Board Positions and Descriptions

BOARD OVERVIEW:

Executive Board members will work with/support the Directors, based on similar roles and responsibilities.  Committees will be formed at the direction of the Directors.

Executive Board:

  • President
  • Vice President of Football Operations
  • Vice President of Cheer Operations
  • Vice President of Finance
  • Vice President of Information
  • Vice President of Marketing
  • Secretary
  • Trustee

DIRECTORS:

  • Corporate Fundraising    
  • Special Events
  • Team Mom
  • Organization Liaison
  • Communications
  • Concessions
  • League Representative
  • Fields/Football
  • Equipment Manager

HEIRARCHY:

  • President
    • Organization Liaison
  • Vice President of Football Operations
    • Fields/Football
    • League Representative
  • Vice President of Finance
    • Fundraising
    • Concessions
  • Vice President of Information
    • Communications
    • Equipment Manager
  • Vice President of Cheer Operations
  • Secretary
    • Team Mom
    • Special Events

POSITION DESCRIPTIONS:

PRESIDENT

The President will preside at all meetings of the Board and shall, in general supervise and control all businesses and affairs of the DC/TC.

Specific jobs delegated to the President:

  1. Organize and head all monthly Board meetings.
  2. Coordinate special board meetings as requested by a board member
  3. Delegate job responsibilities to Board Members and special committees. (Homecoming, Charger days, Banquet and etc.)
  4. Attend TCYFL board meetings along with any special meetings pertaining to the league matters.
    • Take notes and provide a report to the DC/TC board each month.
    • Receive bills to pay dues, league fees, and associated costs to the league.
  5. Help set up fields, concessions and etc for home games.
  6. Work with District 300, Park Districts, or other entities to secure fields and gyms for program.    
  7. Work with Organization Liaison on D300 Schools rentals and events, Village and Community rentals and events, School Fun Fairs, and Flyer hand out.
  8. Work with VP of Finance on yearly re-newel of insurance for program.
  9. Work with Vice-President with major corporations to solicit sponsorship money.

 

VICE PRESIDENT OF FOOTBALL OPERATIONS

In absence of the President, or in the event of his/her inability or refusal to act, the Vice President shall perform the duty of the President.

Specific jobs delegated to the Vice President of Football Operation:

  1. The Vice-President shall, in the case of the absence or disability of the President shall perform the duties of the President.
  2. Oversee the fundraising events that are selected by the Board. Oversee all facets of events.
  3. Work on off season coaching clinics or other approved USA Football training for coaches.
  4. In charge of placement of coaches and players for each football team.
  5. Work with Fundraiser Director on local businesses in soliciting money for program.
  6. Work President with major corporations to solicit sponsorship money.
  7. Serve as backup to the TCYFL League Representative
  8. Work with Fields/Football Director with field, equipment needs.
  9. Work with coaches, and board members to go to Fun fair school recruiting events.
  10. Work with President on agreement with the District for the fields and schools.

VICE PRESIDENT OF CHEER OPERATION

The VP of Cheer Operations is in charge of all matters pertaining to Cheerleading.

Specific jobs delegated to the Vice President of Cheer Operation:

  1. Setup uniform fitting start date and cutoff date.
  2. Provide correct equipment for each participant.
  3. In charge of placement of coaches with cheerleading teams.
  4. Submit budget for uniforms and equipment by January Board Meeting
  5. Setup and conduct interview with new youth coaches
  6. Setup camp clinic for participants and coaches
  7. Provide budget for camp wear by January Board Meeting.
  8. Secure practice locations with VP of Football and President.
  9. Work with Team mom Director with volunteer time.
  10. Assure that all coaches are aware rules and regulations for cheer
  11. Document training certification and communicate to board
  12. Set up fundraising events (bake sale, car wash, etc)

VICE PRESIDENT OF FINANCE

The Treasurer shall have charge and custody of, and be responsible for, all funds and securities of the DC/TC.

He/She shall deposit all funds received in the name of the DC/TC in such banks and/or depositories as selected in accordance with the Dundee Crown/Tri-Cities Youth Football and DC/TC Bylaws or Resolutions.

The Treasurer must issue at the monthly board meeting, a financial statement reflecting receipts, expenditures and balance at the end of the previous calendar month.

Specific jobs delegated to the Treasurer:

  1. Prepare overall yearly master operating budget for the January Board Meeting (Homecoming, Chargers day event, Banquet, startup costs, insurance, advertising, etc.)
  2. Accumulate registration fees through Registar and President.
  3. Accumulate all the funds from the various fundraisers (Sponsor money, Concessions, Poker night, Charges days, Sponsor fundraisers, and etc.)
  4. Work with committees in the development of a budget and a report monthly to the Board on the status of the budget.
  5. Maintain records of all the cash flow; through a ledger or log book for purposes of IRS investigation.
  6. Collect and file all invoices of creditors. Process accounts payable and receivable.
  7. Prepare and file all necessary financial reports
  8. Coordinate all insurance matters for the program.
  9. Facilitate the annual audited financial statement as required by IRS designation 501(c)3.
  10. Maintain record of procedures, contacts, supplies, etc. for future reference.

 

VICE PRESIDENT OF INFORMATION

The Vice President of Information will be responsible for all general correspondence to the distributed to players, coaches, and parent within the DC/TC football.

Specific jobs delegated to the VP of Information:

  1. Work with the Webmaster to get all program info on the websites and Facebook page.
  2. Work with Communication Director on getting all information out to families, coaches, team moms.
  3. Work with Web site in setting up text messaging system for all coaches
  4. Work with the Equipment Manager with equipment needs
  5. Work with Equipment Manager on budget for uniforms and equipment by January Board Meeting
  6. Work with Spiritwear vendors for orders and etc for season.
  7. Work with President on all information going out to parents or public.
  8. Selection of pre-approved vendors for pictures and spirit wear for board approval.

 

SECRETARY

The Secretary will be responsible for all the administrative functions within the DC/TC

Specific jobs delegated to the Secretary:

  1. Take minutes of board meetings (monthly & special). Provide written copies of minutes to all Board Members at the following Board meeting for approval.
  2. Arrange and communicate the location for Board Meetings
  3. Email all board members to get agenda’s, then set up agenda for meetings.
  4. Send electronic copy of minutes of all board, and special meetings.
  5. Oversee all general correspondence to the distributed to player, coaches, and parents.
  6. Maintain records for all coach’s certifications, and all background checks.
  7. The Secretary will be responsible for maintaining all e-mail accounts and distribution lists, player medical, and registration forms.
  8. Coordinate annual election process for Board of Directors.
  9. Maintain record of procedures, contacts, supplies, etc. for future reference.
  10. Maintain the monthly calendar.

 

VICE PRESIDENT OF MARKETING

The Vice President of Marketing will evaluate the effectiveness of the marketing materials and identify methods of enhancing the market effort.

Specific jobs delegated to the Vice President of Marketing:

  1. Coordinate the dissemination of information to parents.
  2. Maintain Organization history and records
  3. Monitor website, Facebook to ensure information is current and accurate.
  4. Maintain master map file for all away games.
  5. Conduct league and business correspondence, coordinate production of game day programs.

CORPORATE FUNDRAISER

The Fundraiser is responsible for securing sponsors and donations for the DC/TC Jr. Chargers and marketing the organization to local and national businesses.

Specific jobs delegated to the Fundraiser

  1. Organize and work with local businesses in soliciting money (write sponsor letter, arrange for newspaper space, deliver team pictures to teams, plaques to the sponsors, and etc.)
  2. Work with major corporations to solicit sponsorship money.
  3. Work with local newspapers to promote Dundee Crown/Tri-Cities Youth Football.
  4. Administer all team events designed to raise money for the teams or program.
  5. Will evaluate the effectiveness of the fundraising efforts and identify methods of enhancing the fundraising for the next year.
  6. Oversee the fundraising events that are selected by the Board.  Oversee all facets of events.
  7. Coordinate picture day for the Jr. Chargers.

 

TRUSTEE

The Trustee is responsible for helping out the DC/TC Jr. Chargers programs Executive board quarterly meetings throughout the year.

Specific jobs delegated to the Trustee

  1. Help organize, supervise events during the year.
  2. Work with the executive board on capital expenses

REGISTRAR

The Registrar shall act in the capacity of enlisting players for registration with DCTC.

Specific jobs delegated to the Registrar:

  1. The Registrar should be knowledgeable of all aspects of DCTC as the Registrar is the first contact for questions concerning the program.
  2. The Registrar shall maintain all participants’ record and shall make them organized and ready for team selection.
  3. Be responsible for registration day and its appropriate advertisement. The Registrar shall also be responsible for ongoing registration after registration day until and including the filling of roster spots once practice has begun.
  4. Set up payment plans, and hardships for Board approval.
  5. Accumulate and be responsible for collection of all registration fees.
  6. Oversee registration and recruitment of players, and provide information to the public in the form of flyers, newspapers advertisement and park district listing, about the DCTC program.

 

EQUIPMENT MANAGER

The Equipment Manager will be responsible for all the football gear and accessories needed to properly outfit of the DC/TC teams. The Manager needs to put together a committee of up to (4) persons to help them.

Specific jobs delegated to the Equipment Manager:

  1. Organize the distribution of equipment to the players and coaches at the beginning of the season and the collection of equipment and the end of the season.
  2. Provides spare parts kits to repair equipment for each team, and oversee the general maintenance of the football equipment for each individual team.
  3. Evaluate equipment condition (helmets for reconditioning, worn out shoulder pads, bad pants, all pants pads, practice jerseys, rib pads and etc.) after return during the off season.
  4. Keep the equipment shed orderly and organized for the purpose of easy access and the keeping of and accurate inventory of all DC/TC equipment.
  5. Project annual equipment needs.
  6. Prepare and present the annual equipment budget for the January Board Meeting.
  7. Obtain competitive bids from prospective suppliers of equipment, jerseys, and reconditioning.
  8. Submit budget for uniforms, and equipment by January Board Meeting.

 

CONCESSION MANAGER

The Concessions Manager will be responsible for managing a concession stand during home games in an effort to generate revenue for DC/TC program.

Specific jobs delegate to the Concessions Manager:

  1. Prepare and present the annual budget for the January Board Meeting
  2. Arrange for the setting up and taking down of the concession stand at the beginning and close of each season.  Work with Volunteer Coordinator.
  3. Organize staffing for the concession stand on game day and any special events throughout the season with Volunteer Coordinator.
  4. Arrange for the purchasing and stocking of the concession stand with the necessary food, drink, and snacks needed for each home game.
  5. Work closely with Treasurer regarding funds needed to maintain the concession stand by keeping records of the revenue generated by the concession stand.
  6. Make sure that proper clean up procedures are performed after each home games.
  7. Maintain proper working relations with the DCHS Athletic Department and Booster Club
  8. Design and develop menu with products and purchasing.

 

FIELDS/FOOTBALL DIRECTOR

The Fields/Football Director will be responsible for the care and management of DC/TC fields and field equipment. The Director needs to put together a committee of up to (4) people to help them.

Specific jobs delegated to the Field Manager:

  1. Coordinate and liaison with District 300 staff and others on issues related to field usage, handling of emergencies assistance program, maintenance of fields and storage
  2. Prepare and maintain all field equipment and have ready for first day of practices.   
  3. Will ensure the practice fields are striped appropriately.   
  4. Set up use of and oversee volunteers to facilitate ease of set up and take down of field equipment on home game day.
  5. Maintain and make available practice field equipment.
  6. Work with DC High School, Park District or other entities to secure field use and care.
  7. Work with DC facility custodian or field’s people.
  8. Evaluate all field equipment and determine what equipment needs to be upgraded and submit a budget for upcoming year at the January board meeting.
  9. Solicit for new coaches.
  10. Work with Equipment Manager to order and maintain medical supplies for all teams.
  11. Maintain record of procedures, contacts, supplies etc. for future reference.

 

VOLUNTEER COORDINATOR

The Team Mom Director is responsible to coordinate with all Team Moms within the program.

Specific jobs delegated to the Volunteer Coordinator:

  1. Select Team moms/parents.  Each team will need 3, with one being head team mom/parent.
  2. Head team mom/parent coordinates all DCTC functions with them.
  3. Coordinate the delivery and communications regarding team schedules, parent assignments, and map to game fields, etc.
  4. Develop and run a volunteer schedule.  Working with Website director, and team moms.
  5. Develop and coordinate spirit wear forms for parents.
  6. Coordinate any Cheerleading communications on behalf of DCTC.
  7. Volunteer Coordinator will be responsible for communicating with all team moms. Communicating with their parents, coaches, keeping track of the volunteer time, scheduling volunteers, coordinating homecoming and Awards banquet, and team party activities.

 

COMMUNICATION DIRECTOR

The Communications Director will communicate with board members and anything that has to do with the program. Work hand and hand with the VP of Information.

Specific jobs delegated to the Communications Director:

  1. The Communications Director should be knowledgeable of all aspects of the DC/TC program, the Communication Director will work with the VP of Information to answer questions concerning the program.
  2. Will help maintain all participants’ records and help keep them organized and ready for team selection.
  3. Responsible for sign-up day and its appropriate advertisement.
  4. Work with the villages to get the sign up information to them.
  5. Responsible for ongoing registration after sign-up day.
  6. Oversee registration and recruitment of players, and to provide information to the public in the form of flyers, newspaper advertisement, and part district listing, about the DC/TC Program.
  7. Arranges any special activities that will promote DC/TC to the surrounding communities (parades, Fun fairs, etc.)
  8. Help Volunteer Coordinator with the volunteer schedule and coordinate all DCTC functions with them.

 

ORGANIZATION LIAISON

The Organization Liaison will be the programs liaison to the communities, D300 schools, and etc. Work with President with all committees.

Specific jobs delegated to the Organization Liaison:

  1. The Liaison will communicate with D300 schools to get flyers to them, and get a work relationship with each school and their staffs.  Using various forms of media include internet, newspapers, flyers, fun fairs, etc. to further market the Jr. Chargers program.
  2. The Liaison will accomplish this by representing the program at various functions thought out the area by informing them about the high quality Football and Cheer the Jr. Chargers have.
  3. The Liaison will put up and take down posters DCHS feeder schools, and get communication in monitors and etc at those schools.
  4. The Liaison will set up relationships with the three villages and park districts (Sleepy Hollow, Dundee’s, and Carpentersville) work with the President.
  5. Gather all fun fair dates, and events for all DCHS feeder schools.
  6. Work with Volunteer Coordinator with all volunteer schedules during the season.

 

TCYFL LEAGUE REPRESENTATIVE

The League Representative will be DC/TC liaison with the TCYFL concerning all league matters.

Specific jobs delegated to the League Representatives:

  1. Attend monthly TCYFL meeting in addition to any special meetings pertaining to league matters.
  2. Take notes and provide a report to the DC/TC Board each month
  3. Present protests and recommendations on behalf of DCTC coaches and Board.
  4. Present any special scheduling requests of DCTCl to the league scheduling committee.
  5. Pay dues, league fees, referees insurance premiums and associated costs to the league.  (Work with DCTC VP of Finance and President)
  6. Organize, supervise, and maintain the Field Marshalls, and Safety Director
  7. Responsible for making arrangements and ensuring all coaches are CPR certified.

SPECIAL EVENTS

The Special Events Director is responsible for coordinating all team events.

Specific jobs delegated to the Special Events:

  1. Coordination of all team events (Homecoming, Charger days, Banquets, etc.)
  2. Coordination of all fundraising events (Bags Tournaments, Poker nights, and etc.)
  3. Set up all events, and work with different places to have the events. (Monthly)
  4. Organize, supervise, and maintain the Event.
  5. The Special Events Director will evaluate the effectiveness of the event and identify methods of enhancing the event for the follow year.
  6. Order Trophies for awards banquet with President.

COMMITTEES

  • Concession Stand helpers – 1-2 people
    • Work with Concessions Manager
    • Help concession Manager manage the stand during game days
    • Helps with volunteers
    • Mans sign up sheets
  • Video/Pictures – 1-2 people
    • Work with Corporate Fundraiser
    • Video team games
    • Photo team games
  • Field Marshalls – 2-5 people
    • Work with Field/Football Director
    • Home game single point of contact, Administers weigh-in, Call ambulance or Police if needed, and make sure everything flow smoothly on game day.
  • Player Safety Coach
    • USA Football and TCYFL League events
  • Volunteer Helper – 2 People
    • Work under Volunteer Coordinator
    • Work with Volunteer Coordinator to get season set up
  • Equipment Helper 
    • Work under Equipment Manager
    • Work with Equipment Manager to get all equipment out to players and returned.
    • Help count all equipment
  • League Events – 1 person
    • Work with Special Events Director
    • Person to help set up TCYFL League events
    • (Northwestern/NIU game days, TCYFL All-Star Game, and other events)
  • Homecoming 
    • Works with President and VP of Information
    • Set up Homecoming events and etc.
  • Awards Banquet
    • Works with President
    • Set up Awards Banquet and etc.
  • Team Parties
    • Works with President
    • Help set up team parties and etc with teams

 

ELECTION AND TERM OF OFFICE

SECTION 1 – TERMS

Each officer’s term shall be for two (2) years with subsequent terms to be determined by secret ballot at the December meeting of the DC/TC members who meet the qualifications for membership as stated in Article II. The slate of officers shall consist of them following directors.

Registrar 2 Years – Odd Years
Equipment Manager 2 Years – Even Years
Concessions Manager 1 Year – Odd Years
Fields/Football Director 1 Year – Odd Years
Volunteer Coordinator 1 Year – Odd Years
Communications Director 2 Years – Even Years
Organization Liaison 2 Years – Even Years
Special Events 2 Years – Even Years
League Representative 1 Year – Odd Years

A current Board Member can be considered for removal from the Board if 1/3 of the full Board recommends consideration for removal to the President of the Board. The President will call a special closed session board meeting to discuss the reasons(s) for consideration. After full review, A 2/3 vote of the full Board is required to remove a Board Member from his/her post. The removal will be effective immediately after the vote is taken.

SECTION 2 –NOMINATIONS

The Secretary shall accept nominations at the November Board meeting or through email up until the regularly scheduled November Board meeting. The Board may extend the date due to scheduling conflicts with proper notice and acceptance. A nomination for a board position must be accompanied by a petition consisting of at least two (2) current board members and thirty (30) Active members of the DC/TC. Election nominations will only be accepted from members who have been part of a DC/TC committee for one year and have attended a minimum of 6 board meetings during that calendar year.

The President will present a recommended slate of Officers for the election and the Board Members will approve the slate by voting on recommended candidates. If not approved the slate will be revised and then must be approved by majority of the board members. The final slate of officers shall be presented by the current year Board at the regularly scheduled November meeting. Any candidate shall be allowed to run only for one officer position. Once the slate of the officers is determined at the regularly scheduled November Board meeting and thereafter published, the slate shall be closed and no new names can be placed for nomination. Additionally, the Board can, upon proper motion and vote by the present Board, and without the need to amend these Bylaws, add additional officer positions to the November slate of officers as needed due to growth in DC/TC. The board may also reduce the number of board members once current terms have expired or if members resign.

SECTION 3- ELECTION

The election will be held at the regularly scheduled December Board meeting. All DC/TC members that meet the qualifications for membership as stated in Article Three will be eligible to vote. At the December Board meeting there will be secret ballots available. There will be no absentee ballots accepted for the election. Any incomplete ballot will be considered null and void and will not be counted. The completed ballots will be tallied by the secretary and overseen by a member of the Board that is not up for election in the current election. Open balloting will be for 1 hour.

SECTION 4 – VACANCIES

A vacancy in office, due to death, resignation, or otherwise, may be filled by the Board with the President’s permission for the remaining portion of the term. If the previous year’s Board cannot slate of full roster of the above officers for the following year, then without need to amend these Bylaws, the Board shall have authority to submit a slate of officers that it determines can adequately provide the leadership and operations for DC/TC and fulfill the purpose of this DC/TC as stated in the Preamble.


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