The name of this organization shall be LTRC Youth Football (LTRCYF).
Section 1. LTRCYF shall operate as a program under the Lutherville Timonium Recreation Council (LTRC) a non-stock, non-profit, non-political, and non-sectarian corporation, organized under the laws of the State of Maryland and be subject to the By-Laws, rules, regulations and board decisions of the Lutherville Timonium Recreation Council.
Section 2. Mission Statement – The purpose of LTRCYF shall be to provide an atmosphere for children to learn about the American game of full contact football, sportsmanship, self-discipline, responsibility, teamwork, trust, honesty and personal achievement. LTRCYF will accomplish this by providing a teaching environment that promotes fun and safety first while challenging the children to always try their very best and accept the results of that effort.
Section 3. LTRCYF shall participate in the Upper Chesapeake Youth Football League (“UCYFL”) and accordingly adhere to all rules and regulations set forth by the governing board of the UCYFL.
Section 4. LTRCYF shall raise all required funds to achieve its above stated purpose, and pay its legal debts, if any.
Section 1. Membership in the football program operated by LTRCYF, subject to the number of memberships available and the limitations and rules set by UCYFL and LTRC and those herein, shall be open and accorded to each eligible youth or youths who wishes to participate in the football program as a player, including the payment of an appropriate membership donation as described below. Membership shall be limited to the number determined each year by the Board of Directors no later than July 31st.
Section 2. Eligible youths will be those boys/girls that meet all medical and other qualification requirements as may be determined from time to time by the Board of Directors and those prescribed by the LTRC and UCYFL..
Section 3. Players are those eligible youths who are participants in the football program operated by LTRCYF and have paid the appropriate membership donations if so required.
Section 4. Team rosters are filled with players on a first-come, first-served basis based on attained age and weight limits as prescribed by the UCYFL.
Section 5. Membership Donations are required to be paid by each player to assist in funding the cost of running the LTRCYF program. The dollar amount of the membership donation will be set annually by the Board of Directors and is to be set at an amount deemed adequate to cover the operating costs of the LTRCYF program. The Board of Directors will have the right to waive the required membership donation for those players whom the Board of Directors deems as not having the necessary financial resources to make such a payment.
Section 1. Board meetings of LTRCYF shall be held during the months of January, March, May, June, August and October. The specific date, time and location shall be designated by the Chairperson.
Section 2. The meeting held in January shall be considered the annual meeting of LTRCYF, at which time annual reports shall be presented and officers installed.
Section 3. The Chairperson may call special meetings whenever deemed necessary or in the best interests of LTRCYF or its football program.
Section 4. Notification of any meeting of LTRCYF, other than those regularly scheduled, shall be made in writing, email, or by telephone to all Board members prior to the date of the meeting.
Section 1. The Directors of LTRCYF shall be, in order of succession: Chairperson, Ex-Officio, Blue Commissioner, Gold Commissioner, Treasurer, Director of Equipment, Director of Fundraising, and Secretary.
A. Directors shall be elected at the annual meeting held in January for the term that fits their position as described in Article VII, commencing immediately in the year in which elections are held and expiring upon election of a successor.
B. Any individuals wishing to run for a position on the Board of Directors may do so by having their name nominated from the floor. The nominating committee (or current Chairperson) must be notified of their desire to run for a position on the Board of Directors no later than January 1st of the election year.
C. Each currently active head coach and assistant coach that are not running for a position on the Board of Directors will have one vote for electing Directors and each player’s (players that participated in the previous season) household, represented by a parent or guardian shall have one vote. In the event of multiple siblings in a household or a parent / guardian being an active head or assistant coach, the household will have only one vote.
D. You must be physically present at the annual meeting to cast a vote.
E. The method of election will be by secret written ballot. A simple majority (1/2 plus 1) will constitute a winning vote. There being only one candidate for an office, the election will be by voice vote.
F. The date, time and location of the annual meeting will be posted no later than January 1st of the election year on the official LTRCYF web site as will the names of those candidates running for office. In addition, if deemed necessary a flyer providing the same information will be mailed to all households that participated in the previous season.
Section 3. All officers can be re-elected to the same or other offices.
Section 4. All officers can be elected for unlimited consecutive terms.
Section 5. Officer Vacancy – In the event the Chairperson does not complete his/her term, the position will be filled in the order of succession as noted in Article V section 1. In the event of any other office vacancy, the Chairperson shall have the right to appoint an individual to fill the vacancy for the remainder of the term.
Section 1. The Chairperson and Secretary of LTRCYF, respectively, shall act as Chairperson and Secretary of the Board of Directors.
Section 2. Official business shall be conducted only in the presence of a quorum which shall consist of a minimum of 50% of the Board of Directors. Any official business brought to vote will require a simple majority unless otherwise stated in these by-laws. Members of the Board of Directors may vote by written proxy if they provide their written vote to the chairperson prior to a Board of Directors meeting. The Chairperson shall only vote during a Board of Directors vote in the case of a tie. One vote shall be accorded to each member of the Board of Directors. An individual may not vote more than once even if they posses multiple votes as a result of holding multiple positions on the Board of Directors.
Section 3. Any member of the Board of Directors with just cause may motion to have any other member of the Board of Directors dismissed. The Board member making the motion must present the reasons for dismissal to the Board of Directors. The member up for dismissal will then be permitted to respond to the Board of Directors concerning the allegations. Dismissal of a member of the Board of Directors requires a 2/3rd’s majority vote of the Board of Directors.
Section 4. The duties of the Board of Directors shall be to:
a. Ensure that LTRCYF and its football program function in an orderly manner.
b. Ensure that LTRCYF and its football program remain in compliance with all applicable rules of the UCYFL.
c. Set, maintain and adhere to all policies and procedures of LTRCYF and its football program.
Section 7. Any member of the Board of Directors unable to attend a meeting shall notify the Chairperson and state the reason for the absence in advance of the scheduled meeting time. If a Board of Directors member is unexcused from two consecutive meetings, the member’s resignation shall be deemed to have been tendered.
Section 1. Chairperson. The Chairperson shall preside over all meetings of LTRCYF. He/she shall coordinate the work of the Board of Directors and all committees to ensure that the football program is of high quality. To this end, the Chairperson shall be an ex-officio member of all standing and ad hoc committees. The Chairperson shall be liaison to the league and to LTRC and attend all LTRC meetings and UCYFL meetings. This is a two-year term, election in odd numbered years.
Section 2. Blue Commissioner. The Blue Commissioner shall be responsible for all teams in the following age groups: 14-U, 12-U, 11-U, 10-U. Responsibilities include: being available to assist all teams and coaches during practice and home games, rules disputes and representing LTRCYF at UCYFL meetings. This is a two-year term, election in odd numbered years.
Section 3. Gold Commissioner. The Gold Commissioner shall be responsible for all teams in the following age groups: 6-U, 7-U, 8-U, 9-U. Responsibilities include: being available to assist all teams and coaches during practice and home games, rules disputes and representing LTRCYF at UCYFL meetings. This is a two-year term, election in odd numbered years.
Section 4. Secretary. The Secretary shall record and distribute the official minutes of all meetings. Minutes shall be kept for reference. The Secretary shall perform other duties assigned by the Chairperson which includes attending monthly UCYFL meetings, updating information on the web-site, communicating game scores and other information to the UCYFL, as well as updating and maintaining the UCYFL roster database. This is a two-year term, election in odd numbered years.
Section 5. Treasurer. The Treasurer shall receive all monies of LTRCYF. The Treasurer shall keep an accurate record of all receipts and expenditures and pay funds in accordance with the budget or as approved by a majority of the membership or Board of Directors. The Treasurer shall present an annual financial statement and report at the annual meeting and provide copies to all Board of Director members and to program participants, upon request. The Treasurer shall be responsible for having all receipts and paperwork in order at the end of the year. This is a two-year term, election in odd numbered years.
Section 6. Director of Equipment. The Director of Equipment shall be responsible for all equipment and uniform inventory, replacement, ordering, as well the re-certification of all football equipment. The Director of Equipment is also responsible for organizing and attending all equipment handout and return sessions. This is a two-year term, election in odd numbered years.
Section 7. Director of Fundraising. The Director of Fundraising shall be responsible for coordinating and overseeing all fundraising activities undertaken by the program which includes the Bull Roast, and all other events. This is a two-year term, election in odd numbered years.
Section 8. Ex-Officio. The Chairperson from the prior term shall serve a subsequent 2 year term following their resignation as Chairperson. They will assist in the transition of the program to the new Chairperson and perform any other duties as deemed necessary by the Chairperson.
Section 1. Head coaches shall be appointed annually by the directors via a simple majority vote of the directors (including the Chairperson). The Commissioners shall make his/her head coaching recommendations for the teams to the officers prior to the vote. In the event of a tie of the officers’ votes the Commissioner’s vote shall be the tie breaker. The effective date of the appointments shall be the date of the March Board meeting even if the appointment occurs subsequent to that date. Head coaches are assigned annually.
Section 2. Head coaches shall be responsible for each of their respective teams. This includes but is not limited to the staffing of assistant coaches, the staffing of a team mom, overseeing and participating in the teaching of all aspects of the game of football too their players, ensuring the compliance of all rules, regulations and administrative tasks required of individual teams by LTRCYF and the UCYFL, planning and managing practices and games and adhering strictly to the mission statement of LTRCYF.
Section 3. Any member of the Board of Directors with just cause may motion to have a Head Coach dismissed. The Board member making the motion must present the reasons for dismissal to the Board of Directors. The Head Coach up for dismissal will then be permitted to respond to the Board of Directors concerning the allegations. Dismissal of a Head Coach requires a simple majority vote of the Board of Directors. Assistant coaches may be dismissed at the sole discretion of either their head coach or either of the commissioners.
The Board of Directors may create one or more Standing Committees, as it deems necessary to promote the objectives and purpose of LTRCYF and its football program. The leader of these committees shall serve at the discretion and pleasure of the Chairperson.
Section 1. All funds shall be deposited in a bank or other depository as established and required by LTRC.
Section 2. The Board of Directors of LTRCYF and the Treasurer of LTRC must approve any and all disbursements of funds in excess of $250.00. Any disbursements of funds in an amount of $250.00 or less shall require only the approval of the President or the Treasurer of LTRCYF and the Accountant or Treasurer of LTRC. Either the Chairperson or Treasurer shall sign any and all disbursements requests to be submitted to LTRC. All disbursements of LTRCYF funds must be supported by original receipts.
Section 3. All bills or expenses incurred by LTRCYF or its football program are to be reported to the Board of Directors and paid via check request from LTRC by the Chairperson or Treasurer in a timely manner.
Section 4. An annual cash basis financial statement is to be prepared and submitted, as described above in Article VII, Section 6.
Section 5. All fund-raising projects must have the prior approval of the Board of Directors. Within thirty (30) days of completion of any fund-raising project, a detailed income and disbursement report must be submitted to or by the Treasurer with the net profits being deposited.
Section 1. These Bylaws may be amended at any regular Board of Directors meeting of LTRCYF by a two-thirds majority vote of the Board of Directors. Any and all proposed amendments shall be submitted in writing to all Board members thirty (30) days prior to the beginning of any regular meeting of LTRCYF.
Sections 1. No part of the net earnings of LTRCYF shall inure to the benefit of, or be distributed to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, LTRCYF shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code, or (b) by an organization contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code or corresponding section of any future federal tax code.
Section 1. The fiscal year shall commence on the first day of January and shall end on the last day of December.
Section 1. In the event of the dissolution of LTRCYF, all funds remaining after all legal debts are paid shall be automatically and promptly transferred to LTRC, or its successor organization, if any, for use by such organization.
Section 2. In the event of the dissolution of LTRCYF, all of its physical and tangible property shall be automatically and promptly transferred to LTRC.
Adopted: LTRCYF Meeting
Tuesday December 16, 2014