HAMPTON ROADS AMERICAN YOUTH FOOTBALL
CONFERENCE BY-LAWS AND GENERAL RULES
Revised August 6, 2015
HAMPTON ROADS AMERICAN YOUTH FOOTBALL
CONFERENCE BY-LAWS AND GENERAL RULES
PART I — By-Laws
A-1 Name. The name of this organization is the Hampton Roads American Youth Football Conference (HRAYFC). The HRAYFC is a non-profit organization within the meaning of the statutes and regulations of the Commonwealth of Virginia and the United States of America. HRAYFC is a League officially chartered by the internationally recognized American Youth Football, Inc. (AYF) headquartered in Miami, FL.
A-2 Purpose. The sole purpose of HRAYFC is to provide the youth of HAMPTON ROADS Virginia including Williamsburg with organized, adult-supervised, healthy football and cheerleading programs consistent with AYF rules. In doing so, this organization will constantly promote the ideas of fellowship, community spirit, good sportsmanship and fair play while ensuring that proper training; instruction, safety and equipment are furnished to the participants.
A -3 Definitions.
- The term “Applicable Rules” as used herein shall mean formally adopted AYF rules or other formally adopted rules by AYF Atlantic Region, HRAYFC, or individual Association rules so long as such rules are allowed by AYF rules for the subject matter at hand. Refer to the American Youth Football Official Rules and Regulations Handbook for more details.
- The term “League” shall mean the HRAYFC.
C. Associations: The term “Association” is utilized in the identification
of 2 different types of Associations, as follows:
- Charter Members — The Founding Members who established this Charter of the AYF.
- Association shall mean as any group with three or more football teams, who has by-laws, has an AYF membership as provided in AYF rules and shall further mean an organization that has approved by-laws, has been approved as a HRAYFC Association, is in receipt of AYF correspondence indicating that the organization is has approved rules regulations / by-laws, has paid the requisite fees during the calendar year as prescribed by HRAYFC, and has 1 vote by the Association spokesperson on HRAYFC voting matters.
- Chartered Association shall mean a group meeting the same criteria as an Association, however has been dedicated an AYF Charter (see Associations and Areas below) by the AYF National Membership Office, is in good standing with HRAYFC and has 1 Charted Member vote by the said President on HRAYFC voting matters that have
been designated by the President of the HRAYFC to administer American Youth Football in HAMPTON ROADS AND THE SURROUNDING AREAS.
D. The term “Association in Good Standing” shall mean an Association whose fee payments to HRAYFC are current, official fees are current, and are not subject to any pending or future known disciplinary action, insurance is paid or the prescribed date that is requested/required for ALL organizations (late fees and penalties will be imposed, FEES are to be paid at the time set forth or subject to forfeitures of the next game and police background/background checks will be performed in accordance with the mandated requirements set forth.
- If the Associations Presidents/affiliations thereof do not meet the requirements in the aforementioned “Good Standing” bylaws then this will be considered a disqualifying criteria/s for the HRAYFC, and the Association will immediately forfeit their rights to vote and otherwise participate in the business of the HRAYFC.
(NO EXCEPTIONS ALLOWED, in lieu of background checks).
- Also noted that if you are late on proposed fees, or have nonattendance in 2 meetings while serving on a probationary period Term for two (2) years, then this likewise forfeits your rights to vote in any capacity concerning the organizations and its affiliates for the length of your affiliation for the two (2) years. After which time the Charter Members will meet for review to reinstate your privileges once your organization has meet the qualifications upon receiving you into the league for another term deemed by the President of the League.
- Each association shall provide and/or update organizational information documentation required by the league. All associations must re-apply for membership each year. Membership forms are due by July 1 of each year. All AYF fees and HRAYFC fees must be paid by April 1st of the current year. After four consecutive years the association will receive full membership.
4. Probation Association shall mean any group with two or more football teams in their first year of existence in HRAYFC (who has by-laws), has an AYF membership as provided in AYF rules, and shall further mean an organization that has approved bylaws, has been approved as a HRAYFC Probationary Association, has paid the requisite fees during the calendar year as prescribed by HRAYFC, yet does not have HRAYFC voting rights during its probationary year. Length of Probation year shall not exceed 2 years.
E. The term “Individual Team” means any team that participates in the HRAYFC belongs to an association.
A-4 Organizational Structure and Membership.
A. General. HRAYFC is a youth football and cheerleading league that falls under the jurisdiction of the AYF and participates in the AYF Atlantic Region. The League is comprised of an Executive Board, Commissioners (Football and Cheerleading) Deputy Commissioners, various committees or other positions of responsibility, Associations, and teams. Associations are comprised of a management unit (e.g., Board of Directors), various committees or other positions of authority, and individual teams, which are further, comprised of coaches, other positions of responsibility, and youth participants.
B. Volunteers. All persons holding any position of responsibility within HRAYFC shall serve as volunteers without remuneration except contracted sports officials (referees, umpires, scoreboard officials, announcers, photographers etc.) However, volunteers will be allowed compensation for out-of-pocket expenses that they have directly incurred in their service for HRAYFC by approval of the Executive Board.
- Adult Volunteers (Coaches, Team Moms, Trainers, etc.) Adult volunteers having any contact with children shall meet all qualifications established by Applicable Rules for the position in question and shall be subject to a police background check prior to undertaking his or her responsibilities.
- Coach Trainees. Coach trainees shall be at least sixteen (16) years of age and meet all qualifications as established by Applicable Rules.
- Youth Participants Youth participants shall be football and cheerleading participants between the ages of five (5) and fifteen (15), both ages inclusive and shall meet all qualifications established by Applicable Rules.
D. Finances. HRAYFC functions on a fiscal year basis. The fiscal year begins on January 1 and runs through December 31 of each year. HRAYFC functions primarily through fees collected from Associations/teams, sponsorship donations, and other Executive Board approved fundraising activities.
1. Annual Fees
- HRAYFC annual league fee will be ONE ($100.00) hundred dollars per team associated with HRAYFC. Each team associated with HRAYFC will pay an annual fee no more than 30 days from the date the Association/Team(s) are approved by the HRAYFC board. The league fee help defray league expenses. (e.g.)
2. Fees & Fines
a. All fines are due and payable within 1 week of written notification of fine buy the Executive Board. If not paid in that time, the Conference Member will lose its voting privileges, if applicable, until the Treasurer receives payment.
|Cheer Fee (affiliated)||$50.00|
|New Association Join Fee||$250.00|
|AYF (per fee)||$30.00|
|Referee Estimates||$25.00 per TM, MM (2 refs required|
|at each game).|
|$25.00 per Cadet, JPW, PW, Jr.|
|Midget, Midget (3 refs required at|
|$25.00 per AA – Unlimited (3 refs per|
$200 Fine for non-compliance per
|Team Commitments||$150.00 Fine for failure to meet team|
|Game Day Forfeits||Referee will be paid by forfeiting|
|$50.00 incurred after 30 days on any|
|$25.00 fine for every five minutes|
b. Each Association/Team that participates in HRAYFC shall collect its own individual participant registration fees, the amount of which shall be up to the sole discretion of each Association/Team while adhering to the minimum participant fee established by the HRAYFC Executive Board for that year. Each Association/Team that participates in HRAYFC shall pay, no more than 3o days from the approval date of the Association/Teams by the HRAYFC board, to HRAYFC certain fees pursuant to the aforementioned annual fee schedule approved by the HRAYFC Executive Board. Fees for individual youth participants that join after the first regular season game or thereafter, shall be due to the registering HRAYFC Association/Team with a revised copy of the affected teams’ roster being forwarded to the Football Commissioner prior to the newly registered player participating in a sanctioned game. Failure to forward the revised roster to the Football Commissioner prior to the new player participating in a sanctioned game SHALL result in the offending Association/Team to be ineligible for competition until a corrected roster is provided.
2. Sponsorship Donations. HRAYFC may solicit sponsorship donations from persons, business, and other organizations. Such sponsorships shall be used to defray league expenses, to provide financial assistance for players/cheerleaders registrations as needed, or as the Executive Board otherwise deems appropriate. Associations possessing their own Internal Revenue Service tax/employer identification number may seek and keep for their own use sponsorship donations. Any Association or Team who uses HRAYFC’s employer/tax identification number shall deliver any and all donations to the HRAYFC Treasurer, who shall keep such funds earmarked for the sole use of said Association or Team.
- Charter Members. These members shall/will serve a lifetime term on the Executive Board without any cause for termination during their tenure. Theses members will also serve as lifetime members (of the HRAYFC League), preserving their rights as active participants in having final say so concerning any/all matters concerning the aforementioned league for its lifetime while operational. They will also serve as voters and in an advisory capacity for the remainder of this operational organization.
The Founding Members of this organization are as follows: Ralph Moore, Kerry Moore, Vincent (Vince) Carey, and Timothy (Tim) Clark.
- Executive Board. The Executive Board shall manage the affairs of HRAYFC.
1. Executive Board Membership. The Executive Board shall consist of the (1) HRAYFC Executive Officers, (2) HRAYFC President, (3) Vice President, (4) the HRAYFC Football Commissioner, (5) the HRAYFC Cheerleading Commissioner, (6) the HRAYFC Treasurer, and the (7) HRAYFC Secretary, and (8) Executive Director.
2. Voting. The Executive Board (as described above) and only the Presidents of Associations (or assigns) in good standing, may vote on matters before the Executive Board. The HRAYFC President, or the HRAYFC Vice-President when acting for the President pursuant to these by-laws, shall vote in the case of a tie vote. Each Association shall have only one vote.
3. Appointment/Removal of Association Presidents.
a. Appointment. The President of each Association eligible for membership on the Executive Board, elected or appointed to said position in accordance with the Association’s By-laws, shall serve on the Executive Board. Each Association shall appoint an Association official (e.g. Vice President) to represent the Association on the Executive Board if the Association President is unable to attend Executive Board meetings or otherwise conduct Executive Board business.
b. Removal. Upon proper motion of any Executive Board member, the Executive Board may, upon 2/3 majority vote, remove, for sufficient cause, an Association representative from future participation in Executive Board meetings or other Executive Board activities. In such case, the affected Association shall appoint another person to sit as a voting member of the Executive Board.
4. Appointment/Appointment Process/Term of Office/Removal
The Associations (Probationary Associations are excluded) on the Executive Board or officers shall appoint, upon simple majority vote, the HRAYFC board member.
Association Officers may be appointed as HRAYFC Officers. If an Association President is appointed as a HRAYFC Officer, then the affected Association shall fill the vacancy with a duly authorized representative to serve as that Association’s voting member on the Executive Board.
- Qualifications to be Considered for Board Positions
Each year before the appointment process begins; the Executive Board may develop and publish the minimum qualifications necessary for a person to be considered for an officer position.
- Appointment Process
During the first month after these By-Laws become effective and during the months of December to the following January each year thereafter, the Executive Board shall accept nominations from all Associations to fill HRAYFC Officer positions for the upcoming year. During the second month after these By-Laws become effective and during the month of February each year thereafter, the Executive Board shall vote by secret ballot to appoint one of the nominees to fill each position.
- Nominating Committee.
The Executive Board may elect to utilize the services of a Nominating Committee to facilitate the recruitment and screening of potential nominees for Officer positions. In such case, the Executive Board, by no later than the September meeting of the Executive Board, shall appoint a committee charged with developing a list of nominees. All nominations must be received in writing.
- Term of Office.
HRAYFC Executive Board Officers shall serve five (5) year terms of office. A Board members’ position is a two (2) year term beginning on January 31 and ending January 30 unless a Board of Directors or officers resigns or was removed for cause.
Upon proper motion by any Executive Board member, the Board Member may, upon-majority vote, remove a board member for sufficient cause. Upon removal of a Board member, the Executive Board shall accept nominations from adult volunteers and vote by secret ballot to appoint a replacement.
5. Officer Duties on the Board of Directors
- President. The President presides at all meetings of the Executive Board, conducts meetings in accordance with Robert’s Rules of Order and votes only in the event of a tie vote. The President shall represent HRAYFC on all business AT REGION/NATIONAL, otherwise delegated to or appropriately handled by the HRAYFC Football Commissioner or HRAYFC Cheerleading Commissioner) between HRAYFC and other entities including the community, the Atlantic Region and/or AYF. The President shall ATTEND ALL duties as assigned by the Executive Board.
- Vice-President The Vice-President shall fulfill duties of the President upon the President’s absence or inability to perform his or her duties. The Vice-President shall perform such other duties as assigned by the Executive Board.
c. Secretary. The Secretary shall maintain a permanent and
accurate file of all records and documents of the HRAYFC, notify members of meetings of the Executive Board, record and publish the minutes of all such meetings (including the names of all attendees), maintain a master file of HRAYFC membership (including Association Boards of Directors and team/squad rosters), publish a master list of Head Coaches within the league, and publish and update the HRAYFC calendar approved by the Executive Board. The Secretary shall perform such other duties as assigned by the Executive Board.
d. Director. The Director shall fulfill all duties as directed by the Executive board, assist and maintaining order with in HRAYFC.
e. Treasurer. The Treasurer shall maintain a checking account in the name of HRAYFC maintain an accurate accounting of all HRAYFC receipts and disbursements, HRAYFC financial statements and, for Executive Board approval, an annual H RAYFC budget. Treasurer shall make such payments from the organization funds. It requires the signature of both the Treasurer and the Conference President for all checks written on the Conference account. Treasurer shall also perform duties that may be assigned by the Executive Board. In the event of the absence or disability of the Treasurer, the Executive Officers may appoint an Assistant Treasurer to perform, under the direction of the Executive board the duties Treasurer. The Treasurer shall perform such other duties as assigned by the Executive Board.
6. Meetings. The Executive Board shall meet at least eight (8) times throughout the year or more frequently as requested by the HRAYFC President or any two Executive Board members. If you or a Representative from your Organization misses a meeting, you cannot vote at the next meeting. If you are thirty minutes late from the start time, then you are considered absent from the meeting. All meetings shall be conducted in accordance with Robert’s Rules of Order. The Executive Board may invite the Commissioners and Committee Chairpersons to provide information and/or participate in Executive Board discussions.
7. Voting. An Executive Board vote shall only take place if a quorum (50%) of the Executive Board and Eligible Association Presidents in good standing to vote is present either in a face-to-face meeting or a telephone conference. All votes shall be taken by the President upon a properly seconded motion and the opportunity for discussion. Unless specifically stated otherwise herein, all votes shall be by simple majority (51%) vote.
8. Commissioners. There shall be a Football Commissioner, a Cheerleading Commissioner (hereinafter collectively “Commissioners”) who shall be in charge of the day-to-day operations of the football, cheerleading and scholastic programs. Any rule not previously submitted to the Executive Board for review or vote, and or any changes to current rules, must meet the approval of the Executive Board, and must be submitted in writing, no less than 5 business days, for vote, unless otherwise approved by the President.
1. Appointment/Appointment Process/Term of Office/Removal of Commissioners
a. Appointment. The Executive Board shall appoint, upon simple
majority vote, the HRAYFC Commissioners. Association Officers maybe appointed as HRAYFC board. If an Association President is appointed as the HRAYFC President, then the affected Association shall till the vacancy with a duly authorized representative to serve as that Association’s voting member on the Executive Board.
b. Qualifications to be Considered for Commissioner Positions. Each year before the appointment process begins; the Executive Board may develop and publish the minimum qualifications necessary for a person to he considered for a Commissioner position.
c. Appointment Process. During the first month after these By-Laws become effective and during the months of December to following January each year thereafter, the Executive Board shall accept nominations from all Associations to fill HRAYFC Commissioner positions for the upcoming year. During the second month after these By-Laws become effective and during the month of February each year thereafter, the Associations in Good Standing on the Executive Board shall vote by secret ballot to appoint one of the nominees to fill each position.
d. Nominating Committee.
The Executive Board may elect to utilize the services of a Nominating Committee to facilitate the recruitment and screening of potential nominees for Commissioner positions. In such case, the Executive Board, by no later than the September meeting of the Executive Board, shall appoint a committee charged with developing a list of
2. Commissioner Duties
a. Football Commissioner.
The HRAYFC Football Commissioner has authority to make day-to-day operational decisions regarding the HRAYFC football program, including, but not limited to, rules enforcement, scheduling, field assignments, player assignment disputes between Associations, and rules disputes. The Football Commissioner shall communicate regularly with the Executive Board, Cheerleading Commissioner, Association Directors of Football Operations, (or similar title such as “Football Commissioners”) and Head Coaches, when appropriate, to facilitate compliance with rules and conduct other business. To this end, the Football Commissioner may call league-wide mandatory attendance meetings of the Association Directors of Football Operations (and coaches, as appropriate). The Football Commissioner shall be the final arbiter of rules disputes related to games (that do not amount to a game protest) appealed to him/her after a decision by a Deputy Commissioner or in the absence of the pertinent Deputy Commissioner. The Football Commissioner shall:
1) Enforce all Applicable Rules;
- Preside at all meetings of the Association Football Commissioners, and/or Coaches;
- Promote and ensure safe and healthy competition at all games;
- Arrange for game officials unless an alternative arrangement is made with an Association;
- Appoint the League Weight Master for certification
- Establish and publish the certification weigh-in
- Ensure Field Marshals are trained and certified;
- Approve and publish the proposed pre-season, regular season, intra-league postseason, and bowl game schedules;
- Publish League, Regional, and National Playoff
10) Interface with officials from other leagues and regions and gain appropriate Atlantic Region approval for inter-league and inter-region games;
- Review and approve all Association/Individual Team football rosters;
- Publish deadlines for the submission of paperwork for all AYF activities potentially affecting Association teams;
- Approve and forward any paperwork required by the Region or Nationals;
- Ensure all Associations/Individual Teams have complied with AYF registration and insurance requirements;
- Perform such other duties as assigned by the Executive
- Ensure all Association fields are verified in writing by
July 15th .
b. Cheerleading Commissioner. The Cheerleading Commissioner is responsible for ensuring that all participants in the cheerleading program follow all Applicable Rules. The Cheerleading Commissioner shall communicate regularly with the Executive Board, Association Cheerleading Commissioners and Head Cheerleading Coaches to facilitate compliance with such rules and conduct other business. To this end, the Cheerleading Commissioner may call mandatory league-wide meetings of the Association Cheerleading Commissioners (and coaches, appropriate). The Cheerleading Commissioner shall:
1) Enforce all Applicable Rules;
- Preside at all meetings of the Association Cheerleading Commissioners, and/or Coaches;
- Promote and ensure safe and healthy competition at all games;
- Publish the proposed pre-season, regular season, intra-league postseason, and bowl game football schedules;
- Plan, coordinate, and execute an intra-league cheer competition;
- Interface with officials from other leagues and regions and obtain appropriate Atlantic Region approval for cheer competitions outside the league;
- Publish information regarding cheer competitions outside the league;
- Review and approve all Association/Individual Team cheer rosters;
- Publish deadlines for the submission of paperwork for all AYF activities potentially affecting Association teams;
10) Approve and forward any paperwork required by the Region or Nationals;
11) Sign HRAYFC cheerleader identification cards,
if applicable; and
12) The Cheerleading Commissioner shall perform such other duties as assigned by the Executive Board.
1. Scheduling Committee. There shall he a Scheduling Committee consisting of a representative from each jurisdiction hosting football games for the upcoming season. Recommend that the Scheduling Committee appoint a person to serve as the Master Scheduler who will coordinate and develop the game schedule with input from those established jurisdictions. The Scheduling Committee will develop and present a proposed pre-season and regular-season schedule that must be approved by the Executive Board before publishing to the League.
2. Ad Hoc Committees. The Executive Board may create standing and/or ad hoc committees as appropriate.
3. Appointment and Duties of Committee Chairpersons. The Executive Board shall appoint Committee Chairpersons for the Scheduling Committee and/or any ad hoc committees created by the Executive Board. Committee Chairperson shall perform duties as assigned by the Executive Board and may be relieved of their respective positions for sufficient cause by the Executive Board.
A-6. Coaches and Other Team Officials and Volunteers
- BACK GROUND CHECKS. All Volunteers within HRAYFC Will be required to have a background check completed. Executive Board will establish a deadline no later than June 1st and assist the background Criteria. Presidents of association will decide the criteria for disqualification.
- Head Coaches. Head Coaches have daily personal contact with the community’s children, and by definition and tradition, serve as important role models and mentors. Head Coaches must be at least 21 years old, meet all the qualifications set forth in Applicable Rules and must have at least one-year relevant coaching experience. Associations shall select their Head Coaches and ensure the Background Check application is fully completed and submitted to the Football Commissioner. IMPORTANT NOTE: Selected Head Coaches must attend ALL mandatory HRAYFC Commissioner meetings to ensure proper understanding of League policies and expectations. All selections for Head Coach positions may be reviewed by and, if sufficient cause exists, disapproved by the Executive Board. Associations may provide for rules governing “return privileges” (i.e., privilege of first refusal of the position) for Head Coaches relative to a particular age/weight division. Absent such rules, the following rules shall apply:
- Assistant Coaches, Coach Trainees, Team Mom/Dad, Trainers, Equipment Managers. These officials shall meet all qualifications in Applicable Rules. Unless an Association promulgates more stringent rules, Head Coaches may appoint as many Assistant Coaches, Coach Trainees, Team Mom/Dad, Trainers as AYF rules/rosters allow. Associations shall ensure background checks applications for these officials are fully completed and submitted to the Football or Cheerleading Commissioners, as appropriate. A copy shall also be supplied to the Secretary for HRAYFC record purposes. Such selections may be reviewed and, if sufficient cause exists, disapproved by the Executive Board.
PART II – General Rules
B-1 Code of Conduct.
A. AYF Code. Parents and Volunteers shall sign and adhere to the AYF Code of Conduct (Appendix A). Associations/Individual Teams shall deliver a copy of the
HRAYFC Code of Conduct to the participant’s parents or legal guardians upon registration of the participant. Coaches will read and adhere to the Coaches Code of Conduct (Appendix B) from the AYF Rules and Regulation.
- Sideline Area. Only official staff and players are permitted in the sideline area. Any person violating this rule will first he asked to leave the sideline area. A second warning will result in the removal of the offending person from the event. Refusal to leave the event will result in the forfeit of the game for the team the offending person is supporting. Each Association shall use a rope or tape barrier to clearly designate a “sideline area” goaline to goaline. Official staff and players must stay between the 25-yard lines.
- Rulings by Football Commissioner/Appeals. Alleged violations of the Code of Conduct shall be reported to the Field Marshal, in writing within 2 hours of the game, who shall relay the information to the Football Commissioner. The Football Commissioner shall gather the information he or she deems relevant, rule on the matter, and provide his written ruling to the complainant and respondent in writing within 5 days (confirmed receipt c-mails; certified return receipt requested mail). Parties may appeal the Football Commissioner’s ruling to the Executive Board no later than two business days after receipt of it. The Executive Board shall meet in Special Session to hear the matter, hear witnesses, collect documents etc. The Executive Board shall then rule on the matter and the decision will be made no later than 5 days after it has been brought to there attemtion. All Executive Board decisions are final.
B-2 Geographic Boundaries. There are no geographic boundaries in the HRAYFC region. Parents may choose to play, from year to year, in any Association or any Individual Team that they so choose (as long as the Association/Individual Team agrees). However, no coach may recruit or otherwise contact a player or the player’s family for purposes of recruiting if that player played on another HRAYFC team the season prior to the season for which the player is being recruited (refer to section B-3, below). Any coach that violates this provision is subject to sanctions by the Football Commissioner. Coaches may appeal the Football Commissioner’s ruling to the Executive Board who shall meet in Special Session to hear the matter.
B-3 Recruiting Players. In the spirit of having competitive football and cheerleading teams, coaches will be allowed to “recruit” players. The recruitment process is specifically defined as a coach identifying a potential player/participant and inquiring with the child’s parent as to the child’s and parent’s interest in your program. The following specific guidelines must be adhered to while “recruiting potential players”.
A child’s parent must be active in the entire recruiting process; potential players / participants are minors and cannot make legal decisions.
A registered player of an AYF team may not be contacted by a coach of another AYF team for purposes of changing teams or other reasons deemed unethical by the HRAYFC Executive Board once the season (August 1) has started. A coach can communicate with a player / parent of another team in the off-season if the communication was prompted by the player’s parent for the reason of providing a superior experience for the child in the upcoming year.
In accordance with AYF national rules and in the spirit of allowing all children to participate regardless of financial means, a child’s registration and related fees may be waived. However, under NO CIRCUMSTANCES may a coach entice a potential player to play for a specific team by providing a gift(s) The determination of “gift(s)” or “financial assistance to allow participation” would he determined by the HRAYFC Executive Board if not reconciled at the local Association level.
B-4 Establishment of Associations Any person(s) seeking to establish an Association must have at least 1tearn within its association and submit a written request to the Executive Board no later than May 1 of that football season. The written request shall set forth the following: 1) the proposed name of the Association; 2) by-laws of the Association; 3) proposed mascot and color scheme for teams; 4) proposed number of football teams and/or cheerleading squads in the first year; and 5) goal relative to the maximum number of teams anticipated in the future. The Executive Board shall consider the request and vote by simple majority vote whether to approve (in full or with modifications) or disapprove the request provided the Association has participated in HRAYFC the year prior. For Association requests from person(s) not participating the year prior as an Association and upon Executive Board approval, the requesting person(s) registration paperwork shall be forwarded to the closest HRAYFC/AYF chartered Association in the area for review to participate in a probationary “Mentoring” period of no less than 1 year as a Probationary Association/ Team(s) within that Chartered Association. If not accepted, the rejected Probationary Association/Team(s) may appeal to the HRAYFC executive board for inclusion in the HRAYFC league. Upon the Probationary Association/ Team participating in HRAYFC for 1 year without incident and being in good standing, the association may apply the following year to be a free standing Association with all HRAYFC Association privileges. The mentoring process will not include nor allow the Chartered Association having the right to solicit players at anytime from the Probationary Association/Team(s). The solicitation of players under these circumstances from these Probationary Associations/ Team(s) would be governed by typical HRAYFC bylaws, in the subsection of “recruiting” and considered a violation subject to penalty.
A) Mentoring Charter Responsibilities — Chartered Associations will be responsible for assisting and overseeing to the best of their ability but not limited to the following criteria upon acceptance of applications of Probationary Associations. Instructing probationary associations and insuring compliance with HRAYFC/AYF rules included in voted by-laws to include but not limited to, MPR, game field management in regards to HRAYFC rules, AYF Membership conformation, Proof of Insurance, Submission of HRAYFC/AYF rosters, Coaching certification — as deemed by mentoring charter, Background checks are preformed and viewed, Chartered association will be the lead for field coordination within that county. *Outside county association groups in the mentoring program will coordinate fields and submissions thru HRAYFC board.
B-5 Termination of Associations. All Associations serve as members of the HRAYFC and shall maintain their Association in Good Standing with the HRAYFC. Likewise, ALL COACHES, OFFICIALS, AND MEMBERS of the HRAYFC shall conduct themselves lawfully, civilly, and in a manner as to uphold the good reputation and standing of the HRAYFC in the community. The Executive Board, by majority vote, has the authority to terminate any Association, Official, Coach, or Member, with or without cause, for any conduct that is unbecoming of such Association, Official, Coach, or Member, or brings discredit to the HRAYFC.
B-6 Official Team Rosters. In accordance with Part I, Section D, 1(b) of these bylaws, each Association that participates in HRAYFC shall collect its own registration fees in the amount of which shall be up to the sole discretion of that Association, provided not less than the HRAYFC established minimum player fee. Once the individual teams are registered, each Association will be required to submit team rosters to the HRAYFC
Football Commissioner by the Monday prior to the 1ST Saturday game of the season. Failure to comply submitting a team(s) rosters will suspend that team(s) play for the upcoming week, failure to comply by the following Monday will result in permanent suspension of that team for the remainder of the season and removal from the schedule. Team rosters must consist of at least 14 eligible players and not more than 36 players. The Association must approve any additions to the team roster after the start of the regular season and an updated roster must be forwarded to the HRAYFC Football Commissioner prior to the new participant playing in a sanctioned game. HRAYFC strongly discourages coaches adding players to team rosters without them being properly registered within the local Association level.
PART III – Insurance
ALL TEAMS WILL HAVE INSURANCE AND PROVIDE WRITTEN PROOF BEFORE BEING PLACED ON THE SCHEDULE . TEAMS THAT DO NOT HAVE WRITTEN PROOF OF INSURANCE WILL NOT BE PLACED ON THE SCHEDULE.
PART IV – Amendments
E-1 These By-Laws and General Rules may be amended by two-thirds (2/3) majority vote of the Executive Board.
Approval and Adoption by the HRAYFC Executive Board
We, the undersigned representatives for the nationally recognized AYF Associations in HAMPTON ROADS Virginia, respectively, hereby approve and adopt these By-laws and Rules. We agree to actively discharge the duties herein in a manner that is fair and consistent with National AYF and Atlantic Region rules and policies and these By-laws and General Rules.