1. NAME

2. PURPOSE

3. LEAGUE MEMBERSHIP

The HPWYFC shall be a member in the Eastern North Carolina Pop Warner Youth

Football Conference.

4. MEMBERS

5. VOTING MEMBERS

A. All parents, guardians, and/or those adults who participate in the Havelock Pop

Warner Youth Football and Cheer league shall be considered voting members to

vote for future league officers only.

B. Only current league officers will vote at board meetings. (Refer to Sec 10.B).

C. There must be a quorum of five (5) Board Members to conduct a vote on any

issue.

D. The league president will only vote in the event of a tie.

E. An associate member is a parent, coach, or volunteer which is active in HPW for

the current year and has paid $5.00 dues. They do not have a vote at board

meetings. An associate member’s term will run from the day the $5.00 dues are

paid, and expire on the day of the first League Meeting of the year in January. An

Associate Member has voting privileges on all League issues brought up at all

League Meetings.

6. LEAGUE OFFICERS (EXECUTIVE BOARD)

A. The executive board shall consist of the following league members:

1. President

2. Vice President

3. Secretary

4. Treasurer

5. Tackle Football Coach Coordinator

6. Tackle Cheerleading Coach Coordinator

7. Flag Football Coach Coordinator

8. Flag Cheer Coordinator

9. Equipment Manager

10. Public Relations Coordinator

7. ELECTION OF LEAGUE OFFICERS

A. Election will he the second Monday in December, which will be held at 315 East

Main St. in Havelock, NC.

B. No individual will hold more than one office at any one time during any given year.

C. Should an officer resign during the year, the Executive Board shall appoint a

replacement for the vacated office.

D. Should the president resign, the Vice President (or the next in line in accordance with

the officers as listed in 6.A) shall assume the duties of the president until Executive

Board elects a replacement.

E. Any member of the current Executive Board is eligible to be elected to fill a vacant

office (sec paragraph 7.B)

F. To be eligible for nomination to any League Officer position the nominee must have

been present at a minimum of four (4) meetings during the year of the election. If

there is only one person nominated for an office and that person has not fulfilled the

minimum meeting requirement, the current Executive Board can vote to waiver the

minimum meeting requirement. The meetings of November and December can be

used to meet the requirement as long as the person attends those meetings.

A. All officers will serve two-year terms including the elected league president. (An

appointed officer will serve the remaining term of that position.) The positions of

Vice President, Treasurer. Tackle Football Coach Coordinator, Flag Football Coach

Coordinator, and Equipment Manager will he elected to a two-year term on “odd”

numbered years. The positions of President, Secretary, Tackle Cheerleading Coach

Coordinator, Flag Cheerleading Coach Coordinator, and Public Relations will he

elected to a two year term on “even” numbered years.

B. A Board member is allowed to coach a team.

C. Board Members may be suspended at any point of the year when their conduct or

actions are deemed detrimental to the league; after an immediate special meeting is called arid a vote is held in the presence of the entire Executive Board.

A. The duties of the PRESIDENT shall include, but are not limited to the

following:

1) Preside over all meetings of the league.

2) Review secretary and treasurer’s books monthly.

3) Notify the secretary of date, time, and location of special called meetings.

B. The duties of the VICE PRESIDENT shall include, hut not limited to the following:

1) Assume the duties of the president in his absence.

2) Chair all arbitration where conflict might exist within the league.

C. The duties of the SECRETARY shall include, but are not limited to the

following:

1) Keep all minutes of the meetings held by the league.

2) Compile and type all minutes and provide Executive Board members with a copy.

3) Keep a case file of all league correspondence.

4) Notify all board members, in writing, of date, time, and location of special

meetings.

5) Keep minutes at all Board Meetings. Minutes from all Board Meetings will be

D. The duties of the TREASURER shall include, but are not limited to the following:

1. Receive and deposit all funds collected for the league in a designated bank

account.

2. Maintain an accurate record of all league income and expenditures.

3. Report the fiscal status of the league at the monthly meetings.

4. Deposit all finds within a 48 hours time frame, after receipt of funds.

5. The treasurer will have an updated report at each meeting. This will include the

E. The duties of the TACKLE FOOTBALL COACH COORDINATOR shall include,

but are not limited to the following:

1. Investigate all complaints against any tackle football coach and deliver findings

to the Executive Board for action.

2. Arbitrate all differences between tackle football coaches if possible, otherwise,

differences must be referred to the Vice President for further action.

3. Hold and chair the coaches meetings (at least one time monthly during the

playing season) and other meetings when deemed necessary or appropriate.

4. CO-chair, with the Cheerleading Coach Coordinator the Player Agent Committee

for assignment of players at the beginning of season.

5. Receive applications for all Tackle Football Coaches and make recommendations

for placement to the Executive Board for approval.

The duties of the TACKLE CHEERLEADING COACH COORDINATOR shall

include, but are not limited to the following:

1. Investigate all complaints against any cheerleading coach and deliver findings to

the Executive Board for action.

2. Arbitrate all differences between coaches if possible, otherwise, differences must

be referred to the Vice President for further action.

3. Hold and chair the coaches meetings (at least one time monthly during the playing

season) and other meetings when deemed necessary or appropriate.

4. Co-chair, with the Tackle Football Coach Coordinator the Player Agent Committee

for assignment of players at the beginning of season.

5. Receive applications for all Cheerleading Coaches and make recommendations for

placement to the Executive Board for approval.

The duties of the FLAG FOOTBALL COACH COORDINATOR shall include, but

are not limited to the following:

1. Investigate all complaints against any flag football coach and deliver findings to

the Executive Board for action.

2. Arbitrate all differences between flag football coaches if possible, otherwise,

differences must be referred to the Vice President for further action.

3. Hold and chair the coaches meetings (at least one time monthly during the playing

season) and other meetings when deemed necessary or appropriate.

4. Receive applications for all Football Coaches and make recommendations for

placement to the Executive Board for approval.

The duties of FLAG CHEER COORDINATOR shall include hut are not limited to

the following:

1. Investigate all complaints against any Flag Cheer Coach and deliver findings to the

Executive Board for action.

2. Arbitrate all difference between flag Cheer Coaches if possible, otherwise,

differences must be referred to the Vice President for further action.

3. Hold and chair the Coaches meetings (at least one time monthly during the playing

season) and other meetings when deemed necessary or appropriate.

4. Receive applications for all Flag Cheerleading Coaches and make

recommendations for placement to the Executive Board for approval

I. The duties of the EQUIPMENT MANAGER shall include but are not limited to the

following:

1. Inspect all equipment for serviceability prior to the beginning of the league season

and report findings to the Executive Board,

2. Issue and recover from all Head Coaches all league equipment needed.

3. Inventory, at least annually, all league equipment and give report to the Executive

Board.

4. Compile and provide to the Executive Board all projected equipment requirements

for the current and/or next league season for procurement or budgeting.

J. The duties of PUBLIC RELATIONS COORDINATOR shall include hut are not

Limited to the following:

1. Contact potential sponsors of the teams and solicit it so that all teams are sponsored

when possible.

2. Contact local media to inform and give the widest dissemination of league

activities with the least amount of expense to the league.

3. Ensure all meetings of the league and its activities are published in the news media

and announced on television whenever feasible.

4. Organize and coordinate activities for the purpose of solicitation of funds to

Support the league.

5. Design and maintain the League’s Website, and keep it up to date with

A. Executive Board/League officers shall meet regularly in general/open session on

the fourth Monday of each calendar month, with meeting to be held at the 315 East

Main St. in Havelock, NC,

1. Excluding coaches who are also League Officers, at least one representative from

the coaching staff of each team must be present at each regular monthly League

meeting.

B. Executive Board may meet in special sessions as deemed necessary by President or by

a majority of Executive Board members.

1. League President will be responsible for notifying league secretary of date, time

and location of special meetings.

2. League secretary shall notify all board members of special meetings.

3. Action taken by a majority of the Executive Board without a formal

C. Any member of the Executive Board that misses two (2) consecutive scheduled

meetings will be subject to replacement if agreed upon by a majority vote of the

remaining Executive Board members.

D. Special committees will meet as necessary.

E. Conference meetings must be attended by at least one (I) Executive Board member;

senior board member present will have the power of voting when necessary.

11. COMMITTEES

A. The Executive Board shall nominate and approve chairperson for the following

committees:

1. Fund Raising Committee

2. Concession Manager

3. Player Agent Committee

4. By-Laws Committee

5. Audit Committee

Other Special Committee Chairman will be appointed be the president deemed necessary.

B. The Vice President will chair committees unless otherwise directed by the Executive

Board.

C. Committees will automatically be abolished at the end of the year.

D. The Activities Committee shall consist of one (1) adult member from each team.

1. Football and cheerleading squads will be considered separate teams for this

purpose.

2. Each head Coach will designate an Activities Committee Representative (usually

the team mom) and an alternate.

A. Fund Raising Committee:

1. Will be Co-Chaired by the League Treasurer and Public Relations officer.

2. Organize and coordinate activities such as yard sales, bake sales, raffles, etc., for

the purpose of soliciting funds to support the league.

3. No individual or group shall solicitor accept donations, contributions, funds, etc.

without prior approval of League Officers, and any and all such funds, etc. shall

be the sole property of the League, to be distributed according to League

guidelines.

4. All monies raised from fundraisers will be turned into the Treasurer

within 24 hours. Failure to do so will result in all fundraisers for

that team being suspended.

5. Anyone in charge of a fundraiser will contact the Treasurer for proper accounting

procedures. They must also be approved by Havelock Pop Warner board.

6. Devise a form for all fundraisers to include team doing the fundraisers, date of

fundraiser, money collected, expenses, net profit, and signature of coach or parent

in charge and receipts to be attached for league review. Forms will available on

website.

7. All teams should participate in at least one fundraiser to be eligible to use

B. Player Agent Committee:

1. Responsible to the League Coach Coordinators.

2. Organize and coordinate league registration and team placement.

3. Shall consist of all League Officers and one representative from the coaching staff

of each team in the League.

C. Activities Committee:

1. Responsible to the Vice President.

2. Coordinates between all respective coaches and the Executive Board.

D. Concession Manager:

1. Responsible to the League Treasurer on Financial matters, and to the President on

all other matters.

2. Maintains and runs the league concession area.

E. By Laws Committee

1. Responsible to the league to review and make any changes necessary to the by

laws on a yearly basis. These changes should be made available to the league by

the March league meeting.

F. Audit Committee

1. Responsible to the league to audit the league’s financial records and expenditures

over the last calendar year. This will ensure that an accurate account of monies is

made and that the league books are balanced at the beginning of each year. The

Audit Committee will report to the Executive board by the March league meeting.

All transactions shall he conducted in the form of recordable checks or the

check/debit card. Transactions can only be conducted by the President or the

B. Receipts for all purchases will be turned into the League Treasurer within 48 hours.

C. No cash withdrawals from the Havelock Pop Warner Youth Football and Cheer

League account are permitted. If cash is needed, a check to CASH is to be written,

requiring the signature of both President and Treasurer.

D. The Concession Manager will turn in all profits of the concession to the League

Treasurer within 24 hours. No other individual will have access to these funds.

The Fund-Raising Committee will turn in all moneys collected to the League

Treasurer within 24 hours. No other individual will have access to these funds. No

individual or group shall solicitor accept donations, contributions, finds, etc. without

prior approval of League Officers, and any and all such funds, etc. shall be the sole

property of the League, to be distributed according to League guidelines.

F. Receipts are to be turned in for all purchases and/or expenditures.

G. The League President and the League Treasurer will be those authorized to sign all

league checks. The two individuals authorized to sign the league checks will not

reside in the same household. In the event of the extended absence of the President or

Treasurer, the Vice President will be the temporary alternate co-signer of all league

checks.

H. A log is to be kept on all money/checks received. The treasurer will issue signed

receipts for all moneys/checks received.

A. The Head Coach assigned to each team shall provide a signed receipt for all league

equipment issued to his/her team members to the Equipment Manager.

B. The Head Coach is responsible for collecting all league property issued to his/her

team, and turning this property over to the Equipment Manager at the end of the

league season. The Head Coach who is unsuccessful in retrieving issued equipment,

will turn in the signed receipt by the players’ parent/guardian, name of player, list of

equipment not turned in, and a letter stating what attempts had been made to recover

the equipment to the Equipment Manager for further action.

C. The Equipment Manager is directly responsible to ensure that all league equipment is

accounted for at the end of the league season.

D. Each tackle football player must have the following required equipment:

1. Athletic supporter/Compression Shorts(*)

2. Sneakers or football shoes with non-detachable cleats (*)

3. Socks(s)

4. Mouthpiece (#)

5. Helmet

6. Game jersey

7. Shoulders pads

8. Football pants with appropriate padding

*player must provide

#player must provide if orthodontic required with strap

E. Each flag football player must have the following required equipment:

1. Athletic supporter/Compression Shorts (*)

2. Sneakers or football shoes with non-detachable cleats (*)

3. Socks (*)

4. Shirt or jersey for practices (*)

5. Game Jersey

6. Set of flags and belt of the team color

*player must provide

F. Each cheerleader must have the following required equipment:

1. Comfortable sneakers & socks for pre-season practice (*)

2. Athletic attire for practice (*)

3. Cheerleading Shoes (determined by Cheerleading Coach Coordinators prior to the

beginning of the season) (*)

4. Uniform Socks as instructed be Head Coach (#)

5. Dance briefs in designated color to match uniform (#)

6. Game uniform

7. Pom-poms

G. Havelock Pop Warner will use any and all means to obtain equipment that is not

returned to the association.

(*) player must provide (estimated cost for #3 is $15-20)

(#) player must provide (estimated cost for #4-5 is $10-15; may purchase

through league for uniformity and/or reduced cost)

15. INSURANCE

A. All participants shall be covered with accident insurance for recreational activities.

B. All involved volunteers shall be covered by liability insurance.

C. These coverage will be acquired by the Executive Board from whomever it is deemed

more beneficial to the league.

A. The league shall be a non-profit, tax exempt organization.

B. No board member or league officer will receive any compensation for their services on

behalf of the league.

C. No board member, league officer, or any other person connected in any way with this

league shall receive any type of dividend or compensation /distribution of assets from

this league.

D. If the league fails to field a team for a consecutive twenty-four (24) month period, the

league officers will cause all assets to be turned over to the Havelock Recreation

Department.

E. All Trophies won by teams must be turn over to league president by December 31 of

the current year.

F. All monies raised through fund raisers that are to be used for post

A. Each team shall have one head Coach, and a minimum of one, but not more than four

Assistant Coach (es). The Head Coach and his/her first Assistant Coach must be at

least 21 years of age. All other assistant coaches must he at least 18 years of age. A

team may have a Coach Trainee and he/she must be at least 16 years of age.

B. All coaches shall be appointed by a committee consisting of all

recommendation. This position is for one year, and will automatically terminate at

the end of that season.

C. The Head Coach is responsible for the recruitment of his assistant coaches.

D. The Head Coach shall conduct him/herself in a mature manner at all times, and shall

also be responsible for the behavior and conduct of his/her assistant coaches and

players on the team. He/she shall strive to maintain a good relationship between

players, coaches, and parents. Coaches may be suspended at any point of the season

when the conductor action is deemed detrimental to the league after a fair and timely

hearing.

E. All coaches will have a background check and a coach’s application on file with the

league prior to being allowed to participate.

F. All coaches shall be certified through the NATIONAL YOUTH SPORTS COACHES

ASSOCIATION certification program.

G. The coaches will keep an accurate record of absences from practice and games on

every team player. This record will be viewed upon request by an Executive Board

Member.

H. Head Coaches will maintain copy of registration, physical, report card, and proof of

age on every team player and will ensure this paperwork is at all practices and games.

These records will be viewed, upon request, by an Executive Board member. These

records will be turned over to the Executive Board at the end of the league season.

I. All head coaches are required to attend all leagues meetings, or a rep. If a coach

18. REGISTRATION OF PLAYERS

A. Registration start and end dates will he determined by the Executive Board.

B. The length of registration period shall continue until the beginning of the second

scheduled game day.

C. Registration shall consist of the following:

1. Written parental consent

2. Proof of age (copy for coaches records)

3. Payment of fees (non-refundable)

4. Physical

5. Final report card from the previous school year/ Alternate Scholastic Form

(provided by president)

6. Release of Liability Wavier

A. All Havelock Pop Warner Youth Football League players will be governed by the

rules and regulations set forth by the Havelock Pop Warner Youth Football League

Executive Board.

B. Any player or cheerleader who quits or becomes suspended from this league for any

reason shall forfeit any right to claim reimbursement for any fees paid to the league.

C. Any disciplinary infractions shall be grounds for being benched. The Coach

Coordinators must approve all benching of players unless infraction occurs during a

game. The Head Coach must make full report to the appropriate Coach Coordinator

of all disciplinary infractions that occur during a game, and what actions were taken,

D. All teams will attend all games and post season games, unless previously excused by

the Executive Board. Failure to do so may result in being suspended from post season

games or cheer competitions.

E. Football players and cheerleaders must attend at least 75% of practices to be eligible

to participate in weekly games or competitions.

A. Practice will not begin prior to the first day of August.

B. Prior to Labor Day, practices will be limited to not more than ten (10) hours per week

no more than (2) hours per day. Break times ale not counted as part of the two hours.

After Labor Day, practices will not exceed six (6) hours per week,

21. MANDATORY PLAY RULE

A. See Pop Warner Official Rules.

A. Returning players will be placed on the team they played for in the previous season,

provided they are qualified and meet the deadline as set forth by the Executive Board.

B. If any siblings are in the same division, they will be placed on the same team.

C. If a player is moved to a lower division because of weight, he/she is to be considered

a returning player when he/she returns to the higher division.

D. The Committee will attempt to balance each division or fill a division by age, weight,

and experience. In the event any Division has more than one team the following will

be followed I. All new players to the League and players coming up from a lower

Division will participate in a three (3) day draft. After the third day of practice the

Head Coaches, Coach Coordinator, Vice-President. and Cheer Coordinator will

conduct the draft. 2. The Coach with the fewest number of players will draft until

both teams are equal. At that time there will be a coin toss and the winner will have

the next pick. The Coaches will alternate turns until all players are placed on a team.

E. New player to the League, those who did not play in our League the previous season,

will be assigned to divisions by the Committee according to age and weight

guidelines, without parental, coaching or any other outside interference on such

decisions.

F. Football players and Cheerleaders that join the League after the teams have been

designated will he placed on the appropriate Team/Division according to age and

weight guidelines. Siblings will be handled in accordance with the League By-Laws.

Where there is more than one team in a Division the Committee will place the child on

the team with the lowest number, if more than one team in the Division and the teams

are equal, the Committee will place the child on the team that has the next pick from

the draft.