Bylaws
Mission
The Thurston County Youth Football League is a non-profit organization that has the sole purpose of providing youth football and cheerleading in Thurston County and South Sound areas for youth between the ages of 7 and 13. We are dedicated to providing the best coaching, equipment, playing facilities, and competition for all who participate in this league. Though this is a competitive league, safety and sportsmanship shall never give way to competition.
Goals
- Instill and promote the character values:
- Respect – for yourself, opponents, officials, spectators, and the game
- Responsibility – accountable for one’s own actions
- Integrity – truthfulness and following through with commitments
- Servant Leadership – putting the team goals before personal accomplishments and inspiring others to do the same
- Sportsmanship – fair play
- Develop skills in football or cheerleading
- Minimize the number of participants per coach
- Develop team spirit
- Promote health in mind and body
- Encourage fun and enjoyment
Authority
The Board of Directors (Board) reserves the right to make any player, cheerleader, and coach assignments determined to be in the best interests of the TCYFL and the welfare of its members.
Board Procedures
The Board shall consist of a President, Secretary, and officers each with defined positions and responsibilities. The Board positions shall be as follows:
- TCYFL President – Ensures TCYFL has a clear vision, is well organized, is staffed with competent officers, and is progressing toward its overall goals.
- VP of Football Operations--Works with the TCYFL President on all football related issues.
- VP of Cheerleading Operations – Responsible for making our cheer program as effective as our football program – includes rules, fundraising, camp, and competition.
- TCYFL Treasurer – Works closely with the League‘s accountant and oversees financial controls. Responsible for TCYFL financial performance.
- TCYFL Secretary – Schedules, prepares, and records TCYFL Board meetings. Ensures the Board uses an effective process for meetings, decision making, and League communications (email, etc.).
- Director of Registrations– Registers participants, produces rosters, verifies eligibility, and manages the registration database.
- Director Scheduling – Secures and manages field availability; game scheduling, including conference / division structures; a clear playoff system.
- Director of Game Day Operations – Ensures game day operations run smoothly in each site - personnel are in place, critical functions such as field marshal, announcers, timers, etc. are covered. This position also will have responsibility for the Jamboree and championship weekend coordination.
- Director of Equipment Operations – Responsible for purchasing, maintaining, and storing of league equipment.
- Directorof Marketing – Responsible for advertising, League visibility, public image, and media relations.
- Director of Rules & Oversight – Responsible for evaluating, updating, and enforcing the League rules. Also responsible for calling Protest and Disciplinary Committees.
- Director of Officials-- Responsible for cooridinating with the Officials scheduler to ensure that all games have officials; responsible for scheduling officials clinics prior to the season; investigates complaints concerning league officials.
- Director of Web Operations – Responsible for producing and maintaining the TCYFL web site.
- Director of Insurance Coordination – Responsible for acquiring the required insurance coverage for the League and its participants. Also responsible for educating the franchises about insurance procedures.
- Director of Coordinatiors– Responsible for researching, accumulating, and distributing a handbook of best management practices of operating a franchise to the Franchise Head Coaches.
- Director of Coach Certification--Responsible for all coach backround checks and that all coaches attend the coaches certification clinic prior to being certified to coach in the TCYFL; Produces the coaches badges for certified coaches.
- The Board will meet periodically as determined by the Board to conduct League business. Board decisions will be approved by a simple majority of those present. However, new Board members must be elected by a super-majority (2/3 vote) of those present. Only those Board members present may vote. If a Board member cannot attend a meeting, but wishes to participate in the discussion, an informal affidavit can be submitted to the Board for discussion. If a Board member is absent 3 meetings in a row without notifying the Board, then they will be automatically dropped as a Board member and need to be approved by the Board to be reinstated. Board members can be removed from the Board by a super-majority vote. Possible reasons for removal from the Board include, but are not limited to: poor attendance, not fulfilling objectives or responsibilities of their position, creating an unsafe work environment, or acting in contrary with the goals and mission of the League.
Organization Structure
General
The Thurston County Youth Football League is comprised of 11 franchises and one Senior level affiliate. Each franchise’s draw area is congruent to the local high school boundary. The franchises and local high schools are as follows:
- Bears – Olympia H.S.
- Cougars – Capital H.S.
- Hawks – River Ridge H.S.
- Lightning – Rainier H.S.
- Rams – North Thurston H.S.
- Trail Blazers – Timberline H.S.
- T- Birds – Tumwater H.S.
- Tigers – Tenino H.S.
- Tornados – Yelm H.S.
- Wolves – Black Hills H.S.
- Sentinels - Steilacoom H.S.
Each franchise shall be comprised of any number of teams at one or all of the levels of competition.
Levels of Competition
Competition levels are separated by age of the participant on July 31 st of the current year and are as follows:
- Minors – 7 and 8 years old
- Major J.V. – 9 and 10 years old
- Major Varsity – 11 years old (12 y/o if in the 6th grade during the curent season)
- Senior J.V. – 12 years old (13 y/o if in the 7th grade during the curent season)
- Senior Varsity – 13 years old (14 y/o if player is in the 8th grade during the current season)
Affiliate League Members
Affiliate members will set and collect their own player fees and provide their own equipment and insurance. All affiliate members will comply with the applicable TCYFL rules, team structure, and work within the league framework to ensure fair competition and good sportsmanship. Fees for affiliate members will be reviewed and set annually by the Board.
Roles and Responsibilities
Franchise Head Coach
Each franchise shall have a Franchise Head Coach (FHC) responsible for overseeing all teams and levels of the franchise. The FHC shall be approved by the Board. The FHC is responsible for all of the following duties, although any of these obligations may be delegated to other adults associated with the team. During the application process, the Board will consider the ability of a FHC applicant to work toward the objectives of TCYFL and to carry out the following duties:
- Attend all TCYFL football/cheerleader coaches' meetings or have a representative present.
- Staff each team with the appropriate number of coaches and educate them on rules.
- Appoint a Franchise Coordinator.
- Contact sponsor(s) and keep them current on League activities.
- Assume responsibility for the participants and their parent’s/guardian’s conduct both on and off the field while conducting TCYFL activities.
- Obtain equipment and uniforms and keep an inventory of these items.
- Assume responsibility for all assigned TCYFL equipment.
- Assure that players do not abuse TCYFL or their own equipment.
- Collect all assigned uniforms and equipment owned by TCYFL and ensure that all is returned to the VP of Equipment Operations at the prescribed time.
- Recruit volunteers for team and League activities including camp, equipment inventory, and field marshalling.
- Follow TCYFL rules and policies and accept and perform TCYFL assignments.
- Report game results on the appropriate forms for use in a manner specified. (Football only)
- Keep unauthorized people off the sidelines.
- Promote positive sportsmanship and League image.
- Assure that all their assistant coaches are currently certified by the League.
Franchise Coordinator
Each franchise shall have at least one Franchise Coordinator (FC). The FC is responsible for managing all administrative support functions required by the franchise. These duties include, but are not limited to:
- Set up parent meetings and provide a newsletter and phone lists to parents.
- Coordinate team pictures with the FHC and photographer.
- Provide team sponsor(s) with team plaque and picture.
- Recognize and keep sponsors informed of team activities.
- Coordinate franchise fund raisers and report back to parents the financial status of the franchise and intended use of the funds.
- Coordinate the end of the year banquet.
- Support all league activities.
- Attend monthly Coordinator meetings as needed.
- Game day duties: Provide announcer with a game day roster including names, numbers, and sponsor. Organize a chain gang if needed.
Equipment Manager
Each franchise shall appoint one equipment manager that will be the main point of contact for the VP of Equipment Operations. This role may be assumed by any member of the franchise including the FHC or FC.
Chain Gang
The visiting team will provide volunteers to act as the chain gang for their game. The chain gang will obey the instructions of the game officials at all times.
Field Marshal
A Field Marshal (FM) shall be at every game site. The FM is responsible for managing the game site. These duties include, but are not limited to:
- Setting up the field including pylons, yard markers, and chains if available
- Monitor games for behavior and safety incidents
- Fill out any incident reports if needed
- Record game scores
- Report back to the VP of Game Day Operations
General Policies and Procedures
Franchise Names and Colors
The FHC, with input from the coaches, parents, sponsors, and participants, shall have the sole ability to change franchise name and color(s). This change must be approved by the Board and will only be approved depending on availability of equipment to facilitate the change.
Protest Procedure
TCYFL shall consider a protest only concerning a violation of a playing rule or the use of an ineligible player. This excludes a referee's judgment (or lack of judgment). Only the coach of the contesting team shall have the right to protest. TCYFL shall consider protest from the use of an ineligible player(s) only if made to the opposing coach before the outcome of the game. Whenever it is found that an ineligible player is being used, the coach of the ineligible player shall remove such player from the game and the game shall continue under protest. Submit any protest, for whatever reason, in writing to the VP of Rules and Oversight or the Board if the VP of Rules and Oversight is unavailable, within 48 hours of the incident. No replay of the game will be ordered.
Protest Committee
The VP of Rules and Oversight shall appoint an ad-hoc Protest Committee consisting of no less than three persons knowledgeable in the TCYFL rules and bylaws. No member of the Protest Committee shall hear a protest if the member is affiliated in any way with either team subject to the hearing. This committee shall serve as an impartial panel. The protesting team, coach, or person must submit protests in writing to the VP of Rules and Oversight or the Board within 48 hours after the game in which the protest occurs. The Board shall forward this protest to the Protest Committee within 48 hours. This committee must rule within 7 days from receiving the written protest. The Protest Committee may consult any official, film, or document pertaining to the game in question. If a hearing is required, both coaches must appear before the Protest Committee. The Protest Committee shall decide or rule based on the information provided by this hearing.
Illegal and Regulated Substances
Participants may not possess tobacco, illegal drugs, or alcohol at any League activity. Upon discovery, a coach must confiscate such items and report the action to the Board immediately for further action.
Consumption of alcohol, illegal drugs, or tobacco products at a TCYFL activity where participants are present is prohibited. Failure to stop is grounds for dismissal from a game or activity and further participation in the League.
Disciplinary Actions
The Board reserves sole authority to dismiss a participant or coach from the League. Coaches are not allowed to remove or “cut” participants for any reason. Any actions by a participant or coach that would require disciplinary action shall be submitted to the Board in writing. The Board will investigate the incident and take the appropriate action.
Instances where disciplinary actions will be taken include, but are not limited to the following:
- Intentionally destroying TCYFL property or facilities used by TCYFL.
- Theft of TCYFL property or property belonging to persons attending a league activity.
- Verbally or physically abusing anyone affiliated with or attending a league activity.
- Foul or inappropriate language will not be tolerated by the League.
- Flagrant disregard of any of the League policies, goals, or rules.
Coach Applications
Prospective coaches will complete a TCYFL Coach's application form each year to be considered for a position in TCYFL. An individual may apply for the FHC position for a specific franchise (returning coaches are given preference) or for a team/cheer coach (head or assistant). FHC’s are appointed by the Board. Team coaches are appointed by the FHC. Applications must be approved and certification must be completed before a coach will be allowed contact with the participants. All coach applicants must fill out a WSP background check form.
The Board will approve or reject applications and notify applicants of their decision.
All coaches are subject to Board approval and may be removed at any time for violation of League rules and/or goals.
Player Team Release Request
A returning participant remains on their previous team unless the Board receives a written request for the participant to play on another team and approves the request or the current assigned team's FHC releases the participant. The Board will authorize a team release only if the participant’s parent or guardian notifies the League in writing. It is the general policy of the TCYFL for participants to remain together with classmates they will share through high school. Therefore, releases will only be considered when irreconcilable differences can be shown or a participant has moved to a new school district. The League will then notify the coach of the release. In the event a participant appears to have quit a team, the FHC shall contact the parents or guardian and recover all League property.
Coaches / Coordinator Meeting Attendance
Prior to, and immediately after, the season the Board will conduct meetings specifically for coach and coordinator input. At a minimum, every franchise should have a representative present. These meetings are used to garner information and feedback about TCYFL rules and policies from the franchises. These meetings also serve to inform the franchises of enacted or proposed rule and/or policy changes. These meetings are not mandatory, but are highly recommended.
Prior to the season the Board will conduct certification classes to certify coaches and coordinators for the upcoming season. Certification meetings are mandatory. Uncertified persons are not agents of the League, not covered by League insurance, and are not allowed to instruct teams. Uncertified persons are not allowed on the playing field or sidelines during games except as chain gang personnel. Chain gang personnel are not allowed to instruct the participants unless they are certified.
Insurance Coverage
TCYFL carries liability insurance for each registered participant. Direct all questions concerning coverage and claims resulting from TCYFL associated incidents to the VP of Insurance Coordination.
Participant and Sponsor Fees
The Board will set the annual participant and sponsor fees. Fees are to be turned into the TCYFL Registrar as a registration requirement by a date to be determined by the Board. Need-based financial aid is available. A financial aid application must be submitted with the participant application(s). Franchises may choose to provide additional financial aid by non-discriminatory means. Fees will be set forth in the annual applications. NSF checks will be charged $25. Notification of this NSF check action will be given to the FC. The participant affected by this NSF check may be suspended from play until the fee has been paid or arrangements made with the Board. Multiple sponsors are acceptable. Excess sponsor fees may be retained by the team for team purposes only. The TCYFL fees for Affiliate Members will be determined by the Board. The deadline for payment of fees will be determined by the Board.
Refunds
Upon written request to leave the League, TCYFL will refund participant’s fees according to the following schedule:
- 100% refund before August 1 st of the current year.
- 75% refund after August 1 st and before August 8 th of the current year.
- No refund after August 8 th of the current year.
- Players and Cheerleaders dismissed from the League by the Board for disciplinary reasons will forfeit the participant fee.
Finances and Payments with changes
The TCYFL annual budget is the authorization for the allocation and disbursement of moneys. All budgets approved by the Board will be tracked by the Treasurer. The Board must approve all expenditures above and beyond the budgeted amount. All payments must be accompanied with a purchase order. Two signatures are required for all payments.