance of commitment, and the spirit of community and teamwork;

•  to promote safe play by requiring all players to play down to the lowest age and weight division where he will be able to compete with players of comparable age and weight.

Article III - Terminology

Use of the term "BCJFA" in these By-laws refers exclusively to Bothell Cougar Junior Football Association.

A "Franchised Team" is designated as a member team of BCJFA that meets the franchise requirements as described in the BCJFA Policy Handbook.

A "Certified Player" is a player who has completed the BCJFA registration process (including validation of age and weight) per the procedure and requirements outlined in the BCJFA Policy Handbook.

Article IV - Officers

The officers/Voting Board Members of this association shall be the President, System Director, Secretary, Treasurer, Volunteer Coordinators(2), Concessions Coordinator, Registrar, Ways and Means Officer, Coaches Coordinators, Field Coordinator, Equipment Inventory, Equipment Purchasing, Commissioner of Cheer, and the Commissioner of Flag Football. To balance the makeup of the Board, every attempt shall be made to equalize the number of coach Board members and non-coach Board members. All elected officers shall be elected to a one-year term by the voting membership. No officers shall hold more than one office at a time. Although there shall be no limit to the number of terms that a Board member may serve, any Board member wishing to serve multiple terms, must be reelected by the membership at the annual meeting.

There shall be five (5) Executive Board Members. The Executive Board shall consist of the following voting members:

• President
• System Director
• Secretary
• Treasurer
• Coaches Coordinators

The Board may, at its discretion, create and fill any number of "Associate Board" positions to help define roles and responsibilities necessary for the conduct of the business of the BCJFA. Associate Board members may, at the Board's discretion, be afforded certain benefits of Board Membership (including possibly reduced registration fees), but do not have voting privileges on issues presented before the Board.

Should a vacancy occur during the year, except in the office of President, the vacancy shall be filled through appointment of the Executive Board. The Executive Board shall also appoint a person to assume the duties of President for the remainder of the term, subject to 2/3rds-majority ratification by the entire Board membership.

The Association shall require two signatures on all legal instruments of the Association. The board shall designate which board members are to be given signing authority on behalf of the board. All monies paid will be accompanied by an approved purchase order and all checks shall require the signature of any two of the board members with signing authority.

To avoid possible conflict of interest, none of the officers authorized to sign checks may be related to one another either through marriage or birth. No loans of Association funds shall be made to any member, officer or coach. The Association shall have the authority to purchase or lease facilities, equipment or services for the benefit of the Association.

Article V - Duties of Officers

Subject to the limitation of the Articles of incorporation, and the Laws of the State of Washington, all corporate powers shall be exercised by, and the elected Board shall control the business and affairs of the Association. The Board will be the governing body of the Association insofar as Rules, policies, and the by-laws and amendments thereto, and such other matters as the Board and its officers may bring before them. The Board shall be responsible for the enforcement of all GEJFA league rules and corporate policies established by the BCJFA. They shall have authority to address all violations and impose any appropriate penalties.

The highest degree of ethical conduct is expected of all participants in the program. This includes strict adherence to both the spirit and the letter of the rules and regulations of this program. The use of alcohol, profanity and tobacco during practices, games or at Northshore school facilities is strictly prohibited. Drugs are not to be used by any player without the advice of their physician. All rule infractions or conduct contrary to the ethical standards of this program are subject to review by the Grievance Committee, and can result in penalties being assessed against violators. Depending on the degree and nature of the violations, penalties could range from probation to expulsion of any adult or player from the program.

A majority of the voting membership shall be sufficient to remove any Board member for cause. The officers of the Association shall hold office until their successors are chosen and qualified, except that the Board may declare a vacancy in the event that an officer fails to attend three consecutive meetings or fails to perform the duties of his/her office.

President & GEJFA Representative

Shall be the principle executive officer of the association and will administer the by-laws and Rules of the BCJFA as set forth by the Board. Will appoint all committees. Will administer the by laws and rules of the BCJFA as set forth. Will receive and review all grievances. Will be given certain discretionary powers to permit carrying out the policies of the Board. Will be an Ex-Officio member of all committees. Will have prime responsibility for recruiting new board member candidates from among the membership. With the exception of the annual meeting of members, the President shall only vote on issues to break a tie. Based on requirements of the Greater Eastside Junior Football Association, the President shall also be designated as the Greater Eastside League Representative.

As Greater Eastside League Representative, the President will represent and advise the BCJFA Board on all matters pertaining to The Greater Eastside Junior Football League (GEJFA). Will carry out all policies and vote in accordance with the decisions set forth by the BCJFA Board as its representative on the GEJFA Board. Will work with the Registrar to maintain complete and accurate team rosters. Will conduct team certification including weigh-in to ensure that players are placed on a team in accordance with GEJFA and BCJFA rules. Will be responsible for the training and orientation of all weigh-masters. Shall have the prime responsibility for insuring that all players and coaches are in compliance with league rules and policies. After consultation with the System Director and the Coaches Coordinator, shall be authorized to temporarily suspend any individual or activity that poses an immediate physical danger, safety hazard or is a gross violation of league or BCJFA rules. Serves as standing member of the Coaches Selection Committee. Will report to the Board on conditions related to the above duties.

System Director

Shall be the principle operating officer of the association and will assist the President in administering the by-laws, policies and rules of the BCJFA as set forth by the Board. Will preside over all regular Board and general membership association meetings. Will be given certain discretionary powers to permit carrying out the policies of the Board.

Secretary

Will assist the President, System Director and staff in the recording of the minutes and any other matters pertaining to the distribution of all information to the membership, staff and Board. The Secretary will handle the general correspondence, newsletters and record keeping associated with BCJFA administration. The Secretary will prepare the annual calendar for the association with input from the Board. The Secretary will distribute minutes of meetings in written form to the Board members before the next scheduled meeting. The Secretary shall be in charge of the Association insurance program and present proposed programs to the Board. The Board will make the final decision as to the type of coverage and which programs to purchase.

Treasurer

Will be custodian of all property of the BCJFA. Will receive all monies that accrue to the BCJFA from any source other than registration, concessions and ways and means and deposit them in a bank, in the name of the BCJFA. Will submit the financial record of the BCJFA to the Board for audit when directed and at least once a year on the second Sunday in December. Will see that all authorized bills are paid promptly and will assure that no payments are made or unauthorized obligations are incurred. It shall be the function of the Treasurer, in conjunction with the President, to prepare an annual budget for board approval. A monthly financial statement will be submitted in writing, at each Board meeting. The Treasurer will be responsible for filing out state and Federal Exemption Certificates for the BCJFA. Chairs BCJFA Financial Budget Committee. Will report to the Board on conditions related to the above duties

Volunteer Coordinator(s)

Shall have the prime responsibility for coordinating all volunteer activities in support of BCJFA. Working with the Players Agent will provide to each franchise General Manager a complete parent volunteer listing for his/her team. As chair of the General Managers' committee, will ensure that each franchise is in compliance with their volunteer duties. After consultation with the President and the Coaches Coordinator, shall be authorized to temporarily suspend any and all team activities of any franchise for failure to perform volunteer activities. Will report to the Board on conditions related to the above duties.

Registrar

Will be responsible for distributing all BCJFA participant forms. Will organize and conduct the annual signup process for all players. Will maintain a complete and accurate database with records on each player for six years. Will be responsible for the collection and storage of age verification records for each player. Will work with the League Representative to maintain complete and accurate rosters. When refunds are requested the Players Agent will determine eligibility, amount due and be responsible for notifying the Treasurer. Will collect all monies associated with signups. Will notify Treasurer of the amount deposited within twenty-four hours and transfer deposit slips to the Treasurer in a timely manner. Chairs the Scholarship Approval Committee. Will be responsible for conducting all preseason weigh-ins. Will report to the Board on conditions related to the above duties.

Concessions Coordinator

Shall have the prime responsibility for the concession stand operation at Pop Keeney Field and if appropriate, at any other home field of the Association. Shall be the prime contact person between the BCJFA and the Northshore School District on matters pertaining to the operation of the concession stand. Shall be responsible for the development of a seasonal budget and submitting it for approval to the BCJFA Financial Budget Committee for inclusion in the yearly budget. Shall be responsible for the concession stand inventory, purchasing and staffing schedules. Will notify Treasurer of the amount deposited within twenty-four hours and transfer deposit slips to the Treasurer in a timely manner. Serves as standing member of the Financial Budget Committee and the General Managers Committee. Will report to the Board on conditions related to the above duties.

Ways and Means Officer

With concurrence of the Board, will propose and conduct all league fundraising activities including the selection and sale of all Cougar apparel. Will ensure that all fundraising activities and programs are in compliance with State and Federal laws pertaining to non-profit organizations. Will notify Treasurer of the amount deposited within twenty-four hours and transfer deposit slips to the Treasurer in a timely manner. Serves as standing member of the Financial Budget Committee and the General Managers committee. Will report to the Board on conditions related to the above duties.

Coaches Coordinator(s)

Will assist and advise the President and System Director on all matters related to football operations. Shall have the prime responsibility for insuring that all standards related to youth flag and tackle football games, safety, training, equipment, discipline and other football matters are conducted properly. Chairs Coaches Selection committee. Will be responsible for the League Safety Program. Will recommend for adoption by the Board such rules, policies and equipment necessary for the maximum safety of youth tackle football participants. Shall maintain a roster of coaches and medical assistants who have received first aid multimedia training and who are designated as practice site medical attendants. Will work with the GEJFA league representative, and other Board members as required to organize and conduct all preseason coaches meetings. Will act as liaison to the Bothell High School football staff helping to coordinate BCJFA coaching and player clinics. Will report to the Board on conditions related to the above duties.

Equipment Inventory

Shall have primary responsibility of keeping an inventory of Bothell cougar Junior football equipment. This role will maintain a complete and accurate equipment database with distribution and repair history for every piece. They will review certain items for safety and make recommendations for what new equipment is needed to fulfill league’s equipment needs. They will need to have any subpar equipment repaired or donated and assure that all equipment is properly stored and in good shape for when the season starts. Shall work with the purchasing role and coordinator role to develop a seasonal budget and submit it for approval to the BCJFA Financial Budget Committee to be included in the annual budget. Will report to the Board on conditions related to the above duties. Shall have primary responsibility for scheduling appropriate dates to distribute and collect equipment to players. They will be responsible for training all equipment volunteers and coaches for the season. Shall work with the inventory role and purchasing role to develop a seasonal budget and submit it for approval to the BCJFA Financial Budget Committee to be included in the annual budget. Will report to the Board on conditions related to the above duties.

Equipment Purchasing

Shall have primary responsibility for working with the inventory position and proceed with purchasing all equipment needed for the league. Shall work with the inventory role and coordinator role to develop a seasonal budget and submit it for approval to the BCJFA Financial Budget Committee to be included in the annual budget. Serve as standing member of the Financial Budget Committee. Will report to the Board on conditions related to the above duties. The Board will make the final decision regarding what equipment will be retired, purchased and from whom it will be purchased based on information provided by the Equipment Purchaser, Inventory and Coordinator. Shall have primary responsibility for scheduling appropriate dates to distribute and collect equipment to players. They will be responsible for training all equipment volunteers and coaches for the season. Shall work with the inventory role and purchasing role to develop a seasonal budget and submit it for approval to the BCJFA Financial Budget Committee to be included in the annual budget. Will report to the Board on conditions related to the above duties.

Flag Football Commissioner

Shall be the principle officer of the BCJFA flag league. Will coordinate activities with regard to registration, equipment and clinics, game & practice schedules with the appropriate BCJFA officer. Will work with the President and other Board members to organize and conduct a "Welcome to BCJFA" meeting for the parents of all flag participants. Will be responsible for the recruiting of flag coaches and officials. Serves as standing member of the Financial Budget Committee. Will report to the Board on conditions related to the above duties.

Cheer Commissioner

Shall be the principle officer of the BCJFA cheer league. Will coordinate activities with regard to registration, all season insurance policy, equipment and clinics, game & practice schedules with the appropriate BCJFA officer. Will work with the President and other Board members to organize and conduct a "Welcome to BCJFA" meeting for the parents of all cheer participants. Will be responsible for the recruiting of cheer coaches and team parents. Serves as standing member of the Financial Budget Committee. Will report to the Board on conditions related to the above duties.

Field Scheduler

The primary responsibility for this volunteer role is to secure practice fields and stadium game dates for the season. Scheduler will need to submit a letter outlining our league requests to the Northshore School District upon approval of the Board. They will serve as the liaison to the Northshore School District office. They work with the GEJFA league scheduler to schedule regular, post season and playoff games. Lastly, they post and distribute weekly scores of game and standings upon notification from GEJFA. All Board members may be required to perform other duties they may not pertain to their specific office as directed by the Board.

Field Management

The primary responsibility for this volunteer role is to secure Field Managers, coordinate weight-masters and clock operators for all home field games. This role oversees the training of the volunteer fields manager for each team. This job includes making sure the scales are working, clocks are functioning and fans are not videotaping unless they have the appropriate video pass. They need to report to the Board on conditions related to the above duties and manage any issues that may arise on game days. All Board members may be required to perform other duties they may not pertain to their specific office as directed by the Board.

Article VI - Meetings

The annual meeting of the members for the election of officers and for the transaction of such other business as may come before the members, shall be held at any convenient time and place within the last two (2) months of each calendar year. Such meetings shall be called by the President upon thirty (30) days written notice. If the annual meeting of members is not held as herein prescribed, the election of officers may be held at the next meeting where a quorum is present.

The regular business meetings of the organization shall be held monthly, unless otherwise ordered by the Executive Board. At these meetings, the voting membership shall consist of all elected Board members. Unless specified elsewhere in these bylaws, all actions of the Board require a quorum and a simple majority vote of the Board members present.

Other meetings may be held to suit the requirements of the Association's business and the convenience of the members. Special meetings may be called by the President or upon written request of five (5) active Board members. The purpose of the meeting shall be stated in the written request. Except in the case of an emergency, at least 10 days’ notice shall be given.

All meetings must be held at any location within the city of Bothell Washington.

Notice of meetings shall be given by written and delivered personally or mailed to each member at his/her home address at least ten (10) days prior to such meeting. If mailed, such notice shall be deemed to be delivered when deposited in the United States mail properly addressed with postage prepaid. Attendance of a member shall be mandatory for all properly called meetings of the Board unless excused by the President.

Article VII - Elections

Initial nominations for Board membership will be accepted by open nomination or by volunteering to serve as a member. Nominations will be accepted at the annual meeting. A majority vote will constitute election. Election results will be determined immediately by the Secretary and Treasurer.

Article VIII - Quorum

Except where otherwise prescribed by law:

•  a quorum for any annual meeting of members shall consist of all eligible members present, either in person or by a duly authorized representative, at that meeting provided that a reasonable attempt to give notice of that meeting has been made to all eligible members;

•  a majority of the Board (based on the number of positions actually filled at the time) shall constitute a quorum at any regular or special business meeting;

•  if a quorum be not present at a properly called regular or special business meeting, the meeting may be adjourned by those present, without due notice being given, provided however, that any meeting at which officers are to be elected shall be adjourned only from day to day until such officers have been elected and those who attend the second of such adjourned meetings, although less than a quorum as herein fixed, shall never the less constitute a

quorum for the purpose of electing officers.

Article IX - Rules

All meetings shall be run in accordance with Roberts Rules of Order. At the meetings of members, the order of business shall be as follows:

•  Calling the meeting to order
•  Proof of notice of meeting
•  Approval of the minutes of the last meeting
•  Report of Officers
•  Report of Committees
•  Election of Officers (annual meeting only)
•  Other business

Article X - Committees

The Board shall determine the number and nature of committees. Committees shall be composed of the general membership with representation encouraged from all franchised teams within the Association. With the exception of the Scholarship Approval Committee, Coaches Selection Committee, Financial Budget Committee, General Managers Committee, Equipment Committee, and the Grievance Committee, any member in good standing shall be eligible to be a chairperson of a committee.

The committees may include but shall not be limited to the following:

Scholarship Approval Committee

Chaired by the Registrar, the other members of this committee are the System Director and one other appointed Board member. This committee set guidelines and policies for the acceptance of scholarships, and based on those guidelines reviews each applicant to determine whether or not a scholarship should be awarded.

Coaches' Selection Committee

Chaired by the Coaches Coordinator, the other members of this committee are the President and the System Director. At some time during the last month of the calendar year, this committee shall review all coaching applications and coaches review forms to prepare a recommended list of Head Coaches for the Board's approval.

Financial Budget Committee

Chaired by the Treasurer, the other members of this committee are the Equipment Purchasing, Flag Football Commissioner, Cheer Commissioner, Ways and Means Officer, and the Concessions Coordinator. Each member of this Board shall present a requested budget to this committee for incorporation into a single Association budget. The committee will present the proposed budget to the Board for approval.

General Managers Committee

Chaired by the Volunteer Coordinators, the other members of this committee include the Concessions Officers, the Ways and Means Officer and the General Manager of each franchised team. This committee will develop and implement plans that ensure adequate staffing and volunteer support for the Association's fund raising activities.

Equipment Committee

Chaired by the Equipment Inventory, Equipment Purchasing and Equipment Coordinator, the other members of this committee will come from the at large membership. This committee will have the responsibility for all inventory, distribution, collection, cleaning and repair of the Association's football equipment and storage facilities. Budget a six-year plan for the purchase of new equipment.

Cheer Committee

Chaired by the Cheer Commissioner, the other members of this committee are the President, System Director, Secretary, and the Treasurer. At some time during the last month of the calendar year, this committee shall review all cheer actives, all season insurance policies and review forms to prepare a recommended for the calendar year for the Board's approval.

Grievance Committee

Chaired by the President, this Committee will convene only at the direction of the Board. This committee will meet to address any issue between teams, parents and coaches that cannot be resolved by other means. The committee will have authority to render decisions and levy disciplinary action as required. This committee's term will expire with the resolution of the grievance.

The other members of this committee will be selected by the Executive Board and shall consist of:

• One current Coach not involved with the grievance issue;
• One individual from the community or the at large membership not serving on the Board;
• One non-coach elected Board member.

Article XI - Use of Funds and Assets

The funds and assets of the Association shall be used solely for the purposes of the Association as set forth in Article II of these bylaws. No part of the Association's funds may be used for propaganda or influencing legislation. No part of such funds, assets, and earnings of the Association shall inure to the benefit of or be distributed to any member, director, officer, or other official of the Association. The Association shall be authorized and empowered to pay reasonable compensation for services rendered.

Article XII - Fiscal Year

The fiscal year of the Association shall be December - November.

Article XIII - Fees

The Board shall determine Association fees annually and incorporate these fees into the yearly budget. The budget will be presented to the members of the Association annually for their approval. The budget presentation shall occur during a meeting of the membership in the first quarter of the calendar year pertaining to the budget.

Article XIV - General Membership

Upon completion of written registration, or notification to the Board at a regular meeting, every parent or legal guardian of a registered player shall become a member for one year from the date of registration or notification. Any adult of good character interested in junior athletics, and who is deemed worthy of membership in the Association by the Board, and who is willing to conform with the Association's purpose and ethics, and abide by its' regulations, shall be eligible for general membership. The general membership shall have the right to vote in the elections and removal of officers, and all amendments to the By-laws.

Article XV- Dismissal

Conduct contrary to the goals of the BCJFA, if not addressed could diminish our achievements and lead to our demise as a viable youth oriented athletic association. Any member of the BCJFA, whether they are a player, adult or BCJFA Board Member, is subject to suspension or dismissal from the program by the Board if, in its opinion, their failure to comply with the by-laws or Rules of the BCJFA is detrimental to the program and the BCJFA. Evidence of misconduct or failure to comply with the by-laws or rules shall be presented in writing to the President and the Board and will outline, in detail, the charge being preferred. When an adult participant is suspended they will be entitled to a hearing. The request for the hearing must be made to the President within 48 hours of the incident. If required, the President may convene the Grievance Committee as outlined in Article XI. At the next regular meeting, or at a special meeting if deemed necessary, the Board will hear the complaint and recommendation of the Grievance Committee and a decision will be handed down. Suspension or dismissal will require a two-thirds (2/3rds)-majority vote of the Board, with a quorum consisting of a majority of the members being present.

Suspension or dismissal of any player, adult, head coach, or staff member of any team by the President shall be authorized under extreme emergency circumstances. Said actions of the President are to be ratified by the Board at its next regular meeting, or at a special meeting if called pursuant to the procedure outlined in the previous paragraphs.

Article XVI - Policy Handbook

The Board shall develop and maintain a Policy Handbook, detailing the then current policies found to be required for the orderly conduct of BCJFA Business. All policies are to be developed in accordance and alignment with the general purpose, rules and intent of these bylaws. Where a conflict between these bylaws and the Policy Handbook can be shown, these bylaws shall be given preference. Amendments to the Policy Handbook may be proposed by any member of the Board or of the General Membership. With the exception of the System/Team Split Policy, amendments to the Policy Handbook are to be adopted or rejected by simple majority vote of a quorum of the Board. Amendments to the System/Team Split Policy must follow the rules and procedure governing the amendment of these bylaws.

Article XVII - Amendments

These by-laws may be amended, or repealed by an affirmative vote of two-thirds (2/3) of the Association members attending any regular or special meeting of the membership, provided that the first reading of the amendment is made at one meeting, and that debate and vote upon the amendment transpires at the next regular or special meeting of the membership.

Article XVIII - Effective Date

The by-laws shall be in effect commencing with their adoption.

Article XIX - Dissolution

Upon dissolution of the Association, the Board shall, after paying or making provision for the payment of the Association's lawful debts, distribute all assets to any of the following organizations:

•  organizations who have been organized and are operated for purposes consistent with those of the Association who are operated as exempt organizations under Section 501 (c)(3) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States law).

•  organizations operated exclusively for charitable, educational, religious or scientific purposes shall at the time qualify as an exempt organization under Section 501 (c)(3) of such Code.

•  to the State of Washington or a political subdivision thereof.

•  to the United States of America.