VESTAVIA HILLS PARKS AND RECREATION
NFL Flag Football Vestavia
The primary purpose of Vestavia Hills Youth Flag Football (hereinafter referred to as VHYFF) is to provide boys and girls the opportunity to participate in the game of flag football. The overall objective of VHYFF is to facilitate an increase in the knowledge, skills, sportsmanship and self-esteem in each participant. VHYFF is currently a member organization in NFL Flag, and shall abide by the operational procedures as set forth by the NFL.
A. GOVERNING BODY
VHYFF is an autonomous organization; provided however, that the Parks and Recreation Board shall have ultimate responsibility for making all supportive and administrative decisions and coordinating all parks activities. VHYFF shall have a Parks and Recreation Board member as a non-voting member of their Board however; a Park Board member may not serve in any capacity other than assistant coach. The Parks and Recreation Board President shall appoint the board member. VHYFF shall have a Parks and Recreation staff member as a non-voting member of their Board appointed by the Parks and Recreation Director. Use of all park facilities shall be scheduled and coordinated through the Parks and
Recreation Staff Member. VHYFF shall establish and enforce safety standards. The President of the Park Board shall serve with complete severance of any officer involvement. The Park Board shall have authority to remove any officer of the VHYFF Board. Should the Park Board deem it necessary to remove an officer, said individual may not later be reinstated by VHYFF, nor may said individual be eligible to hold any other office of VHYFF. VHYFF shall have the necessary authority to enforce disciplinary rules set forth in its By-Laws and rules governing play. The Park Board may take such action, as it deems appropriate should VHYFF fail to comply with any provision of the By-Laws. A MEMBER of VHYFF shall be defined as the parent(s) or legal guardian(s) of the participant(s) in the program during the prior or current fiscal season.
B. EXECUTIVE BOARD
VHYFF shall have an Executive Board that will consist of a President, a Vice President, a Secretary, a Treasurer and Past President
The Executive Board shall be elected by the members of VHYFF and shall serve as the voting body of VHYFF for the then current year’s term. If any elected officer is unable to complete his/her term of office, the Executive Board, composed of all elected officers, shall appoint a person to complete the term of office to fill such vacancy; provided however, if the President is unable to complete his/her term, the Vice President shall serve the remaining term of the President and the Executive Board shall appoint a person to fill the Vice President’s position. All members of the Executive
Board shall assume their duties March 1st through February 28th of the following year.
C. ELECTION PROCESS
Members of the Executive Board shall reside within the city limits of Vestavia Hills or have children that are otherwise eligible to attend Vestavia Hills City Schools. VHYFF shall elect officers annually. The Executive Board shall appoint a nominating committee of at least three members (excluding the President), not less than forty-five (45) days prior to the election. Thirty days (30) prior to the date for election of officers, the individuals selected by the nominating committee shall be posted in the Recreation Center and emailed to all members that have submitted an email address, along with the date, time, and location of the VHYFF election. Additional individual nominations other than those selected by the nominating committee may be made by notifying the Chairman of the nominating committee no less than fourteen (14) days prior to the election. No nominations will be accepted subsequent to the fourteen (14) day dead line. All members present on the election date shall vote upon the nominees selected. Each officer being voted upon shall be elected by a majority vote of those entitled to vote and present at the election. No absentee ballots may be accepted. The parent(s) or legal guardian(s) of the participant(s) in the program during the prior fiscal season shall be entitled to vote, not to exceed two votes per family. Names of elected officers shall be posted in the Recreation Center at conclusion of the election.
D. DUTIES OF OFFICERS
The President shall have general supervision of the VHYFF program. He/she will act as the official representative of VHYFF at all times. He/she shall call all meetings, set the agenda and attend in person or through an appointed designee, all Park Board Meetings.
The Vice President will give general assistance to the VHYFF President. He/she assumes all of the President’s duties in the absence of the President.
He/she is responsible for the financial transactions of VHYFF. He/she must keep accurate records and accounts of all VHYFF transactions. He/she shall provide an audited record of all financial transactions of VHYFF on an annual basis. NOTE: Financial accountability is of paramount interest to the Park Board; therefore, VHYFF, which holds funds in the VHYFF operation, shall provide an audited record of all financial transactions on an annual basis. The audit must be completed no later than December 31 each year and submitted to the Park Board no later than its regularly scheduled February meeting.
The Secretary will make a notation of all members present and shall keep
accurate minutes of Executive Board meetings with a copy submitted to the Park Board liaison; shall maintain a mailing list of the current membership of the VHYFF; shall keep an official copy of the VHYFF By-Laws and specific flag football rules, including all amendments; shall handle all correspondence pertaining to the VHYFF; shall notify all officers of special called meetings; responsible for conducting the annual election in accordance with Election Process in these By-Laws. He/she will distribute and pick up the Head Coach evaluation forms.
Each Division Representative elected shall attend in person or through an
appointed designee, all contests that his/her division plays. He/she shall provide updated reports to the Executive Board at regular meetings.
To be selected by the Executive Board from applications received. This shall take place on or around August 15th of each year, but no later than August 31. There shall be an appropriate number of coaches chosen for each age group in VHYFF so that the number of team members is no less than 6 and no more than 10. It is the responsibility of the head coach to choose his/her assistants; the appointed assistants and number of assistants must meet the criteria of VHYFF. If a coach is chosen for a particular age group, and for whatever reason, cannot fulfill his/her obligation to remain head coach, the Executive Board has the option of either choosing a coach that was on the list of candidates or look for a new coach. Prior experience in another sport or league is preferred.
The President of VHYFF shall schedule all meetings pertaining to any business of or for this association. VHYFF Board meetings are to be held at minimum once every two months from June to November and as necessary during December to May. All meeting times shall be posted at the Civic Center at least 2 weeks in advance. The Parks and Recreation Staff member shall be notified at least 2 weeks in advance.
F. AMENDING THE BY-LAWS
The By-laws may be amended or added to by a simple majority of the Executive Board provided a quorum is present. If the By-laws are changed in anyway, the changes will not be in effect until the Parks and Recreation Board approve the changes.
VH Park Board Approved: July 18, 2017