EASTHAMPTON FRIENDS OF FOOTBALL ASSOCIATION, INCORPORATED CONSTITUTION AND BYLAWS
ARTICLE I – NAME
This organization shall be known as the Easthampton Friends of Football Association, Incorporated.
ARTICLE II – PURPOSE
The purpose of the Easthampton Friends of Football Association, Inc. (EFFA) shall be to implement the ideals of good sportsmanship, loyalty, courage, and self-confidence in the minds and hearts of young men and woman who reside in the town of Easthampton and Southampton through the development and continued support of a football sports program.
The purpose for which EFFA is formed are exclusively charitable and educational and not for financial gain or profit. The EFFA may not do business, carry on its operations, and have officers ad exercise the powers granted by all Massachusetts laws now in force or as hereafter amended, in any jurisdiction within or without the United States.
The EFFA may have and exercise all powers necessary or convenient to affect any or all of the purposes for which the EFFA is formed. No such power shall be exercised in a manner inconsistent with any chapter of the General Laws of the Commonwealth or the Internal Revenue Code.
ARTICLE III – OBJECTIVES
Section 1. One objective of the EFFA shall be to provide coordination and support of practice sessions and games to teach skills to boys and girls in those sports supported by the EFFA.
Section 2. The membership will bear in mind at all times that the attainment of exceptional athletic skills or winning of games is secondary, and the development of healthy attitudes through the participation and enjoyment of sports is primary in the youth programs. It is noted that High sports inherently place more emphasis on winning and development of athletic skills. Family, academics and football are high priorities.
Section 3. One objective of the EFFA shall be to solicit and received contributions from any and all sources and may receive and hold, in trust or otherwise, funds by gift or bequest. The EFFA will not be support nor participate in fund raising activities outside of those sanctioned by the board and inconsistent with any chapter of the General Laws of the Commonwealth or the Internal Revenue Code.
Section 4. The EFFA may purchase, receive, take by grant, gift, bequest or otherwise, lease, or otherwise acquire, own, hold, improve, employ, use, sell, lend, and otherwise deal in with real or personal property, bonds shares, securities, or any interest therein, wherever situated, in an unlimited amount.
ARTICLE IV – MEMBERSHIP
Section 1. Any person who is has an interest in the youth of Easthampton may become a general member of the EFFA, may attend the Executive Board meetings, but is not entitled to vote unless designated by the President or a member of the Executive Board in the Presidents absence. Only general members over the age of 18 shall be entitled to vote at meetings of the members or to hold office in the EFFA.
Section 2. OFFICERS – The officers shall be President, Vice President, Treasurer, Secretary, Equipment Manager, Registrar, and Fundraising Coordinator,. (Revised 2009)
Section 3. EXECUTIVE BOARD – The Executive Board shall be comprised of the elected officers. The President of the EFFA is the President of the Executive Board. In the absence of a sitting President: in order, the Vice President, Secretary or Treasurer may sit on the Board representing the President with one vote. No person shall hold more than one position on the board. The Executive board may meet ad hoc out of committee to vote or decide issues of purchase or policy in those circumstances that the board feels necessary. This may be done by telephone or in person and requires 4 out of 7 votes to carry. (Revised 2006)
Additionally at the Presidents discretion the voting members can be expanded to include the head coach of each Youth Team and the head coach of the Cheerleaders and the High School Football Coach. For the purpose of meetings and budget items a quorum will consist of 4 of 7 executive members or at the President’s discretion seven of the twelve expanded voting membership. This group will be deemed Commissioners and will primarily be assigned coaches. (Revised 2006)
Section 4. GENERAL MEMBERSHIP – It is the intent of the EFFA to establish a general membership. This membership is open to all interested parties (although voting privileges may not be awarded) who have indicated their desire to be active in the EFFA.
ARTICLE V – EXECUTIVE BOARD
Section 1. No business shall be conducted nor any votes taken at any Executive Board meeting unless a quorum is present. A quorum will consist of all members of the Executive Board Minus two.
Section 2. All matters concerning the policy of the EFFA will be decided by a vote of the Executive Board. Unless said matter is specifically identified to require a different voting proportion elsewhere in these by-laws, no motion will be carried without a majority vote from the Executive Board or a consensus of the Executive Board.
Section 3. A vacancy occurring on the Executive Board shall be filled for the un-expired term by a person selected by a majority vote of the remaining Board members.
Section 4. Elections: The terms of the Executive Board shall be for two years, with said term beginning the following in October of every other year after the election. This semi-annual election will be held on the first Saturday of September, beginning in calendar year 2001. Nominees for the office of the Executive Board are chosen from the general membership. Nominations are voted on at the next board meeting. By consensus or vote the Executive board may change the voting process for good reason.
Section 5. Annual meeting: Will be on the first Saturday in March. This meeting is designed to review the year’s results with reports given by the President and the Treasurer. Overviews and discussions of the accomplishments of the past year will be provided.
Section 6. The annual fiscal year (serving as the annual accounting period), for the EFFA, including any and all of it’s Sports Divisions, shall be from January 1 through December 31 of the succeeding year.
Section 7. The Executive Board may appoint Ad hoc committees as deemed appropriate. Ad hoc committees will function for a designated time and report back to the Executive Board. Standing Committees can also be appointed as deemed necessary and may be dissolved by vote or consensus of the Executive as deemed necessary.
ARTICLE VI – DUTIES OF THE EXECUTIVE BOARD
Section 1. The duties of the Executive Board are to carry out the objectives of the EFFA, always keeping in mind the best interest of the youth of Southampton/ Easthampton.
Section 2. The Executive Board shall conduct monthly meeting on the first Saturday of each month.
Section 3. The President shall preside at all meetings. He/she shall coordinate the work of the Executive Board.
Section 4. The Vice-President shall preside at the meetings if the President is not available.
Section 5. The Secretary shall record the minutes of all Executive Board meetings, send out notices of all special meetings, be responsible for keeping a file of all communications, and sending out necessary forms and be responsible for sending out public notices to the paper. The Secretary will present a report of the previous meeting at the regular meeting. In the absence of the Secretary, the President shall appoint a Secretary Pro-Term for that meeting for the purpose of recording the events of that meeting.
Section 6. The Treasurer shall receive all monies and property of the EFFA, shall keep and accurate record of the receipts and expenditures, and shall pay all bills in accordance with the approved vote of the Executive Board. The Treasurer shall present an itemized financial statement of account at every monthly meeting. The financial records shall be subject to review by the Executive Board on a yearly basis. Income and expenditures shall be itemized.
Section 7. The duties of the At-Large members shall be to coordinate special projects, i.e. fundraisers, recruitment, special committees, etc.
Section 8. All funds raised shall be placed in a common treasury for use as directed by the Executive Board. Such uses might include registration fees, fundraisers, sales and advertisements, sponsors, refreshment sales, equipment, uniforms, supplies, transportation, officials, field/playing area purchases and upkeep expenditures, and any other needed activities. All fundraisers will be conducted by the Executive Board.
Section 9. The sports that are to be supported by EFFA will be: High School Division, and youth/city league Division. Other sports/groups may be added by a 2/3 vote of the Executive Board after due consideration and in the best interest of the youths.
Section 10. The Executive Board will review registration fees yearly. Fees will be set after consideration of the cost of running each Division.
Section 11. Contributions made by individuals, businesses or corporations will be reviewed for any specific requirements attached. This review process is to determine if the requirement is in the best interest of the EFFA or the youth.
Section 12. The Executive Board will act as a grievance committee for all disciplinary problems. No youth coach will serve without the approval of the Executive Board. All youth coaches will be NYSCA certified and be able to pass a Corey Check.
Section 13. Any member of the Executive Board may call a special meeting by telephone with a minimum 24 hours notice. It is strongly recommended that all special meetings be conducted with full attendance of the Executive Board, therefore a diligent effort to contact said members must be made by the caller of the meeting.
ARTICLE VII – SPORTS DIVISIONS
Section 1. At the discretion of the Executive Board, each sports Division may have at a minimum a Commissioner appointed to the Executive Board. With the approval of the Executive Board, the Commissioner may appoint and Assistant Commissioner and a Secretary as additional Division Officers from the General membership.
Section 2. If appointed each Commissioner shall establish a calendar of meetings, and will call meetings of managers, coaches, and interested parties as necessary. These meetings may be separate from Executive Board meetings. Decisions made at these meetings will be brought forward to the Executive Board by the Commissioner for approval.
Section 3. If appointed, the Commissioner shall submit a budget in writing by the February meeting, for approval of the Executive Board.
Section 4. In no cases will expenditures exceed the approved budget without the Executive Boards approval.
Section 5. If appointed, the Commissioner of the Youth/ City league Division, and others as added by the direction of the Executive Board, will be responsible for coordinating the practices, field schedules and game schedules with the President and the Executive Board.
Section 6. A registration fee will be collected from each child participating (hardship cases will be brought before the Executive Board). Refunds of registration fees are allowed prior to the first scheduled game.
Section 7. No child may participate in the scheduled activities if he/she has not registered or paird his/her registration fee.
Section 8. If appointed, the Commissioners shall have the authority to suspend any member whose conduct is considered detrimental to the best interests of the EFFA. Appeals can be brought to the Executive Board.
Section 9. The official playing rules and regulations of a given sport shall be binding unless a local rule has been established and predominates.
Section 10. ROBERTS RULES OF ORDER shall govern the EFFA in all cases of parliamentary procedure in which they are applicable.
ARTICLE VIII – APPEALS PROCESS
Section 1. Decisions of the Executive Board may be appealed by the following procedure: If a petition signed by the majority of the general membership is presented to any officer of the Executive Board then said officer is required to call a special meeting within 7 days to hear the petition. This meeting shall consist of the Executive Board and any appointed Commissioners and Officers of the sports Divisions. Decisions of the Executive Board may be overturned by a 75% vote of the members.
ARTICLE IX – AMENDMENTS
Section 1. These by-laws may be amended or repealed by a ¾ vote at a general meeting provided that written notice of such proposed changes, over the Secretary’s signature shall have been presented to the Executive Board membership at least one month prior to the meeting at which the proposed changes shall be submitted to vote.
ARTICLE X – TERMINATION OF THE ORGANIZATION
Section 1. The activities of the EFFA can be terminated based on a ¾ vote of authorized members at a duly constituted general meeting.
Section 2. In the event EFFA disbands and terminates its activities, the EFFA will relinquish its treasury and any and all capital to a succeeding non-profit group. If such a group is not evident at the time of termination, all EFFA funds and capital will be placed in trust under the supervision of the assigned fiduciary.
Adopted: November 7, 1998
Amended: July 9,2003
Amended: April 16, 2005
Amended: April 1, 2006