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Download a copy here: Berkeley Jr. Golden Eagles ByLaws

Berkeley Jr. Golden Eagles, Inc. - By-Laws

1.0 Name

The name of the organization shall be Berkeley Jr. Golden Eagles, Inc.

2.0 Objectives

The purpose of this corporation/franchise shall be to provide an organized format where our youth are introduced to football, cheerleading and related activities in an atmosphere which communicates sportsmanship, fair play and fellowship, with supervisors emphasizing safety in all coaching techniques. Further, it shall be the policy of this organization to promote academic achievement among all its participants. This organization shall be family oriented, community based and supported by all its members to insure the ultimate benefit of its youthful participants.

3.0 Corporate Seal

There shall be a corporate seal, which shall be a circular impression having inscribed thereon the name of the corporation and the year of its incorporation.

3.1 Logo/Mascot/Team Colors

Reserved

4.0 Affiliations

This organization shall be an autonomous entity and shall be a franchise of the Jersey Shore Pop Warner Football League, Inc., herein referred to as “HLA” (Highest Local Authority) Brielle, New Jersey and Pop Warner Little Scholars, Inc., herein referred to as “National”. As long as this franchise is affiliated with the aforementioned HLA, it shall adhere to and uphold the laws and rules of same insofar as they affect, empower, and prescribe the function of all Pop Warner franchises.

5.0 Fiscal Year

The fiscal year of this corporation will begin January 1 and December 31.

6.0 Membership

All members must read, sign and abide by the Parent’s Code of Conduct.  There shall be five categories of membership as follows:

A) Regular Membership –Persons 18 years of age or older who meet one of the following  conditions:

1. Parents or legal guardians of children who are participants and who reside within our assigned territory who have paid the required financial obligations. (Registration fee, Equipment Bond, and Parent Participation Bond.)

2. Coaches and/or other individuals with no participants in the program but who donate their time to programs, projects or activities each year at the request and authorization of the Board of Directors.  These individuals must complete a minimum of 100 hours of donated time.  Head coaches are responsible for attendance of the coaches.

B) Associate Memberships – high school and college students that have not attained the age of 18 but who donate their time to programs, projects or activities of the franchise. All associate members must have parental permission to apply for membership.   These individual must complete a minimum of 40 hours of donated time.  Head coaches are responsible for the attendance of Associate Members.

C) Probationary Memberships – This is a status of membership conferred upon all regular members who fall into one or more of the following classifications:

1. Members who have not met their parent participation hours.

2. Members who have not met the attendance requirements or who have been suspended.

3. Members who have not read, signed and agreed to abide by the terms of the Parent’s Code of Conduct.  Probationary Membership status shall remain in full force and effect until such time as any of the above conditions are rectified or the probationary period has been successfully completed. While any member is designated as “probationary” they shall have no voting privileges. Probationary members are not considered members in good standing.

4. Members who have not completed their donated time requirement above.

Any member who has been suspended from Pop Warner or any youth sport organization for a period of one year must apply for reinstatement of his or her child after the sanctioned period. The reinstatement will require the adult to appear in front of the Executive Board to present and discuss the issue. After hearing and reviewing the issue, the Executive Board will decide by majority vote (balloted) on whether the adult and child can be reinstated. If the adult has a second offense, his or her membership will be permanently banned from Berkeley Jr. Golden Eagles.

6.1 Membership – Term

All memberships shall be January 1 through December 31.

6.2 Membership – General Membership

The General membership shall be comprised of regular, probationary, and associate members. Regular members shall have full voting rights as stated herein provided they have attended three General Membership meetings in the course of the fiscal year. Associate members shall have no voting privileges for elected officers, but do have voting privileges for motions on the floor during General Membership Meetings.  Probationary members shall have no voting privileges.

7.0 Elected Officers

The elected officers of the Board shall serve a term of one (1) year. The elected positions as follows:

President, Vice President, Secretary, Treasurer, and Sergeant at Arms

8.0 Appointed Officers

The following officers shall be appointed by the President with the advice, counsel and consent of the elected officers in section 7.0.

The appointed positions are as follows:

Commissioner of Football, Commissioner of Cheerleading, Equipment Manager, Director of Scholastic Programming, Team Parent Coordinator, Public Relations/Fundraising Coordinator

8.1 Officer’s Charge and Oath of Office

Unless a more elaborate ceremony is planned, the outgoing President shall at the December meeting, swear in the newly elected President. In the event a President succeeds themself, they may be sworn in by the Secretary. The incoming or current President shall also swear in all newly elected officers annually. The following charge shall be given by the person administering the oath prior to giving the oath of office:

CHARGE TO OFFICERS

The office to which you have been elected or appointed is one of dignity and importance. In accepting this office, you undertake a responsibility which is not to be assumed lightly nor carelessly discharged. You are charged with the duties of seriously and resolutely furthering the purposes and objectives of Berkeley Jr. Golden Eagles, Inc. in this community. You must be ready to exercise the functions of the office with which you are entrusted, further you are charged with upholding and enforcing the Bylaws and Administrative Policy of this corporation and thereby governing this corporation in accordance with democratic principles, under which every person who wishes to speak shall be heard, toward the end that the best opinion shall prevail through the expressed will of the majority.

 

Person administrating Oath: “Do you accept this charge?”

Person being sworn: “I do.”

Person administrating Oath: “Raise your right hand and repeat after me:

“I – state your name do solemnly swear that I will faithfully execute the office that I am about to assume and will to the best of my ability, serve the membership of the Berkeley Jr. Golden Eagles.”

 

9.0 Term of Office

A) The term of office of the President shall be for one (1) year which shall constitute one term. No individual may hold this office for more than four (4) consecutive terms (four years). The President shall serve from the first day after the December General Membership meeting and shall serve for one (1) year or until his/her successor shall have been qualified and elected.

(B) All other elected officers shall also have a term of one (1) year. They shall also serve from the first day after the December General membership meeting and shall serve for one year or until their successors shall have been qualified and elected.

(C) All appointed officers shall serve for a period of one (1) year.

(D) If an Elected Office is not contested the individual who held the position in the previous term may stay in that position.

 

 

9.1 Vacancies

(A) Any officer or member of the Board elected or appointed, who misses three (3) Board meetings without good cause shall be determined to have vacated his/her office. The Board may, at that time, take actions to ascertain the intentions of this officer in writing with a ten (10) business day reply required. Said notification must be sent via Certified Mail with a return Receipt Requested. Should no answer be forthcoming, the vacancy shall be confirmed and the Board will proceed as specified herein.

B) Vacancies will be officially recognized at a General Membership meeting.  Should a vacancy occur in an appointed position, the President shall appoint any General Member in good standing to fill that office for the remainder of the term.  Should a vacancy occur in any elected office, said vacancy will be advertised on the home page of the Berkeley Jr. Golden Eagles web page and an election held for that office at the next regularly scheduled General Membership Meeting.  The term for the specially elected office shall be for the remainder of the term of the vacated office.

9.2 Impeachment

Any officer may be removed from office for just cause. Written notice must be given to the officer in an impeachment process. Said officer shall have ten days in which to respond to charges and answer same. Notice of impeachment shall state charges and name(s) of persons making charges, along with the date, time and location of the impeachment hearing. A vote by a 2/3rds majority of the General Membership shall be needed to impeach. The officer charged in the impeachment process shall have the right to be represented by counsel and the Executive Board shall set rules governing such a hearing.

10.0 Officer’s Duties

10.1 President

The President shall serve as Chief Executive Officer attending to the day to day business and concerns of the corporation. He/She shall preside over all Executive Board, and General Membership meetings and shall appoint committee chairpersons and members of committees and, further, shall service as an ex-officio member of the same.

The President shall receive applications for and recommend all coaching personnel with the advice of the Directors of Football and Cheering. He/She shall upon his/her election, meet with the outgoing Board or newly elected officers to formulate a “Planned Year of Action” and “Annual Operating Budget”. He/She shall strictly uphold and enforce all laws and rules of the HLA as they relate to this corporation as a franchise thereof.

10.2 Vice President

The Vice President shall preside over all meetings where the President is not in attendance. He/She shall be responsible to serve as the HLA’s representative to the Jersey Shore Football League and shall be charged with participant registration and team certification. He/She shall be the insurance liaison and shall keep a record of all matters dealing with participant’s injuries and dealings with HLA insurance carrier.

10.3 Secretary

The Secretary shall be charged with keeping an accurate record of all hearings, meetings, proceeding, correspondence and official documents of the corporation. He/She shall send out all meeting notices. The Secretary is also responsible for roll call at all Board of Directors meeting.

 

10.4 Treasurer

The Treasurer shall have sole care and custody of all moneys and securities due and owing to this corporation. He/She shall be charged with depositing same into an interest bearing account as designated by the Board of Directors within three (3) business days of receipt. He/She shall upon his/her election, draw up an Annual Operating Budget for presentation to the Board at the February General Membership meeting and shall give a written financial report at all meetings. Copies of financial report shall be made available to all members.

10.5 Commissioner of Football

The Director of Football shall have the responsibility of articulating the specifics of all football programs, recommending candidates for coaching positions to the Executive Board, servicing the football staff, overseeing the implementation of the HLA’s football guidelines, and the hearing of all first level complaints filed against any coach and/or staff member.

10.6 Commissioner of Cheerleading

The Director of Cheerleading shall have the responsibility of articulating the specifics of all cheerleading programs, recommending candidates for coaching positions to the President, overseeing all equipment related to cheerleading as well as the implementation of the HLA’s cheerleading guidelines. He/She shall further be responsible for the reviewing of all first level complaints filed against any coach and/or staff member.

10.7 Equipment Manager

The Equipment Manager shall have the responsibility of distributing, inventorying and collecting all franchise equipment. He/She will also serve as primary resource in the preparation of an annual equipment needs list which shall consist of both hard and soft goods.

10.8 Director of Scholastic Programming

As per the Jersey Shore Pop Warner League Inc. guidelines, the Director of Scholastic Programming shall have the responsibility of accumulating and preparation of all information relevant to the submission of candidates for honors as Pop Warner Little Scholars. He/She shall also assist head coaches in the preparation of eligibility affidavits for competition. Additionally, the individual shall serve as the chairperson of the football and cheerleading scholarship subcommittee.

10.9 Sergeant At Arms

The Sergeant at Arms shall maintain order and decorum at all meetings and official events of the Berkeley Jr. Golden Eagles. In the event of the Secretary’s absence, the Sergeant at Arms shall fulfill those duties and record the meeting minutes.

10.10 Public Relations / Fundraising Coordinator

The Public Relations / Fundraising Coordinator shall be in charge of public statements, as well as, coordinating organizational wide fundraising activities and be responsible for fundraising, including but not limited to spirit sales, gate, 50/50’s, registration fundraiser, etc. He shall be responsible for soliciting donations for the corporation.  The Fundraising Coordinator shall be allowed to organize a committee to assist with his duties; this committee must be approved by the Executive Board.

 

 

10.13 Team Parent Coordinator

The Team Parent Coordinator shall seek out and find qualified volunteers for each team or squad to serve as team Parents. Together they shall become part of a very vital communications link and team support network. It shall be the duties of the coordinator to assure that Team Parents for all squads receive pertinent corporate information to enable him/her to solicit team support personnel for fund raisers, social events, concession stand committee members, monitoring, videotaping and all of the various areas where manpower is needed to carry on the programs, projects and activities of the corporation. In situations where there are emergencies or special meetings or other vital communications which must get out to the membership or participants, the Team Parent Coordinator will activate the network of team parents to contact and inform participants.

11.0 Executive Board

11.1 Executive Board – Authority

The Executive Board may make rules and regulations, administrative policies and resolutions as in their discretion they deem necessary and proper to guide and manage business and affairs’ control and protect the assets of the corporation. They shall operate, manage and maintain themselves both individually and collectively in such a manner as to provide for the purposes and objectives as set forth herein. They shall further have the authority to solicit contributions and raise revenue necessary to carry on as specified herein. The Executive Board shall meet, discuss and seek resolution if warranted, on issues concerning coaches, participants, or parents, or on issues which arise that may be sensitive in nature or require an environment of confidentiality.

11.2 Executive Board – Meetings

A) The Board shall meet a minimum of once a month from January to December. Meeting dates and times shall be determined by the Board in January annually and posted in the Yearly Course of Action.  The board may call for special meetings, not regularly scheduled should they feel one is needed to discuss relevant business matters.

B) All members of the Board shall be expected to attend every meeting. Any Board member that misses three unexcused meetings without good cause shall be determined to have vacated that office as per 9.1(A).

11.3 Board meetings – Quorum

A meeting of the Board of Directors shall be determined to have a quorum if six (6) members of the board are present.

11.4 Executive Board – Qualifications

A) Person desiring to run for any of the elected positions must be in good standing at the time of nomination.

B) All appointed officers of the Board must be a member as defined herein for a minimum of one year.

C) All officers of the Board of Directors must have attained their 21st birthday prior to their election or appointment and this provision may not be waived at any time.

12.0 Yearly Course of Action

After the election of officers in December, the newly elected officers shall meet with the outgoing Board  to discuss and propose an activities calendar for the next fiscal year. This calendar shall be known as the Yearly Course of Action. This shall be a flexible guideline for the programs, projects and activities of the corporation during the next fiscal year. It must list meetings, registrations, fund-raiser deadlines, etc.

13.1 Quorum

A quorum of six (6) members shall be needed to conduct any business at a General Membership meeting.

13.2 Meeting Agenda

Unless the President proposes a more specific agenda for the conduct of business at a General Membership meeting, this standard agenda will suffice as the order of business at all General Membership meetings:

a. Call to order

b. Roll call of officers by the Secretary

c. Circulation of membership attendance sheet

d. Secretary’s report (minutes of last meeting & correspondence)

e. Treasurer’s report - financial statement in writing

f. Officers’ and Committee Chairmen reports

g. Program Administrator’s report

h. Old business

i. Break in meeting (if needed)

j. New business

k. Good and welfare

l. Adjournment

13.3 Special General Membership meetings

Special meetings with a specific purpose may be called by the President. Notice of such meetings may be publicly posted or delivered in writing to the General Membership via regular mail with seven (7) days’ notice prior to such meeting.

13.4 Qualification for Voting

A) Those persons identified in 6.0 herein as the General Membership (excluding Probationary and Associate Memberships) may vote at a General membership meeting, with the stipulation that the member has attended 30% of the General membership meetings in that fiscal year.

B) Any member whose status has been assigned to Probationary Membership as stipulated in these Bylaws, shall not be permitted to vote at any General Membership meeting until this status has been lifted and the member is reinstated as a member in good standing.

14.0 Parliamentary Authority

A) The conduct of each meeting shall be at the discretion of the President. He/She shall rule on all questions of order and shall be charged with conducting each meeting according to principles of democracy under which every person who wishes to speak shall be heard and that in every matter considered the best opinion shall prevail through the expressed will of the majority and the best course of action taken.

B) A 2/3 majority vote of the General Membership shall be needed to overrule the President with regard to decisions made by him/her on questions of order or conduct of the meeting. Motions to overrule must be properly moved and seconded.

C) A motion to reconsider or the reconsideration of any previous motion, resolution or business before the General Membership during the fiscal year shall require a 3/4ths majority vote of the General Membership present to open discussion of the matter which shall then require 3/4ths majority vote of the members present to overrule that motion, resolution or business.

15.0 Nominations and Elections

At the October General Membership meeting, the President shall announce the appointment of a Nominating Committee, the duties of which are:

a. Solicit nominations from all members in good standing who meet qualifications stated in 11.4

b. At the November meeting, ask for any additional nominations from the floor and motion to close nominations

c. Prepare paper ballots for any positions with multiple nominees

d. Nominating Committee shall be relieved of duty prior to balloting at the December meeting

15.1 Balloting

Contested positions shall be balloted on paper ballots, otherwise the election shall be conducted by having the Secretary cast a unanimous ballot for the uncontested positions.

15.2 Proxy Balloting

No proxy and/or absentee balloting shall be allowed and each voting member in good standing, as prescribed herein, shall have one (1) vote.

16.0 Committees

The President may appoint committees as needed

17.0 Head Coaches

A. Head coaches shall be recommended by the respective Directors of Football/Cheer with the consent of the President and final approval by a 2/3 majority vote of the Executive Board. Head Coach nominees must be members in good standing (refer to 6.0 sec. C for criteria of members in good standing). Coaches will serve from the time of their appointment through the end of the fiscal year unless removed for cause by a 2/3 majority vote.

B. Assistant coaches shall be recommended by the Head coach with the consent of the President, and the Director of Football/Cheer, and final approval by a 2/3 majority vote of the Executive Board. Assistant coach nominees must be members in good standing (refer to 6.0 sec. C for criteria of members in good standing). Assistant coaches will serve from the time of their appointment through the end of the fiscal year unless removed for cause by a 2/3 majority vote.

C. All coaches are required to read, fully sign and abide by the Coaches’ Code of Conduct.

 

18.0 Salaries

No officer or member shall for any reason of his/her office or standing, be entitled to receive any salary or compensation. Nothing herein shall be construed to prevent same from receiving reimbursement from this corporation for duties, goods or services delivered and/or performed other than that as an officer or member.

The Board may vote to hire and fix the compensation of any and all vendors which at their discretion they may determine to be necessary and proper in the conduct of the business of the corporation.

19.0 Gift and Bequests

All moneys and properties, real or personal, received by gift or bequest shall be devoted to the purpose stipulated in any such gift or bequest but, only if such purposes are within the lawful purposes of this corporation, shall any such gift or bequest be accepted.

The Board of Directors is authorized to accept and receive in the name of the corporation all such moneys and properties given for the purposes of the same in trust or otherwise as provided for in these Bylaws.

20.0 Disposition of Funds and Property

None of the funds, assets or property of this corporation shall be divided among its Board members, officers or members. In the event of the dissolution of this corporation, its assets shall be given to the Berkeley Township Parks and Recreation Department.

21.0 Administrative Policies

In accordance with these Bylaws, the Board shall establish Administrative Policies to assure continuity and fairness in the proper administration of its programs. Said policies must be introduced and approved by the Board by a simple majority vote. Said policies must be in writing and take effect immediately upon their approval and be available to each member for review at their request. The Administrative Policies include but are not limited to The Parent Code of Conduct, The Coach Code of Conduct, Cheerleader Competition Attendance Notice and Policy, the Grievance Procedure, the Procedure of Probation, Suspension and Expulsion, the Procedure for Hearings and The Participant’s Bill of Rights.

22.0 Amendments

Any amendment, changes, be they additions or deletions to the Bylaws of this corporation shall be submitted by the Bylaw Committee to the Board. Any amendments or changes shall be read at two consecutive meetings and voting must take place immediately after the second reading.

22.1 Override

The Bylaws will stand unless amended/changed by a two thirds (2/3rds) vote of those members present at a regular meeting of the membership.