By Laws – Sandwich Youth Tackle Football Program
Article I. Name
This organization shall be known as Sandwich Youth Tackle Football, hereafter referred to as SYTF. SYTF is a member of the Illinois 8 Youth Tackle Football League, hereafter referred to as I-8.
Article II. Objective of Program
The objective of this organization shall be:
Serve as a feeder program to the Sandwich High School football program
Teach and instruct youth the basic skills of competitive football
Teach and instruct youth in the basic skills of cheerleading
Inspire youth to practice the ideals of teamwork and sportsmanship
Develop physical fitness within a safe environment
Accept adversity without complaint
Respect authority
Respect their teammates and opponents
Develop self confidence and a feeling of accomplishment
Article III. Government
Section 1. Management: The government of SYTF shall be under the supervision of its Officers and Board of Directors. If a board position is open, the current board will vote new members on. The President, Vice President, and Head Athletic Directors shall not be permitted to be a head coach of any football or cheerleading team, unless board approved (amended 11/15/2023). Spouses will not be allowed to be board members at the same time unless voted on by the board as a last resort. Officers are required to attend 9 out of 12 meetings each year, missing more than the allotted amount of meetings can lead to dismissal of board position. Each officer will be required to wear the assigned shirt on game day (jamboree, regular season, post season) as the outermost wear making them easily identifiable.
Section 2. Officers: The officers of SYTF shall consist of:
President Publicist
Vice President Secretary
Boys Athletic Director Equipment Manager
Boys Assistant Athletic Director Assistant Equipment Manager
Girls Athletic Director Head of Concessions
Girls Assistant Athletic Director Assistant Concession
Treasurer
Fundraiser and Sponsorship Coordinator
Cheer Competition Coordinator (added 10/16/2023)
Cheer Equipment Director (added 10/16/2023)
These officers shall be considered voting members of the Board of Directors. Any officers appointed to fill a vacancy shall serve the remainder of the season. The Board of Directors shall make all appointments of officers, board members, and committee chairpersons. President and Vice President are required to be filled from current board members who have served on the board at a minimum of one year prior. Head high school coaches should have input when electing a new president, if they so choose. It shall be the responsibility of the board of directors to fill all vacancies by majority vote. Any officers not fulfilling his or her duty may be voted off by a majority vote and will be required to remain off the board for a minimum of one (1) year before being eligible for re-election. No member shall receive compensation for serving on the board.
Section III. Duties:The officers shall perform the duties and exercise the powers prescribed by these By-laws. These duties and powers shall include, but not be limited to the following:
President
Provide overall leadership
Organize and direct monthly meetings
Responsible for the conduct of the SYTF organization, and be in strict conformity to the policies, principles, rules and regulations of said club
Shall vote only in case of a tie
In coordination with Vice President, Boys Athletic Director, and Assistant Athletic Director, the President will attend I8 meeting when needed
Organize annual parent meeting
Set up meeting with Superintendent of School to go over contract each year
Meet with head high school coach to support feeder program
Assist in registration
Communicate and coordinate with the high school athletic director regarding game and practice field use
Responsible for ordering football jerseys at the beginning of each season
Organize and work with vendor for SYTF picture day
Has authority to write checks with two signatures and disperse club funds as approved by the board of directors
Vice President
Preside in the absence of the president
Assist in registration process
In coordination with President, Boys Athletic Director, and Assistant Athletic Director, the Vice President will attend I8 meeting when needed
Communicate and coordinate with the junior high school athletic director regarding gym practice use
Has authority to write checks with two signatures and disperse club funds as approved by the board of directors
Boys Athletic Director
Overseeing all teams and their respective coaches, which shall include assisting in all practices and games
Acting as a liaison between SYTF Board and Coaches
Attend monthly I-8 meetings on a rotational basis with the Assistant Boys Athletic Director. Communicate absences or needs with the President and Vice President.
Ensure proper conduct of coaches per SYTF and I-8
Responsible for all forms pertaining to all football players and ensuring all forms are present at each game
Attend the weigh-ins for all games at each level
Direct all manners related to league insurance
Responsible for ensuring coaches have taken and passes USA Football Heads Up and head coaches have current CPR Certification and card is provided to be kept on file with SYTF
Responsible for proper team alignment at registration by placing football players according to age per I-8 and agreement with the Sandwich School Board
Observe, guide and provide direction when needed by a coach or team
Provide a roster of each team to appropriate members of SYTF board at May Meeting
Work with coaches to share information from the board of directors, coaches then relay and share information with parent reps
Assist in registration
Assist Boys Assistant Athletic Director in their job duties as needed
Boys Assistant Athletic Director
Assist Boys Athletic Director in their job duties as needed
Assist with registration forms, rosters and paperwork as needed
Assist in registration process
Attend I-8 League meeting with Boys Athletic Director as needed
Present injury paperwork to round table I-8 League Meeting
Cover weigh-ins during games in case of Athletic Director absence
Girls Athletic Director
Overseeing all squads and their respective coaches, which shall include assisting in all practices and games
Acting as a liaison between SYTF Board and Coaches
Attend monthly I-8 meeting on a rotational basis with Girls Assistant Athletic Director
Act as liaison between SYTF Board and I-8 cheerleading directors
Ensure proper conduct of coaches per SYTF and I-8
Responsible for all forms pertaining to cheerleaders and ensuring all forms are present at each game and turned in prior to first day of practice
Direct all manners related to league insurance
Responsible for ensuring head coaches have CPR Certification is current and card is provided to be kept on file with SYTF.
Responsible for proper squad alignment at registration by placing cheerleaders according to age per I-8 and agreement with the Sandwich School Board
Work with coaches to share information from the board of directors, coaches then relay and share information with parent reps
Observe, guide and provide direction when needed by a coach or team
Provide a roster of each team to appropriate members of SYTF board at May Meeting
Assist in registration
Complete cheer inventory at the end of each season
Girls Assistant Athletic Director
Assist Girls Athletic Director in their job duties as needed
Assist with registration forms, rosters and paperwork as needed
Assist in registration process
Attend I-8 League meeting with Boys Athletic Director as needed
Assist in inventory at the end of the year
Organize equipment handout, return and proper storage
Present injury paperwork to round table I-8 League Meeting
Treasurer
Has authority to write checks with two signatures and disperse club funds as approved by the board of directors
Responsible for providing receipts for cash collections
Maintain financial record and present financial reports at each board meeting, as well as an annual report at the January meeting
Responsible for creating treasury report which should include all people on a payment plan with money paid and money still owed
Must bring copies of treasury report, bank statement and all receipts to board meetings, if unable to attend is responsible for getting these reports to another board member before the meeting
Prepare and maintain annual budget
Responsible for counting all home game money with the concession director and a third board member. All money to be deposited by a board member
Carry the organization’s checkbook to all practices and games
Provide payment to officials on home game days
Get mail from PO Box on weekly basis
Ideally stay with position for 3 seasons
Assist in registration
Responsible for counting all cash/checks collected from registration and depositing in timely manner
Counting all fundraiser money with two other board members present. All money to be deposited by a board member
Delivers all documents to organizations accountant for end of the year taxes
Responsible for debit card receipts
Publicist
Assist in all SYTF related matters
Responsible for publishing all SYTF newspaper articles and press releases
Maintaining organization website
Assist in registration
Responsible for newsletter
Responsible for posting game scores
Secretary
Record and present minutes at each board meeting
Maintain a register of all board members
Maintain a master file of all SYTF related documents
Assist in registration process
Ordering of shirts; board members, coaches and parent reps
Maintain By-Laws master document
Organize and distribute agenda
Has authority to write checks with two signatures and disperse club funds as approved by the board of directors
Equipment Manager
Assist in all SYTF related matters
Take and maintain inventory of all football equipment
Ensure all coaches boxes and equipment are stocked
Organize equipment room
Putting away all equipment at the end of the season with the assistance of additional board members
Maintain and keep stocked first aid kits
Assist in registration
Ordering jerseys and helmet stickers
Assistant Equipment Manager
Concession Director
Purchasing products and running of the concession stands at all home games
Count all profits, including 50/50 raffle, at conclusion of each home game in the presence of treasurer and another board member
Provide board with updates on expenditures, profits, and recommendations for purchases
Responsible for volunteer sign up and verifying participation of volunteer commitment
Responsible for submitting all receipts to treasurer in a timely manner
Assist in registration
Assistant Concession Director
Fundraiser and Sponsorship Coordinator
Work with community businesses to find and secure sponsors for SYTF
Complete all required sponsor requirements (signage, game promotion, postseason recognition, etc.)
Keep board apprised of all new sponsors and act as liaison between board and sponsors
Act as coordinator for all SYTF fundraising
Seek out potential fundraising opportunities and present to the board
Collect all funds raised by fundraising/sponsorships and deliver to treasurer to be counted – along with third board member
Maintain accurate record of all monies earned and communicate to board status of fundraisers and all profits made
Assist in registration
Cheer Equipment Director (added 10/16/2023)
Uniforms
First Aid Kits
Poms/Speakers
Cheer mat storage
Cheer Competition Coordinator (added 10/16/2023)
Attends Monthly meetings in Braidwood
Schedules cheer mat practice times/locations
Coordinates competition music/choreography
Article IV. Membership
Section 1. Adult Members: Any person who has a child enrolled in the program or has an active interest shall be a member of the SYTF organization, and will be subject to its by-laws and Code of Conduct as well as the I-8 Code of Conduct.
Section 2. Youth Members: Any child meeting the requirements as set forth in the by-laws of the SYTF organization will be eligible for participation. All youth members must conform to the SYTF organizations by-laws and Code of Conduct, and the I-8 Rules of Play.
Section 3. Football Coaches: All football coaches are subject to SYTF organization by-laws, Code of Conduct, background check/fingerprinting, USA Football Heads Up, and Head Coaches CPR Certification.
Section 4. Cheerleading Coaches: All cheerleading coaches are subject to the SYTF organization by-laws, Code of Conduct, background check/fingerprinting, and Head Coaches CPR Certification.
Section 5. Disqualification: Any member not conforming to the by-laws or Code of Conduct of the SYTF organization and the I-8 Code of Conduct, will be disqualified at the board of directors meeting by a majority vote.
Article V. Rules and Regulations
Section 1. Football: all coaches, players and parents shall conform to the rules and regulations as prescribed by the SYTF organization by-laws, and by the Code of Conduct passed by the board January 2022 and by the By-laws of the I-8. Teams will consist of 15-35 players. The responsibilities shall include but not be limited to the following:
Boys Athletic Director: The boys athletic director should have but not required to, at least two (2) years experience as a coach. The boys’ athletic director should have at least one (1) year board experience prior to moving to the position. The boys’ athletic director cannot be a head coach in addition to their athletic director duties, unless board approved (amended 11/15/2023). The duties of the athletic director shall consist of:
Overseeing the SYTF organization teams for all football divisions (Superlight, lightweight, junior varsity, and varsity) and their respective coaches, which shall include assisting in all practices. Also includes serving as a contact for each team's parent representative.
Presenting candidates for head coach to the board for election. All candidate names shall be placed on a ballot for election by the SYTF organization board. Each candidate is allowed to be nominated for one position. Each of the candidates will be provided with an opportunity to present their qualifications either in writing, or orally to the board of directors prior to election.
Following the I-8 meetings, conduct an informal meeting with the head coaches or assigned representative from each level during the regular season to update each coaching staff on any issues or to address any local issues.
Assigning players to the appropriate team according to age and weight rules set forth in the I-8 League By-laws and Rules of Play.
Suspending members with board approval that do not conform to the SYTF organization by-laws or Code of Conduct, or the I-8 By-laws, Rules of Play and Code of Conduct.
Recommending disqualification of members that do not conform to the SYTF organization by-laws or Code of Conduct or the I-8 By-laws, Rules of Play, and Code of Conduct.
Head Coaches: The head coaches shall answer directly to the athletic Director. The head coaches’ duties shall include, but not be limited to:
Instructing the players in the basic fundamentals of football and shall stress good sportsmanship, teamwork and fair play.
Implementing the objectives of the SYTF organization, and in enforcing the rules and regulations set forth in these By-laws as well as the By-laws and Rules of Play of the I-8 with their team.
Assisting the football equipment manager with issuance, maintenance and collection of uniforms and equipment
Maintaining accurate attendance reports and submitting them to the girls and boys athletic directors.
In addition, each head coach shall be expected to submit an injury report to a board member within 24 hours of any injury. Including during practice or a game. All injuries must be reported to the athletic director.
All coaching staff will work closely with Sandwich High School Football developing a feeder program.
Head coaches will attend coach’s clinic provided by HS coaching staff.
Coach will not leave until a responsible party picks up all players.
All coaches will adhere to the playbook given by the SYTF Board of Directors. Failure to comply with this expectation will result in board review and dismissal from coaching position.
Team Coaches: The team coaches shall answer directly to their respective team’s head coach. They shall assist the head coach in implementing the objectives of the SYTF organization, and in enforcing the rules and regulations set forth in these By-laws as well as the By-laws and Rules of Play of the I-8. Team coaches should attend coach’s clinic provided by the HS coaching staff.
Players: The rules and regulations governing player personnel are as follows:
All players must abide by the SYTF organization By-laws and Code of Conduct as well as the By-laws and Rules of Play and Code of Conduct of the I-8.
NO REFUNDS will be given after the first week of practice for participants who elect to drop. The only exception will be for medical reasons with a doctor’s note required. This will be subject to a board vote.
Players are expected to attend all practices and games. Any player may be dropped from the team after three (3) unexcused absences. This will be subject to board vote. Excused absences will include: sickness, traveling, death in the family or other family “emergency”. Any other absence will be at the discretion of the board. Any and all absences need to be communicated to the head coach prior to practice time.
In accordance to the above rule, if a player is absent (even for an excused absence) that player will need to have attended at least 1 practice that week prior to that weekend’s game to be eligible to play. (Rule excludes Jamboree-as long as the player has attended 1 week of practice prior to the Jamboree, the player is eligible to play, per the I8 by-laws.)
Players must have a current physical dated within the 13 months prior to the end of the season from their medical doctor. Players will not be issued equipment and will not be allowed to participate in practices without a current physical on file. If no physical within 3 days of our starting date of practice, you may be dropped from the league without a refund.
Players must submit all fees, deposits, forms, birth certificate, current insurance card, and a current photo at registration. Players who don’t complete all requirements by the first day of practice will not be allowed to practice and will be marked as unexcused.
Uniforms must be kept clean and presentable. Any uniforms or equipment returned in damaged condition due to improper care will require just compensation. All uniforms shall be cleaned before being returned at the end of the season otherwise a fee will be imposed.
All required safety equipment issued to players must be worn at all practices and games. Mouthpieces must have an attached strap. Mouthpieces must be fitted to each player by their parents according to manufacturer's instructions.
All players shall participate in a minimum of five (5) plays per game (including special teams) amended 8/12/2023; refusal of an athlete to go when asked by a coach will count as a play.
Players will play on the team according to the roster for the entirety of the season based on the given rosters on Aug 1st.
Section 2. Cheerleading: All coaches, cheerleaders, and parents shall conform to the rules and regulations as prescribed by the SYTF organization By-laws, and by the Code of Conduct passed by the board and by the By-laws and Code of Conduct of I-8. Squads will consist of 10-25 cheerleaders as a general rule. Squads may consist of up to 5 additional cheerleaders (26-30), if those added after 25, meet the criteria set forth by the SYTF Board: Returning cheerleaders from last year’s squad (returning Sandwich cheerleaders for JV-Varsity). The responsibilities shall include but not be limited to the following:
Girls Athletic Director: The girls’ athletic director cannot be a head coach in addition to their athletic director duties, unless board approved (amended 11/15/2023). The duties of the girls’ athletic director shall consist of:
Oversee all squads and their respective coaches, which shall include assisting in practices.
Acting as a liaison between members of the SYTF organization and the cheerleading coaches and parent reps
Acting as a liaison between member of the cheerleading coaches
Suspending members, with board approval, that do not conform to the SYTF organization By-laws, or Code of Conduct, or the I-8 Code of Conduct.
Recommending disqualification of members that do not conform to the SYTF organization By-laws or Code of Conduct, or the I-8 By-laws or Code of Conduct.
Head Cheerleading Coaches: The cheerleading coaches shall answer directly to the girls’ athletic director. Their responsibilities shall include, but not be limited to the following:
Instruct the cheerleaders in the basic fundamentals of cheerleading
Stress good sportsmanship, teamwork and fair play
Advise members in regards to details concerning practice schedules, games, and other special activities
Assist with issuance, maintenance, and collection of uniforms
Maintain accurate attendance reports
Ensure that the cheerleaders are wearing proper uniform attire to games and other special activities as directed by the girls’ athletic director
In addition, each cheerleading coach shall be expected to submit an injury report to a board member within 24 hours of any injury, and report to the girls' athletic director.
Coach shall not leave until a responsible party picks up all players
Team Coaches: The team coaches shall answer directly to their respective team’s head coach. They shall assist the head coach in implementing the objectives of the SYTF organization, and in enforcing the rules and regulations set forth in these By-laws as well as the By-laws and Rules of Play of the I-8.
Cheerleaders: The rules and regulations governing cheerleaders’ personnel are as follows:
All cheerleaders must abide by the SYTF organization By-laws and Code of Conduct as well as the I-8 By-laws and Code of Conduct
All cheerleaders must wear proper uniform attire at all games, practices, and special activities as directed by the girl’s athletic director. The girls’ athletic director shall designate proper uniform code.
Practice cheer shoes are expected at practice
Uniforms must be kept clean and presentable. Any uniforms damaged due to improper care will require just compensation.
NO REFUNDS will be given after the first week of practice for participants who elect to drop. The only exception will be for medical reasons with a doctor’s note required. This will be subject to a board vote.
Players are expected to attend all practices and games. Any player may be dropped from the team after three (3) unexcused absences. This will be subject to board vote. Excused absences will include: sickness, traveling, death in the family or other family “emergency”. Any other absence will be at the discretion of the board. Any and all absences need to be communicated to the head coach prior to practice time.
In accordance to the above rule, if a player is absent (even for an excused absence) the player will need to have attended at least 1 practice that week prior to that weekend’s game to be eligible to play.
All cheerleaders shall be expected to display sportsmanship at all times, both on and off the field.
Participants shall be expected to pay attention to instructions from the coaches without excessive and continued disturbances.
Participants shall be expected to support their team, their squad, and the organization by displaying their spirit, enthusiasm, loyalty, and their maintenance of a high standard of moral and ethical behavior.
Players must have a current physical dated within the 13 months prior to the end of the season from their medical doctor. Players will not be issued equipment, and will not be allowed to participate in practices without a current physical on file. If no physical within 3 days of the starting date of practice, you may be dropped from the league without refund.
Players must submit all fees, deposits, forms, birth certificate, current insurance card, and a current photo at registration. Players without this completing all requirements by the first day of practice will not be allowed to practice and will be marked as unexcused.
Cheerleaders will cheer in all types of weather, including rain at games. If the football players are playing, the cheerleaders are expected to cheer. This includes during playoff games and Super Bowl games if it applies to your squad.
Cheerleaders are expected to cheer in competition.
Article VI. Parliamentary Procedure
Section 1. Robert’s Rules of Order: The revised Robert’s Rules of Order shall be the parliamentary authority for all matters of procedure not specifically covered by the By-laws of the SYTF organization, or by special rules of procedure adopted by the SYTF organization Board of Directors.
Article VII. Amendments
Section 1. Amendments: These By-laws may be amended at any regular meeting of the board of directors by a majority vote of the directors. The secretary shall note any amendments in the minutes of said meeting. At the end of each year, any amendments to the By-laws shall be so entered in the original by-laws by the secretary.
I/WE HEREBY CERTIFY THAT THESE BY-LAWS WERE ADOPTED BY THE SANDWICH YOUTH TACKLE FOOTBALL ORGANIZATION BOARD OF DIRECTORS THIS APRIL 24, 2024 AND SHALL SUCCEED ANY PRIOR AMENDMENTS TO THE ORIGINAL BY-LAWS.
Bethany Green, President
Luke Forester, Vice President
James Raines, Boys AD
Phil Sinetos, Assistant Boys AD
Jeff Morel, Interim Assistant Boys AD
Ashley Brunoehler, Girls AD
Kristen Gifford, Assistant Girls AD
Amber Harmon, Cheer Competition Coordinator
Valorie Salvage, Cheer Equipment/Mat Schedule
Kat Richards, Treasurer
Becky Englehart, Secretary
Jen Ayala, Concession Dir.
Tina Anderson, Assistant Concessions
Will Martin, Equipment Manager
Jen Robinson, Assistant Equipment
Randi Nelson, Sponsorship
Beth Behringer, Publicist/Media
Jason VanPelt, High School Liaison