SPRING GROVE YOUTH ATHLETIC ASSOCIATION
CONSTITUTION AND BY-LAWS
LAST REVISED 3/22/2023
ARTICLE I - NAME AND PURPOSE
The name of the organization shall be the Spring Grove Youth Athletic Association (SGYAA).
The purpose of this organization:
To set up a program of supervised athletics for youth living in the Spring Grove Area School District on a strictly nonsectarian basis without distinction as to race, color or sex, thereby promoting good character building, good citizenship, spiritual and physical development.
To promote, by example, the highest standards of sportsmanship and good team fellowship, thereby helping to build a better community in which to live, without financial gain or profit, incidental or otherwise to its members.
ARTICLE II - MEMBERSHIP
Parents or legal guardians will receive automatic membership to the organization when registration fee is paid for their player to participate in a sport.
Any other individual acting with good faith and best interest to the organization shall gain membership, if requested.
Membership can be suspended or revoked permanently due to actions or behavior detrimental to the good of the club. See Article XVII.
ARTICLE III - MEMBERSHIP MEETINGS
Regular meetings shall be held the 4th Wednesday of each month at 7:30 P.M during the season and at 7:00 PM during the off season.
When we are in-season, during the months of August – November, there will be 2 meetings held, per month, on the 2nd and 4th Wednesday of the month.
Special meetings may be held at the call of the president or upon written request from five (5) members. Such meetings will require a minimum of forty-eight (48) hours notice, by the president, who will set the time and place of the meeting.
There may be times when emergency meetings are called that do not meet the above criteria. This will be on a case by case basis.
All members of the board are expected to attend all board meetings unless there are extenuating circumstances preventing attendance. Members should notify the President or another member of the board, if the President is unavailable, if they will not be attending a meeting, event or other service opportunity pertaining to the organization.
Any board member missing 2 consecutive meetings or a total of 6 meetings per year, unless otherwise approved, could be subject to removal from their position on the board.
ARTICLE IV - VOTING
Each person present shall have one (1) vote upon any motion presented at any regular
or special meeting unless otherwise stated, provided they have attended two (2) regular
or special meetings in the past six (6) months.
To vote on certain topics, where notated, each person voting must have attended six (6)
meetings in the calendar year, volunteered a minimum of two (2) times during the
football/cheer season and considered in good standing, adhering to all aspects of the SGYAA and YCYFA Codes of Conduct. These votes must be done in person. Meeting attendance is to be documented and updated by the Secretary.
ARTICLE V – QUORUM
Seven (7) board members in good standing shall be a quorum for the membership
Meetings. If seven (7) board members are not present, no voting may occur until the next meeting or the President may call a special meeting where voting will occur.
Five (5) officers in good standing shall be a quorum for voting on items pertaining to the Executive Board. See Article VII for explanation regarding Executive Board.
ARTICLE VI – CLEARANCES
All volunteer clearances must be in line with the Spring Grove Area School District in accordance with school policies regarding volunteer criteria.
ARTICLE VII - THE BOARD
The board of the organization shall consist of a President, Vice-President, Secretary, Treasurer, Athletic Director and Cheer Director, making up the Executive Board, and an Assistant Athletic Director, Assistant Cheer Director, Equipment Manager, Concessions Coordinator, and Fundraising Coordinator making up the remainder of the board. The board members of the organization shall be members in good standing prior to their elections. If in good standing, as a board member, the registration fees of that board member’s youth athlete will be waived. Note, this only applies to registration fees and does not apply to uniform purchases or any other items requiring purchase. Good standing is indicated by attending the number of meetings required for voting purposes outlined in Article IV, Section A and adhering to all aspects of both the SGYAA and YCYFA Codes of Conduct.
The Executive Board shall be responsible for any items that may arise that cannot wait until the next meeting. This will be on a case by case basis and should only apply to emergency items that need to be decided upon in a short amount of time. In the event that something does need handled, it will be brought to the attention of the full board at the next meeting. Financial decisions can be made by the Executive Board, if necessary, in between meetings. This will be on a case by case basis. All decisions will be brought to the attention of the full board, at the next meeting. Any items that are not emergent and can wait until the next board meeting, should be added to the agenda to be discussed with the full board at the next meeting.
ARTICLE VIII - POWER OF THE BOARD
The elected officers shall be responsible for the management of the organization. They shall engage in open conversations regarding policies, membership, and vote on policies presented by the membership.
Specific cases regarding dismissal of a board member, coach, or member shall be reviewed by a special meeting of the board and will be determined on a case by case basis.
The board has the ability to replace any board member that falls out of good standing with the organization. Good standing includes, but is not limited to, meeting attendance and adhering to all aspects of both the SGYAA and YCYFA Codes of Conduct.
President - The President shall oversee all operations pertaining to Spring Grove Youth
Athletic Association (SGYAA). He/she shall represent the organization before the public,
either personally or through delegates, and shall perform all other functions usually
attributed to this office.
Vice-President - The Vice-President shall perform all the duties of the President in case
of his/ her absence or disability and shall succeed to the President in the event of the
President’s resignation and /or removal from office. He/she will perform other duties as
assigned by the President in accordance with the organization’s needs and interests in mind.
Secretary - The Secretary shall maintain files on the members of the organization and
participating youth athletes. He/she shall assist the President with the correspondence of the
organization. He/she shall keep accurate minutes of all meetings. He/she shall be
custodian of all records that pertain to the functions of the organization. He/she shall
keep a book containing the Constitution and By-Laws at each meeting. He/she shall
keep a record of attendance of the membership meetings. He/she shall be an eligible
co-signer along with the President and Treasurer of financial accounts.
Treasurer - The Treasurer shall hold the funds of the organization and disburse them,
upon approval of the board, during the fiscal year of January 1st to December 31st.
He/she shall keep an account of the receipts and disbursements and provide a printed report for review at each membership meeting. This report should be included in the meeting minutes, prepared by the Secretary, for the following month’s review. He/she will prepare an annual financial statement for publication to members at the February meeting. He/she shall present the books to a certified public accountant for auditing and tax preparation after March 15th. He/she shall keep the President and elected officers informed of the financial condition of the organization. He/she shall perform duties connected with the organization’s insurance program.
He/she is responsible for reimbursing Spring Grove Youth Athletic Association (SGYAA)
members, only if proper receipts are received, for purchases made to benefit the organization. He/She will handle any situations with families that may require financial assistance from the organization for registration and/or other fees required for their student athletes and will discuss with Executive Board members, as needed.
Athletic Director - The Athletic Director shall coordinate the uniformity of play between
all teams and maintain good communication between coaches. He/she shall be
responsible for meeting player eligibility and requirements for all teams set forth by the
York County Youth Football Association (YCYFA). He/she shall be aware of the safety and
well-being of all players. He/she shall assist to organize and conduct player registration.
He/she shall work closely with the Treasurer concerning the management of medical
payments and insurance. He/she shall act as the spokesperson for the organization.
He/she shall be responsible for the scheduling and cancellation of practices and games
in cooperation with school authorities. He/she shall conduct a meeting during the
season with coaches to review coaching guidelines and conduct and hold weekly
meetings during the season with head coaches. He/she shall try to promote
sportsmanship and develop character among participants. He/she shall present to the
board, for approval, a list of head coaches and assistant coaches prior to the season.
He/she shall oversee all practices, home games and away games, as needed. If he/she is
unavailable, a board member shall be appointed to stand in. He/she shall oversee
equipment hand-outs and turn-ins. He/she shall assist in completion of certificates.
He/she shall attend the York County Youth Football Association (YCYFA) meetings and
bring the information back to Spring Grove Youth Athletic Association (SGYAA).
Cheer Director - To oversee all operations within the cheer program. This individual
will be responsible for setting practice times and coordinating game time schedules with
the Athletic Director. Maintaining a safe environment for all cheer participants at all
times. Hold weekly meetings with all coaches to ensure guidelines are being followed.
Work closely with the equipment manager to make sure all uniform needs are being
met. If unavailable a board member shall be appointed to step in.
Equipment Manager - Ensure all equipment needs are being met. To work closely with
the Treasurer on any current or future cost the club will experience. Handle all equipment needs that may arise during the season.
Assistant Athletic Director - To support the Athletic Director in their role.
Concessions Coordinator - Maintain health and safety guidelines. Make sure the
concession stand is operational for home game days. Manage a concessions budget with the Treasurer to ensure proper cash flow. Count money brought in during open concessions times, with another board member, and get any profits to the Treasurer for bank deposit. Assist in creating a volunteer schedule that will be followed throughout the season for concessions and other game day needs.
Assistant Cheer Director - To support the Cheer Director in their role.
Fundraising Coordinator - This person shall be in charge of all fundraising for the
organization. He/She will be the main contact in regards to fundraising and represent
the organization to potential partners. This individual will work closely with the board to
help generate revenue ideas.
ARTICLE IX - OFFICERS TERMS AND SUCCESSION
The office of President, Treasurer and Cheer Director shall be elected for a two (2) year term being elected on even numbered years.
The office of Vice-President, Secretary & Athletic Director shall be elected to a two (2)
year term being elected on odd numbered years.
All other board positions shall be elected to a one (1) year term. Whenever the offices of
both the President and Vice-President become vacant between elections, the remaining
members of the elected board shall choose one of their board members to serve as President until the membership can fill the vacancies.
Whenever offices become vacant, other than President, the board shall choose a board member to fill the vacancy until the membership can elect a replacement.
If a position becomes available during a non-election year, the elected replacement will
fulfill the remainder of the current term and the subsequent two (2) year term.
ARTICLE X – ELECTIONS
Nominations will take place during the month of November, the membership will
nominate candidates for all available board positions. All nominees shall be in good standing. Good standing is indicated by attending the number of meetings required for voting purposes outlined in Article IV, Section A and adhering to all aspects of both the SGYAA and YCYFA Codes of Conduct. Nominees will be presented and voted upon at the December meeting. The date of the December meeting will be determined at the November meeting based on the holidays.
To be eligible to vote, a person must be a member in good standing as per Article IV Section B. All voting must be done in person.
At the special December meeting, the members shall vote for board members by secret ballot, if more than one (1) nominee is nominated. If unopposed, a voice vote will be
satisfactory. New board members shall assume duties beginning January 1st.
ARTICLE XI - SPORTS PRACTICES
Football practices should be limited to three (3) or four (4) days a week, with no more
than six (6) hours of contact practice per week, as outlined by USA Football. A walk-thru practice may be held on Fridays, at the discretion of the coach.
The Athletic Director, due to weather conditions, can change start times and end times of practice and will notify the Secretary so that adequate communication can go to parents regarding the change.
Cheerleading practices shall be organized by the Cheer Coordinator and shall not exceed six (6) hours of practice per week.
Players/Cheerleaders should not be dropped off more than 15 minutes before the start of practice and left unattended with no supervision before coaches arrive to practice. Likewise, all players/cheerleaders should be picked up promptly at the end of practice.
ARTICLE XII – MISCELLANEOUS
The Land, Building and Emergency fund can be used at the discretion of The Board with
a majority approval.
SGYAA Scholarships for Graduating Seniors - SGYAA will work in conjunction with the Spring Grove Area Scholarship Foundation to make sure that the proper funds are given to SGASF by the deadline. SGYAA currently awards two (2) $1000 scholarships to two (2) graduating seniors of the Spring Grove Area School District, one previous Jet football player and one previous Jet cheerleader. (Note – this is not a change, this has been done this way for at least the past 10 years, but was never caught and updated in this document until now).
Refunds may be given for first year rinks playing football, only, if they requested by the
parent/guardian to the Athletic Director before the first week of mandatory
practice is over. Other refunds shall not be given after mandatory practices have
started, for football or cheerleading, for any reason.
ARTICLE XIII - DISPOSAL OF PROPERTY
In the event of the demise of this organization, all property shall be given to such
organizations whose objectives closely parallel this organization, provided such
organizations have a legal non-profit status according to Pennsylvania State law.
ARTICLE XIV – CONSTITUTION AND BY-LAW AMENDMENTS
The Constitution and By-Laws will be reviewed once per year, in January, by a small committee of volunteers. This committee shall be made up of four (4) board members and one (1) non board member.
Any modifications requested shall be presented to the board at the following board meeting. Members will then have until the next board meeting to review the requested modifications. Modifications will then be voted upon and subject to a 2/3 vote.
All approved amendments shall be published and written into the Constitution and By-Laws. The Constitution and By-Laws shall be available for review, anytime, upon request and shall be posted to the SGYAA website.
ARTICLE XV - COACHING GUIDELINES AND RESPONSIBILITIES
All head coaches and assistant coaches shall be approved by the board before the start of practices. All football coaches need to become USA Football Heads Up certified before the first day of mandatory practice in order to coach. No exceptions.
All coaches will sign and abide by the both the Spring Grove Youth Athletic Association (SGYAA) and the York County Youth Football Association (YCYFA) Codes of Conduct.
ARTICLE XVI - SGYAA AWARDS
Certificate of participation and award each year.
Jacket after receiving three (3) credited participation seasons for any player or
Individual player/cheerleader recognition will be given by each coach for special
achievements throughout the season or at year end. NO PHYSICAL INDIVIDUAL
AWARDS, other than the certificate and award, will be purchased or given by the
ARTICLE XVII - CONDUCT OF BOARD MEMBER, COACH, PLAYER, PARENTS OR SPECTATORS
In order to participate in a sport, all players, coaches, and parents or guardians must sign a written code of conduct presented by both Spring Grove Youth Athletic Association (SGYAA) and York County Youth Football Association (YCYFA) and will not be allowed to participate in any capacity until that form has been properly signed and returned.
All parents/guardians will confine discussions with coaches to the times set forth in the
documentation received, and agreed to, prior to the season.
Any violation of the SGYAA or YCYFA codes of conduct or any other behavior, not set forth in the codes of conduct, that is deemed to be detrimental to the organization can result in a warning or further action, including suspension or removal. Please refer to these documents for expectations and possible courses of action.