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LAKEVILLE FOOTBALL ASSOCIATION BYLAWS

 Board Approved 3-23-14

 

ARTICLE I. NAME

This organization shall be known as Lakeville Football Association ("LFA").

 

ARTICLE II. OBJECTIVE

Section 1. The objective of LFA is to provide supervised recreational and competitive football programs for the children of the community and to instill in them the principles of sportsmanship, honesty, loyalty, courage and respect for others.

Section 2. All officers, directors and members shall bear in mind that the attainment of exceptional athletic skill or the winning of games is secondary. LFA recognizes that the molding of future citizens and having fun are of primary importance.

Section 3. LFA shall operate exclusively as a non-profit educational program of recreational and competitive football. No earnings shall benefit any officer, director or member of LFA.

Section 4. LFA exists for the purpose of teaching each child the fundamentals of the sport and to provide the framework for the wholesome participation at each child′s playing ability. All LFA members shall stress sportsmanship, team spirit, and developing skills more than winning.

 

ARTICLE III. MEMBERSHIP

Section 1. Anyone sincerely interested in active participation to affect the objectives of LFA may apply to become a member. Membership shall be valid from the first day of January to the last day of December.

  1. Player Members. Membership is open to all children, grades 1-8, who reside within the City of Lakeville or within the boundaries of Independent School District 194.
  2. Regular Members. Any Parent/Guardian of a Player Member actively interested in furthering the objectives of LFA may become a regular member.
  3. Eligibility Exceptions. The Board of Directors may, by a simple majority of those present, make exceptions to the eligibility requirements of the Player/Regular Member classification.

Section 2. Suspension or Termination. Membership may be terminated by resignation or by action of the Board of Directors.

  1. The Board of Directors, by a two-thirds vote of those present at any constituted meeting, shall have the authority to discipline or suspend or terminate the membership of any member when the conduct of such person is considered detrimental to the best interests of LFA.
  2. The member involved shall be notified of such meeting, informed of the general nature of the charges and given the opportunity to appear at the meeting to answer such charges.
  3. The Board of Directors shall, in the case of a Player Member, give notice to the coach of the team of which the player is a member of any suspension or revocation of such player′s right to future participation.

 

ARTICLE IV. FEES

Section 1. A reasonable participation fee for Player Members shall be set each year by the Board of Directors and the Level Directors for each program to assure the operational continuity of LFA.

  1. At no time shall payment of any fee be a prerequisite for participation in the LFA program. Upon approval from the Board of Directors, all or portion, of the registration fee may be waived for any player with a demonstrable financial hardship.
  2. The maximum allowable scholarships will be 50 per any given LFA season, excluding Board Members. 
  3. An additional late fee may be required for any registration submitted after the normal registration period. The Board of Directors shall set the late fee in an amount to encourage timely registration rather than discourage a late registration.
  4. Player’s fees will be waived for the season in which a member is serving on the Board of Directors. 

 

ARTICLE V. MEETINGS

Section 1. Annual Meeting. The annual meeting of the members of LFA shall be held at the regular November meeting each year for the purpose of electing a Board of Directors (officers and Level Directors), receiving reports and for the transaction of such business as may properly come before the meeting.

Section 2. Notice of Meetings. Notice of each meeting, not a special meeting, shall be given to each member of the Board of Directors. The notice must set forth the place, time and purpose of the meeting. The proposed agenda of the meeting shall accompany all notices. Nothing shall prohibit the members of LFA from transacting any order of business at any regular meeting.

Section 3. Special Meetings. Special meetings of the Board of Directors may be called by three (3) members of the Board of Directors or the Commissioner at their discretion. No business other than that specified shall be transacted at any special meeting of the Board.

Section 4. Quorum. The presence in person by proxy of one-half of the Board of Directors shall be necessary for a quorum. In the event that a quorum is not attained for two consecutive meetings, the Commissioner shall institute an emergency quorum beginning at the second meeting and continuing until a regular quorum is achieved. An emergency quorum shall consist of the number of Directors present; but in no case may business be conducted with less than one-third of the Board of Directors.

Section 5. Voting. Each Regular Member shall have one vote in the election of Officers and Level Directors. Player Members shall not possess any voting rights.

Section 6. Proxies. Each Officer and Level Director shall be entitled to one vote in person or by proxy. All proxies must be in written form and may be withdrawn at any time.  

 

ARTICLE VI. BOARD OF DIRECTORS

Section 1. Board and Number. The management of the property and affairs of LFA shall be vested in the Board of Directors. The number of voting Board Directors shall be not less than ten (10) not more than fifteen (15). The Directors shall, upon election, immediately enter upon the performance of their duties and shall continue in office until their successors shall have been duly elected and qualified.

Section 2. Board of Directors. The Board of Directors of LFA shall consist of Officers and Level Directors. It is the duty of the Board of Directors to attend all Board meetings. The various programs will be headed up by the Level Directors.

  1. Officers. The officers of LFA shall consist of: Commissioner, Information Director, Treasurer, In-House Equipment Director, Traveling Equipment Director, Program Development Director, Director of Operations and Fund Raising Director.
  2. Level Directors. For each program, there will be one Level Director serving on the Board of Directors. Flag, 3rd grade, 4th grade, 5th Grade, 6th Grade, a North Traveling Level Director, and a South Traveling Level Director. Level Director’s shall represent each age group or playing level. It is permissible for a Level Director to represent more than one program level if deemed appropriate by the Board of Directors. It is the duty of the Level Directors to attend program meetings and any special Board meetings. These Level Directors work with the Board of Directors to help run the program.  

Section 3. Term of Office. The term of office for officers of LFA shall be two (2) consecutive years. The term of office for all Level Directors positions is one (1) year. No person shall be permitted to hold more than one Board of Directors position.

Section 4. Elections. Elections for the position of Commissioner, In-House Equipment Director, Director of Operations, and Fund Raising Director shall be held in odd-number years, while elections for Information Director, Treasurer, Traveling Equipment Director, and Program Development Director shall be held in even-numbered years to ensure continuity within the football program.

  1. Elections for the positions of Level Director shall be held each year.
  2. Elections shall take place at the annual meeting. All elections of Board of Director positions shall be by majority vote of all members present or represented by proxy at the time of the meeting.
  3. No Director shall be eligible for re-election to the Board of Directors unless such Director has attended a minimum of fifty percent (50%) of the meetings of the Board of Directors held within the preceding twelve (12) months of the election.
  4. In the event of a tie vote for a board position, the position will be offered up for nominations a second time during the meeting and a second vote on the nominated members will be conducted during the meeting. In the event of a second tie vote, the outcome will be decided by a coin flip.
  5. Only Regular Members in good standing (no unpaid fees, no suspensions, etc.)  may be elected to a Board of Director position.
  6. Nomination for the position of Commissioner must come from a current Board member.
  7. Members placed on the ballot for the election must submit their intent to run two weeks prior to the stated election date. All members that have submitted to run for election will be posted on the LFA website at least one week prior to the election date.
  8. If a Board of Directors position does not have a nominee that has submitted their intent to run for a position at least two weeks prior to the election date, the position will not be voted on during the annual meeting. Any interested Member that wishes to be considered for a Board of Directors position that has not submitted their application at least two weeks prior to annual meeting can be voted on by the newly elected Board of Directors after the annual meeting.

Section 5. Filling of Vacancies. In the event that a Board member is unable or unwilling to carry out the duties of their position, the Board of Directors may replace such member by a majority vote upon resignation or termination of that member. The newly elected member shall complete the term of office of the replaced member. In the event that a Board of Directors position is left open as a result of no Regular Members being on the ballot, the Board of Directors may select, through a simple majority vote, a Member to perform the duties of that position.

Section 6.  INDEMNIFICATION To the full extent permitted by Minnesota Statutes, Section 317A.257, as amended form time to time, or by other provisions of law, each person who has or is a party or is threatened to be made a party to any threatened, pending or completed action, suit or preceding, wherever and by whomsoever brought (including any such proceeding, by or in the right of this corporation), whether civil, criminal, administrative, or investigative, by reason of the fact that he/she is or was a director or officer of this corporation, shall be indemnified by this corporation against expenses, including attorney′s fees, judgments, fines, and amounts paid in settlement actually and reasonably incurred by him/her in connection with such action, suit or proceeding. The indemnification provided by this section shall insure to the benefit of the heirs, executors, and administrators of such person and shall apply whether or not the claim against such person arises out of matters occurring before the adoption of this section. This section shall not apply to such persons who have committed intentional harmful acts against this association.

 

ARTICLE VII. DUTIES OF OFFICERS AND DIRECTORS

Section 1. Commissioner. The Commissioner shall:

  1. Preside over all meetings of the Board of Directors.
  2. Conduct the affairs of LFA and execute the policies established by the Board of Directors.
  3. Present a report of the condition of LFA at its annual meeting.
  4. Communicate to the Board of Directors, such matters as deemed appropriate, and make such suggestions as may tend to promote the welfare of LFA.
  5. Delegate complaints, irregularities and conditions detrimental to LFA to the Grievance Committee.
  6. Examine the application and supporting proof-of-age documents of every player candidate that may be questioned and certify to residence and age eligibility before the player may be accepted for tryouts and selection.
  7. Execute all bonds, mortgages, loans and other contracts approved by the Board of Directors.
  8. Contact for the City and School District to procure football fields for practices and games.
  9. Provide schedule of facilities and football fields for all programs.
  10. Identify and keep track of open facilities and football fields for ad-hoc requests for use.

Section 2. Information Director. The Information Director shall:

Be responsible for recording the activities of LFA and maintain appropriate files, mailing lists and necessary records.

  1. Maintain a list of all Officers, Level Directors and Members.
  2. Give notice to the Board of Directors of all meetings of LFA and the agenda for such meetings.
  3. Keep the minutes of the meetings of the Board of Directors, and cause them to be recorded in a book kept for that purpose.
  4. Prepare and receive all correspondence and other written tasks on behalf of the Commissioner, Board of Directors and LFA. Act as single point of contact between appropriate Agencies, and the various LFA programs to procure facilities for meetings, outdoor tryouts, outdoor practices and other special events.
  5. Maintain LFA website, on a regular basis, and forward inquiries to the appropriate Board Member for response.   
  6. Work with each level director to update their web pages during the season to keep parents, coaches and players organized with rules, team info, game times, field info and equipment needed.
  7. Work with other board members to email and publish LFA news and events on the site.
  8. Work with Web Site Vendor on new changes, updates or utilize new tools in LFA.
  9. Work with the Parks Department and High Schools for annual field planning and ensure level directors in each grade are supported with fields during our season.

Section 3. Treasurer. The Treasurer shall:

  1. Perform such duties as are herein specifically set forth and other duties as are customarily incident to the office of Treasurer or may be assigned by the Board of Directors.
  2. Receive all money and securities, and deposit same in a depository approved by the Board of Directors.
  3. Check the LFA post office at regular intervals
  4. Prepare an annual financial report for submission to the Board of Directors within the first quarter of the fiscal year.
  5. Prepare an annual budget for submission to the Board of Directors within the first quarter of the fiscal year.
  6. Keep records for the receipt and disbursement of all money and securities of LFA and approve all payments from allotted funds and draw checks thereon.
  7. Submit financial statements at each monthly meeting of the Board of Directors for their approval.
  8. Sign LFA checks along with one (1) other officer of the Board of Directors. Also, provide checks and check-writing authority as approved by the Board of Directors, to various programs including the referees and Equipment/Uniforms Director.
  9. Ensure liability, medical and equipment insurance is paid and current.

Section 4. Fund Raising Director. The Fund Raising Director shall:

  1. Coordinate all activities that provide funds for LFA program, outside of the registration fees, i.e. pictures, Gopher game, corporate sponsors, apparel. 
  2. Ensure that sponsoring organizations and funds solicitation meet the criteria set forth in Article IX of the Bylaws.
  3. Work with the Treasurer to ensure a full accounting is made of all money received and disbursed as part of the fund raising efforts.
  4. Provide adequate recognition to sponsoring organizations and for outstanding individual fund raising efforts.
  5. Establish fund raising and sponsorship goals in an effort to contribute to keep the registration fees at an acceptable level.
  6. Publicize LFA fund-raising events.
  7. Procure and provide for sale, various novelties (hats, t-shirts, etc.) at various Lakeville Football events.
  8. Procure and provide trophies, ribbons and other awards for the football program.

Section 5. In-House Equipment Director.  In-House Equipment Director shall:

  1. Procure and cause to be repaired all LFA equipment. (Including grouping the buy for all levels)
  2. Maintain updated records of equipment inventories for all LFA activities.
  3. Disperse all equipment at the beginning of the season and receive all returned equipment at season′s end and ensure its proper storage.
  4. Disperse equipment as needed during the season to Directors and coaches.
  5. Collect price quotes on all contemplated LFA equipment purchases in excess of five hundred dollars ($500) unless exempted by the Board of Directors.
  6. Present equipment price quotes to the Board of Directors for approval prior to purchase or commitment to purchase.
  7. Be LFA’s single point of contact for purchasing.
  8. Work with level directors for annual disbursement and collection of equipment. 

Section 6  Traveling Equipment Director.  The Traveling Equipment Director shall:

  1. Work with In-House equipment director on LFA purchases to ensure savings, sharing, security and inventory management.

  2. Coordinate with level directors the annual recording, hand out and collection of equipment.

  3. Ensure deposits are collected and processed for anyone not returning equipment.

  4. Help disperse coach’s equipment as needed.

  5. Support and develop inventory management in storage lockers.

  6. Educate parents and players on proper cleaning and maintenance of their equipment before and during equipment return.

  7. Coordinate with Coaches and Team Managers a process to get all equipment back from teams and players.

    Section 7. Program Development Director. The Program Development Director shall:

  1. Develop coaching application, background check, emergency contact, and all other applicable forms.
  2. Develop coaches′ notebook containing skills development, drills and games.
  3. Coordinate coaches and player clinics at various age and program levels.
  4. Provide referees for regular season games as requested by the program. Games need to be scheduled in advance to ensure referees will be available at game time. Schedules for the regular season should be available to the Level Directors.
  5. Recruit and train coaches and referees for all program levels. Coaches and referees should be put through vigorous training.
  6. Provide for compensation of referees in a timely manner. Work with the Treasurer to develop a budget and procure funding for program events.
  7. Develop emergency policy and procedures manual.
  8. Assist in coach’s selection process, and authorize coaching selection committee comprised of program directors

Section 8.  Director of Operations.  The Director of Operations Shall:

  1. Handle all registrations questions, collection and parent /member communication with regard to annual programs offered by LFA.
  2. Work with LFA Level Directors, Information Director and Treasurer as needed.
  3. Coordinate and document collections or refunds with Treasurer and Level Directors.
  4. Set up leagues on the web site with Information Director, test and administer registration files for each level.

Section 9. LFA Level Directors. The Level Directors shall:

  1. Represent the interests of the program for which the Level Director is responsible.
  2. Attend program meetings and Board meetings.
  3. Coordinate procurement of equipment with Equipment/Uniform Director for the program.
  4. Coordinate the registration of players.
  5. Establish guidelines for team rosters, coach’s solicitation, practice game schedules and playing field assignments.
  6. Develop and coordinate team rosters, solicit coaches, arrange practice and game schedules and assign playing fields.
  7. Act as a liaison between coaches/parents and the Board of Directors for concerns in the program.
  8. Supervise and enforce all LFA rules of their program of responsibility.
  9. Conduct a minimum of three coaches meetings per year (Jamboree, Mid-Season, and week prior to year end). Goal is to reinforce and explain rules, mid-season adherence/ and suggestions, and gather all team, player coach information before year end.

Section 10. North Traveling Level Director and South Traveling Level Director.  The North Traveling Level Director and South Traveling Level Directors shall:

  1. Represent the interests of the program for which the Level Director is responsible.
  2. Attend program meetings and Board meetings.
  3. Attend and represent LFA at SSYFL Board and ensure LFA Board Direction is coordinated with any major issues, rules and mission, values and direction.
  4. Coordinate procurement of equipment with Traveling Equipment Director for the program.
  5. Coordinate the registration of players.
  6. Establish guidelines for team rosters, coach’s solicitation, practice game schedules and playing field assignments.
  7. Develop and coordinate team rosters, solicit coaches, arrange practice and game schedules and assign playing fields.
  8. Act as a liaison between coaches/parents and the Board of Directors for concerns in the program.
  9. Supervise and enforce all LFA rules of their program of responsibility.
  10. Conduct coaches meetings (pre-season, Mid-Season, and year end). Pre-season goal is to reinforce and explain rules, Mid-season adherence/ and suggestions, and year end to gather all team, player coach information.
  11. Work with High School Coaches to select a North and South Head Coach.

Section 11. Board Member Dismissal

In the event that a board member is deemed to be negligent in their duties as a board member, any member of the board may call a special meeting for the purpose of voting to dismiss a board member from their duties as a member of the LFA board. The circumstances which can lead to a vote for dismissal are below:

  1. Any board member that is convicted of any type of sexual or violent crime.

  2. Any board member that is convicted of any type of crime against a child.

  3. Any board member that is willfully disregarding the bylaws and rules of the association.

  4. Any board member that has not attended at least 50% of the regularly scheduled board meetings after 50% of the year.

  5. Any board member that refuses to perform the duties of their position as they are described herein the bylaws.

  6. In order for the dismissal to occur, a minimum of 2/3 of the full board must vote in favor of dismissal.

     

    ARTICLE VIII. COACHING

    Coaches shall be appointed annually by the Level Directors and approved by the Board of Directors. Coaches shall be responsible for the actions of their teams on the field.

     

    ARTICLE IX. FINANCES

    Section 1. The Board of Directors shall decide all matters pertaining to the finances of LFA.

    Section 2. All income of LFA shall be placed in a common LFA treasury and the Board of Directors shall direct the expenditures in such a manner as will give no individual or team an advantage over those in competition with such individual team.

    Section 3. The Board of Directors shall not permit the contribution of funds or property to individual teams, but shall solicit for LFA, thereby discouraging favoritism among teams and to endeavor to equalize the benefits of LFA.

    Section 4. The Board of Directors shall not permit the solicitation of funds or property in the name of LFA unless all of the funds are placed in LFA′s treasury or all of the property becomes the sole possession of LFA. Any solicitation of funds in the name of LFA must receive prior approval by the Board of Directors.

    Section 5. The Board of Directors shall not permit the disbursement of LFA funds for anything other than the conduct of LFA activities or for initiatives which further the growth of football within the community.

    Section 6. No director, officer or member of LFA shall receive, directly or indirectly, any salary or compensation from LFA for services rendered as director, officer or member. 

    Section 7. All money received shall be deposited to the credit of LFA in a depository designed by the Board of Directors and all disbursements shall be made by check. All checks shall be signed by the Treasurer and such other officer as the Board of Directors may determine.

    Section 8. The fiscal year of LFA shall begin on the first day of January and shall end on the last day of December.

    Section 9. Upon the dissolution of this corporation, its assets remaining after payment, or provision for payment, of all debts and liabilities of this corporation shall be distributed for one or more exempt purposes within the meaning of Section 501 (c) 3 of the Internal Revenue Code or shall be equally distributed to the local high school football programs (Lakeville North High School and Lakeville South High School), federal government, or to a state or local government, for a public purpose.  Such distribution shall be made in accordance with all applicable provisions of the laws of this state.

    Section 10. The Board of Directors shall strive to ensure that a minimum of one thousand dollars ($1,000) remains in LFA′s treasury at season′s end to provide money for the following season.

    Section 11. The Board of Directors may set a sponsorship fee each year applicable to any organization desiring sponsorship of an LFA team. Sponsoring organizations may have their name and/or logo applied to the team′s uniforms. No sponsorships will be solicited from organizations or businesses which promote the use of alcohol or tobacco products. An exception to this prohibition would be an organization of business which is multi-purpose in nature. In no case will the name and/or logo applied to the uniforms use the words bar, tavern or similar wording promoting alcohol. All wording and/or logos must receive prior approval before being applied to LFA uniforms.

    Section 12. An annual audit of LFA accounts will be made by the Commissioner and one other Board of Directors member, not to include the Treasurer.

     

     

     

    ARTICLE X. GRIEVANCE PROCEDURE

    Section 1. Members of LFA are urged to take precautions to prevent circumstances which may lead to grievances or protests. Members should attempt to resolve grievances informally at the coaching level. When this method fails to resolve problems, grievances or protests shall be processed as hereinafter provided.

    Step 1: A formal grievance shall be submitted in a timely fashion to the Level Director of the appropriate program level. The grievance shall be placed in writing setting forth the facts on which it is based, the provision or provisions allegedly violated, the individuals involved and the remedy requested. The Level Directors shall investigate the grievance or protest and inform the member of the findings within ten (10) days. A grievance not resolved in Step 1 may be appealed to Step 2 of the Grievance Procedure.

    Step 2: If appealed, the grievance shall be presented to the Commissioner of LFA. The Commissioner will place the grievance on the agenda of the next regularly scheduled Board meeting. The grievance shall at that meeting be delegated to the Grievance Committee. In the event no standing Grievance Committee has been established, the grievance will be heard by the Board of Directors. The Grievance Committee or the Board of Directors may invite those individuals involved in the grievance or protest to be given an opportunity to address the grievance.

    The Grievance Committee or Board of Directors shall answer the grievance or protest within seven (7) days and notify the grieving individual in writing, if not present at the Grievance hearing. It shall be the duty of the Information Director of LFA to reply to all grievances considered by the Grievance Committee or the Board of Directors.

    Section 2. No protest or grievance shall be considered on a decision involving a referee′s judgment.

    Section 3. The decision of the Grievance Committee or the Board of Directors shall be final and non-appealable.

     

    ARTICLE XI. AMENDMENTS

    Amendments to these Bylaws may be proposed by any Officer or Director of LFA and may be discussed at any regular or special Board meeting. These Bylaws may be amended, repealed or altered in whole or in part by a two-thirds vote of the Board of Directors at any duly organized meeting provided notice of the proposed change is included in the notice of such meeting.