POTTSTOWN PAL PATRIOTS 

ARTICLES & BY-LAWS

Revision 2
 May 2001
 Pottstown PAL Patriots
P.O. Box 176
Pottstown, PA 19464 

TABLE OF CONTENTS 

ARTICLES

 

i                       Name of Organization                                                                              3 

ii                       Location of Office                                                                                  3 

iii                      Purpose                                                                                                3

 Pop Warner/Bux-Mont League/PAL

BY-LAWS

 

I                       Officers                                                                                                 3

                                    Functions

                                    Vacancies

                                    Term 

II                       Meetings                                                                                              4

                                    Dates/Times 

III                      Committees                                                                                          4

                                    Definition

                                    How Appointed

                                    Purpose 

IV                     Selection of Coaches [Rev 5/01 – Deleted:  /Election]                                 6

 

V                      Expectations and Conduct                                                                        7

                                    Coaches & Officers

                                    Participants

                                    Parents/Guardians

                                    Team Parents

                                    Spectators 

VI                     Discipline                                                                                             10

                                    Participants

Coaches

Parents/Guardians/Spectators

                                    Who Does It

                                    Resulting Action 

VII                    Registration                                                                                           13

                                    Times/Dates

                                    Requirements 

VIII                    Injuries                                                                                                  14

                                    Procedure for Handling

                                    Medical Release

                                    Parent Consent 

[Rev 5/01 – Deleted IX Vote Eligibility]
ARTICLES OF INCORPORATION 

1.       The name of the organization shall be Pottstown PAL Patriots. 

2.       The location and Post Office address of its registered office shall be P.O. Box 176, Pottstown, PA 19464. 

3.       The purpose for which the organization is formed are to operate under the Pottstown PAL, Bux-Mont Youth Football League and Pop Warner Football rules and regulations; to develop sportsmanship, character, respect of self and others, teamwork, knowledge, fundamentals of football and cheerleading and responsibility. 

BY-LAWS

ARTICLE I - OFFICERS 

1.       The management generally shall be vested in a Board of Directors, who shall consist of the following officers.  A President, first Vice-President, [P1] a Recording Secretary, an Associate Chairperson, a League Association Representative, an Alternate League Association Representative, an Athletic Director, a Cheerleading Coordinator, who shall serve for a term of one year and be appointed by the PAL Executive Board in February.  [Rev 5/01 – Deleted: elected at the February meeting]  [Rev 5/2/00 – Deleted: second Vice-President] 

2.       The President shall preside at all meetings, sign all correspondence issued on behalf of the Pottstown PAL Patriots; oversee all functions and committees; prepare yearly budget and be liaison to PAL Board of Directors.  And, represent Pottstown PAL Patriots to the PAL Board when in season or as called upon.  [Rev 5/01] 

3.       The First Vice-President shall assist the President in preserving order and shall preside at all meetings in the absence of the president. 

[Rev 5/2/00 – Deleted: Article 1.4 (Second Vice-President) and re-numbered] 

4.       The Recording Secretary shall keep correct record of the proceedings of all meetings which shall be distributed at the next succeeding meeting; initiate correspondence on behalf of board members and perform miscellaneous functions upon request. 

5.       The Treasurer shall keep accurate records of all transactions and will be appointed by the PAL Board of Directors (Pottstown PAL Patriots will not have its own Treasurer, but will utilize the PAL Treasurer for all disbursements). 

6.       The League Association Representative shall represent the Pottstown PAL Patriots at the Bux-Mont League meetings; mediate altercations with other Associations; oversee weigh-ins for tackle program; convey all communication relating to upcoming events and rulings and vice-versa. 

7.       The Alternate League Association Representative shall assist the League Association Representative and represent the Pottstown PAL Patriots at all Bux-Mont League meetings in the absence of the League Association Representative; will mediate altercations; oversee weigh-ins for tackle program. 

8.       The Athletic Director shall oversee all disciplinary issues concerning participants, parent/guardians, spectators, volunteers, and coaches; coordinate and supervise the physical fitness training class and see that it is being utilized correctly. 

9.       The Cheerleading Coordinator shall represent the Pottstown PAL Patriots at all Bux-Mont Youth Cheerleading meetings; furnish yearly budget to President; establish a coaching staff; and arrange training sessions for new coaches. 

10.   The Association Chairperson shall assist the President in all areas as requested by the President, such as public relations and coordinating and overseeing team parent meetings.  [Rev 5/2/00] 

11.   Should any elected office be vacated for any reason before end of term, said position will be appointed by the President and announced at the next meeting, and the appointee will preside over the responsibilities for the duration of the term.  [Rev 5/01 – Deleted:  voted on at the next meeting] 

ARTICLE II  -  MEETINGS 

1.       At least one regular monthly meeting of organization shall be held on the First Tuesday of January, February, March, April, May, June, July and December, or upon any other day, which may be agreed upon by a majority vote of the members present.  Due to inclement weather, the meeting will be rescheduled for the Second Tuesday of the month.  No meeting shall be held during the months of August, September, October and November.   [Rev 5/01] 

2.       Special meetings of the organization may be called by the President or by the Board at any time, or whenever the affairs of the Organization warrant immediate attention. 

ARTICLE III  -  COMMITTEES 

1.       Definition: A group of persons established to perform functions headed by an elected individual(s). 

2.       Chairperson(s): Each committee will be managed by a committee chairperson(s) who is/are elected at the February meeting. 

3.       It is the responsibility of the committee chairperson(s) to enlist the aid of others and to organize the operation of his/her committee. 

4.       The following is a detailed description of what each of the ten (10) committees are responsible for: [Rev 5/2/00 – was thirteen (13)] 

a.                  Banquet Committee shall be headed by the Banquet Chairperson to oversee all functions pertaining to the banquet but shall include but not limited to scheduling banquet hall; arranging guest speakers; sending out announcements and tickets; keeping accurate records of funds received and disbursed; ordering awards/trophies. 

b.                  By-Laws Committee shall be headed by the President (or his/her delegate) to ensure that the By-Laws are being abided by all associated with Pottstown PAL Patriots; and to make any amendments necessary to the original By-Laws.  Eligible voters for By-Laws Amendments will be anyone who has attended two full meetings during the prior 12-month calendar year (calendar year is Jan. thru Dec.).  The By-Laws Committee will make recommendations between the months of December and June.  Recommendations will be presented to Board for approval.  Upon approval, recommendations will be raised at monthly meeting with final approval by majority vote at the following monthly meeting.  [Rev 5/01 – Incorporated Article IX – Vote Eligibility #3 into By-Laws Committee] 

c.                  Concession Committee shall be headed by Concession Chairperson(s) to oversee all concession stands affiliated with Pottstown PAL Patriots; purchase food and supplies; procure and maintain all equipment used in preparing of food; maintain accurate bookkeeping; validate receipts; and ensure having enough personnel to operate the stand(s). 

[Rev 5/2/00 – Deleted: Article III-D Cupcake/Snack Procurement and re-lettered] 

d.                  Disciplinary Committee shall be headed by the Athletic Director to respond to disciplinary issues for participants, coaches, volunteers and parents/guardians, spectators.  All issues will be discussed prior to action being taken. Disciplinary Committee shall consist of the Athletic Director and any board members or parents or coaches assigned to the Disciplinary Committee by the President.  The Alternate League Representative shall be the designated alternate committee member in the absence of any direct member.  [Rev 5/01] 

e.                  Drug and Alcohol Abuse Committee shall be headed by the Drug Chairperson to attend all seminars/meetings sponsored by the Bux-Mont League; and coordinate a seminar for the participants. 

f.                    Football Equipment Committee shall be headed by the Football Equipment Manager and be responsible for inspecting and maintaining all football equipment; keeping accurate records of all equipment issued in order to keep track of equipment not returned at the end of the season, and retrieve said equipment; give input on equipment necessary before season starts.  [Rev 5/2/00 – Deleted: All gear/equipment will be collected the First Tuesday after the last game] 

g.                  Cheerleading Equipment Committee shall be headed by the Cheerleading Equipment Manager and be responsible for inspecting and maintaining all cheerleading equipment; keep accurate records of all equipment issued in order to keep track of equipment not returned at the end of the season, and retrieve said equipment; give input on equipment necessary before the season starts. [Rev 5/2/00 – Deleted: All gear/equipment will be collected the First Tuesday after the last game] 

h.                  Fund Raising Committee shall be headed by the Fund Raising Chairperson to arrange events such as but not be limited to the annual candy sale, hoagie sale, bake sales, raffles; keep accurate bookkeeping of all monies collected before turning over to the Treasurer. 

[Rev 5/2/00 – Deleted: Article III-J Halloween Parade Committee and Article III-K Public Relations Committee and re-lettered] 

i.                    Registration Committee shall be headed by the Registrar to gather all necessary forms; placement of participants on appropriate teams; file all records and documents with the Bux-Mont League. 

j.                    Scholar Athletic Committee shall be headed by the Scholar Athletic Chairperson to collect documentation to verify participants’ scholastic fitness and to acknowledge those that excel. 

ARTICLE IV  -  SELECTION OF COACHES

[Rev 5/01 – Deleted: /ELECTION] 

A team’s coaching staff is in complete charge of the team whenever it is together on the practice or playing field, traveling as a group to and from practice sessions and games, or together for any team function.  The coaching staff is under the direction of the Head Coach; other coaches are called Assistant Coaches.  The following applies to all coaches: 

1.       A Head Coach must be at least 21 years of age.

2.       An Assistant Coach must be at least 18 years of age or a high school graduate.  A team may have a maximum of six (6) assistant coaches, plus a maximum of one (1) Coach-Trainee.  [Rev 5/2/00 – Old By-Laws read four (4) assistant coaches] 

3.       Teams are permitted to carry a Coach-Trainee, who must be a minimum of 16 years of age. 

4.       Applications will be accepted for Head Coaching positions at the February Pottstown PAL Patriots meeting with interviews conducted by the PAL Board with final approval by the Executive Board.  [Rev 5/01] 

5.       All Pottstown PAL Patriots coaches (Head, Assistants and Trainees) will serve for the season and be released at the end of the season. 

6.       All coaches will be selected in accordance with Pop Warner Rules and Bux-Mont Youth Football. 

7.       The Head Coach will appoint the Assistant Coaches.  The Head Coach may also appoint a Team Mom, an Assistant Coach and a Trainer (subject to approval by PAL Patriots Board). [Rev 5/2/00 – Changes to By-Laws PASSED by previous PAL Patriots Board incorporated – Added Article IV-7.]  [Rev 5/2/00 – Changed an Equipment Manager to an Assistant Coach]
 

ARTICLE V  -  EXPECTATIONS AND CONDUCT 

Coaches: 

1.       Will adhere to Pop Warner Official rules; Bux-Mont Youth Football Rules and By-Laws; and Pottstown PAL Patriots By-Laws. 

2.       Will support and cooperate with all decisions by Chairpersons and Board Members without hindrance.  This includes but not limited to registration, fund-raising, disciplinary actions,  banquet activities, equipment management and Drug/Law Enforcement Awareness Programs. 

3.       It is mandatory of the Head Coach to ensure that there is representation from at least one member of his/her coaching staff at all seminars/meetings (i.e.: Drug Awareness and Coaching Techniques, monthly meetings, in season weekly coaches’ meetings and other special meetings called by the PAL Patriots Board.) and that information is transferred to all other coaches on his/her staff, and that the techniques are properly implemented. [Rev 5/2/00 – Changes to By-Laws PASSED by previous PAL Patriots Board incorporated] 

4.       All coaches must be certified prior to the beginning of the season.  It is the coach’s obligation to pay any and all fees associated with the certification process.  All new coaches are required to attend a mandatory new coach’s clinic as part of their certification process.  New coaches shall complete the clinic prior to start of the practice schedule. [Rev 5/2/00] 

5.       Coaches must illustrate a positive attitude on the practice or playing fields, traveling as a group to and from practice sessions and games, or at any team functions. 

6.       All Head Coaches must ensure that there is adequate coaching staff at all practices, games and any/all other events. 

7.       Tackle Head Coaches are responsible to line up volunteers for chains at games. 

8.       Head Coaches are responsible to ensure at least one member of coaching staff assists in the Press Box for each game (either before or after their team plays). 

9.       All coaches are responsible to read, sign and adhere to these By-laws throughout the season. 

10.   If any coach is ejected from a game by a referee or umpire, the coach will be suspended from all practices, games, and PAL Patriots functions for one week.  If any coach is ejected by a referee or umpire or a second game in that same season, that coach will be relieved of their coaching position.  PAL Board shall be notified of all decisions.  [Rev 5/2/00 – Changes to By-Laws PASSED by previous PAL Patriots Board incorporated – Added Article V-10.] 

11.   No smoking or alcoholic beverages at any Pottstown PAL Patriots sponsored activity. [Rev 5/2/00 – Added #11]
 

Officers: 

1.       Will adhere to Pop Warner Official rules; Bux-Mont Youth Football Rules and By-Laws; and Pottstown PAL Patriots By-Laws. 

2.       Officers are required to attend all monthly Pottstown PAL Patriots meetings or send an alternate representative if unable to attend. 

3.       Officers will dutifully carry out the responsibilities of the position for which they were elected. 

4.       No smoking or alcoholic beverages at any Pottstown PAL Patriots sponsored activity. [Rev 5/2/00 – Added #4] 

Participants: 

1.       Will adhere to Pop Warner Official Rules, Bux-Mont Youth Football Rules and By-Laws and Pottstown PAL Patriots By-Laws. 

2.       Will adhere to all rules and regulations by respective Head Coaches and coaching staff. 

3.       Will respect and comply with all in authority (i.e. other coaches, Board Members, Committee Chairpersons, Fire Police, and Officials). 

4.       No fighting, spitting on hands or mishandling of equipment. 

5.       No horseplay, must show good sportsmanship at all times. 

6.       Obtain and maintain acceptable academic average. 

7.       Failure to return all equipment and Fund Raising monies will negate all further PAL activities. 

[Rev 5/2/00 – Deleted: #8 - Will turn in all equipment on the First Tuesday after last game played.] 

8.       No smoking or alcoholic beverages at any Pottstown PAL Patriots sponsored activity. [Rev 5/2/00 – Added #8]
 

Parents/Guardians: 

1.       Will adhere to Pop Warner Official Rules, Bux-Mont Youth Football Rules and By-Laws and Pottstown PAL Patriots By-Laws. 

2.       Will adhere to Civil Laws set by State & Local Municipalities.  [Rev 5/2/00 – Deleted and Pottstown School District]                       

3.       Parents/Guardians must attend weekly team meetings at respective time as established by Head Coach. 

4.       Parents/Guardians are prohibited from entering upon the practice and all game fields at any Pottstown PAL Patriots sponsored activities. 

5.       Respect all participants, parents/guardians, spectators, coaching staff, opponents, officials, board members, and fire police. 

6.       Parents/Guardians will support all participants on an equal level. 

7.       Parents/Guardians will provide transportation to and from practices, games, and any other Pottstown PAL Patriots functions. 

8.       Parents/Guardians will ensure the return of all equipment in good condition. 

9.       No smoking or alcoholic beverages at any Pottstown PAL Patriots sponsored activity. [Rev 5/2/00 – Added #9]

Team Parent: 

1.       Will adhere to Pop Warner Official Rules, Bux-Mont Youth Football Rules and By-Laws and Pottstown PAL Patriots By-Laws. 

2.       Will adhere to Civil Laws set by State & Local Municipalities.  [Rev 5/2/00 – Deleted and Pottstown School District] 

3.       Team Parents are prohibited from entering upon the practice and all game fields at any Pottstown PAL Patriots sponsored activities unless certified. 

4.       Respect all participants, parents/guardians, spectators, coaching staff, opponents, officials, board members, and fire police. 

5.       Team Parent will support all participants on an equal level. 

6.       Ensure that cupcakes/snacks are there and that they are dispersed properly at the end of the team’s game. 

7.       No smoking or alcoholic beverages at any Pottstown PAL Patriots sponsored activity. [Rev 5/2/00 – Added #7]
 

Spectators: 

1.       Will adhere to Pop Warner Official Rules, Bux-Mont Youth Football Rules and By-Laws and Pottstown PAL Patriots By-Laws. 

2.       Adhere to Civil Laws set by State & Local Municipalities.  [Rev 5/2/00 – Deleted and Pottstown School District] 

3.       Spectators are prohibited from entering upon the practice and all game fields at any Pottstown PAL Patriots sponsored activities. 

4.       Respect all participants, parents/guardians, spectators, coaching staff, opponents, officials, board members, and fire police. 

5.       Spectator will support all participants on an equal level. 

6.       No smoking or alcoholic beverages at any Pottstown PAL Patriots sponsored activity. [Rev 5/2/00 – Added #6] 

ARTICLE VI  -  DISCIPLINE

Participants: 

Discipline will be initiated when participant fails to comply with the expectations as set forth in Article V, Section: Participant. 

Procedure: 

a)       Verbal warning from coach. 

b)       Verbal warning from Athletic Director. 

1.       Coach, Athletic Director, and Parent/Guardian should meet to discuss the infraction with the participant. 

2.       The Discipline Committee will meet to discuss the infraction. 

3.       If violation is so severe c, d, and e, can be done at one time upon approval of Discipline Committee. 

c)       Letter(s) of warning by Athletic Director. 

1.       Letter explaining infraction. 

2.       Document steps taken to date and consequences of future infractions. 

3.       The Discipline Committee will sign letters. 

4.       Copy of notification shall be forwarded to PAL Board. [Rev 5/2/00 – Added #4] 

d)       Suspension for game/practice upon approval from Discipline Committee. 

1.  Discipline Committee will meet and re-evaluate circumstances. 

2.  Letter to Parent/Guardian. 

3.  Copy of notification shall be forwarded to PAL Board. [Rev 5/2/00 – Added #3] 

e)       Released for duration of season upon approval of Discipline Committee. 

  1. Letter to Parent/Guardian.

  1. Copy of notification shall be forwarded to PAL Board. [Rev 5/2/00 – Added #2]

f)        Suspended from all PAL athletic teams for one year. [Rev. 5/01] 

1.        Letter to Parent/Guardian [Rev 5/01] 

2.        Copy of notification shall be forwarded to PAL Board.  [Rev 5/01] 

Coaches: 

Discipline will be initiated when Coach fails to comply with the expectations as set forth in Article V, Section: Coaches. 

Upon an allegation of coaching misconduct by either the Athletic Director, Parent/Guardian, or member of the coaching staff; a meeting of the Discipline Committee will be called.  The Athletic Director shall oversee the investigation.  The Discipline Committee will then decide on appropriate action.

Procedure: 

a)       Verbal warning by Discipline Committee. 

  1. Coach, Athletic Director, Board Member, and Parent/Guardian should meet to discuss the infraction.

2.       The Discipline Committee will meet to discuss the infraction. 

3.       If violation is so severe b, c and d, can be done at one time upon approval of Discipline Committee. 

b)       Letter(s) of warning by Athletic Director. 

1.  Letter explaining infraction. 

2.  Document steps taken to date and consequences of future infractions. 

3.  The Discipline Committee will sign letters. 

4.  Copy of notification shall be forwarded to PAL Board. [Rev 5/2/00 – Added #4] 

c)       Suspension for game/practice upon approval from Discipline Committee. 

1.  Discipline Committee will meet and re-evaluate circumstances. 

2.  Letter to Coach 

3.  Copy of notification shall be forwarded to PAL Board. [Rev 5/2/00 – Added #3] 

d)       Released for duration of season upon approval of Discipline Committee. 

1.  Letter to Coach 

2.  Copy of notification shall be forwarded to PAL Board. [Rev 5/2/00 – Added #2] 

Parent/Guardian/Spectator: 

Discipline will be initiated when Parent/Guardian/Spectator fail to comply with the expectations as set forth in Article V, Sections: Parent/Guardian/Spectator. 

Procedure:

a)       Verbal warning by a coach, Athletic Director, or any Board Member. 

  1. Coach, Athletic Director, Board Member, and Parent/Guardian/Spectator should meet to discuss the infraction.

2.       The Discipline Committee will meet to discuss the infraction. 

3.       If violation is so severe b, c, and d, can be done at one time upon approval of Discipline Committee. 

b)       Letter(s) of warning by Athletic Director. 

1.  Letter explaining infraction. 

2.  Document steps taken to date and consequences of future infractions. 

3.  The Discipline Committee will sign letters. 

4.  Copy of notification shall be forwarded to PAL Board. [Rev 5/2/00 – Added #4] 

c)       Suspension for game/practice upon approval from Discipline Committee. 

1.  Discipline Committee will meet and re-evaluate circumstances. 

2.  Letter to Parent/Guardian/Spectator 

3.  Copy of notification shall be forwarded to PAL Board. [Rev 5/2/00 – Added #3] 

d)       Released for duration of season upon approval of Discipline Committee. 

1.  Letter to Parent/Guardian/Spectator 

2.  Copy of notification shall be forwarded to PAL Board. [Rev 5/2/00 – Added #2] 

e)       In the absence of the Athletic Director, any Board Member may take his/her place. 

ARTICLE VII  -  REGISTRATION 

1.       Registration will be conducted during the month of April. 

2.       Responsibilities of Registrar: 

Registration Day: 

a)       Arrange to have to all required forms available during registration. [Rev 5/2/00 – Deleted: Registration forms, Parental/Guardian Release, and Medical Release] 

b)       Must obtain a photocopy of the participants’ birth certificate. [Rev 5/2/00 – Deleted: (this is only necessary for first year participants, veteran’s birth certificates are on file). 

c)       Distribute memo to parents/guardians advising what equipment is necessary to participant. 

[Rev 5/2/00 – Deleted d) Schedule meeting to acquaint the parents/guardians with the rules and objectives of the program.] 

Rostering: 

a)       Football participants must be placed on the appropriate team by age/weight, in accordance with Pop Warner Rules and Bux-Mont Youth Football Rules. 

b)       To be put on the lowest weight team possible. 

c)       Cheerleading participants are placed on appropriate squads by age, in accordance with Bux-Mont Youth Football. 

d)       Distribute pre-season rosters to Head Coaches at the May meeting.
 

Opening Day – August Practice 

a)       Verify participants age and weight to ensure they are placed on the appropriate team/squad. 

b)       Collect all Medical Release forms from participants. 

Presentation of Forms to Bux-Mont League: 

a)       Complete all Bux-Mont registration and I.D. forms for all football/cheerleading participants, attach copy of birth certificate to the forms of new participants. 

b)       Submit all registration and I.D. forms to the League Association Representative. 

c)       Have all rosters typed and signed by League Association Representative. 

d)       Copies of all registration/I.D. forms will be returned upon completion of Bux-Mont registration. 

ARTICLE VIII  -  INJURIES 

1.       Parents/Guardians are to be advised of the hazards of participating at both registration and during Parent/Guardian meeting. 

2.       Substantial injuries (requiring treatment by physician) shall be documented in writing and submitted to Pottstown PAL Patriots President, by Head Coach, within three (3) days of the incident.  A claim form also must be completed and submitted within the above-mentioned time frame. 

3.       All expenses incurred are to be directed to the participants medical insurance, Pottstown PAL Patriots is not responsible for any medical expenses.  Pottstown PAL Patriots is responsible for any 3rd party medical expenses.  [Rev 5/2/00 – Old By-Laws read:  Pottstown PAL Patriots does have excess insurance only] 

Deleted ARTICLE IX – VOTE ELIGIBILITY – Deleted #1 (Board of Directors and Committee Chairperson(s)) and #2 (Head Coaches).  Incorporated #3 (By-Laws Amendments) under By-Laws Committee.  [Rev 5/01]