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FHYAA Policies and Procedures
FHYAA Policies & Procedures
 

 

 
FORT HUNT YOUTH ATHLETIC ASSOCIATION BOARD OF DIRECTORS POLICIES AND PROCEDURES MANUAL
Updated 2008
 
A.  RULES.
1. Rules governing the Association are contained in the Statutes of the Commonwealth of Virginia, the FHYAA By Laws and the Articles of Incorporation.
2. Rules and Regulations governing individual sports are contained in rule books distributed by the various Fairfax County, state and/or national organizations which constitute mandates for FHYAA, plus the FHYAA "Rules and Regulations" booklets, distributed to members and officials of the Association, at the beginning of each sport season.
3. This “Policies and Procedures” manual, published primarily "for the use of board members, compiles established policies (which have evolved, over time, in response to situations which have arisen) into a single document for ready reference, when a policy question arises.   All references to rules enunciated in other documents are for purposes of simplification of these policies and to eliminate, to the extent possible, the necessity for looking things up in those documents.
 
B.  BOARD OF DIRECTORS AND MEETINGS.
1.      The regular meetings of the Board of Directors shall be held monthly at a convenient time and place. Special meetings may be called at any time by the President, upon three days notice to Board members.
2.      The President shall call a special meeting upon request of not less than five Board members.
3.      Meetings of the Board of Directors shall be conducted and questions decided in accordance with "Robert’s Rules of Order", as amended.
4.      There shall be no formal order of business at any Board meeting.
5.      A quorum for the conduct of the business of the Board of Directors shall be not less than seven members of the board.
6.      Voting shall be in person, not by proxy.
7.      The basis for deciding routine questions at meetings shall be by majority vote of-those Board members present and voting.
8.      Any action required or permitted to be taken at any meeting may be taken without a meeting provided that, prior to such action, an oral vote is taken.
9.   The decision of the Board to reverse or overturn a Commissioner’s decision must be consistent with clear and convincing evidence of an error and a determination that the Commissioner’s decision is not in the best interest of their sport and the FHYAA.
C.   COMMITTEES.
When, in the judgment of the Board of Directors, establishment of Fund Raising and Financial Committees is necessary, such committees shall be formed, with responsibilities as specified in the following:
1.      When established, the Fund Raising Committee shall have responsibility for developing and presenting to the Board, a recommended fund raising plan and a proposed budget for execution of that plan, for each sport supported by FHYAA. The Chairman and members of this committee shall be appointed by the president.
2.      When established, the Financial Committee shall regularly evaluate monthly financial reports, financial statements, income, expenses, responsibilities, accountability, budgets and projections of income and expenses, for future planning. The committee shall develop recommended policies and procedures for the control and monitoring of the financial functions of FHYAA and present those recommendations, for Board action. The Commissioner of each sport will perform in an advisory capacity to the committee and will make him/herself available to the committee, as needed. The Vice-President shall be chairman of this committee and’ the Treasurer shall be a member. The President shall appoint additional Board members as members of this committee.
 
D.  OPERATING BUDGET
 
D.1.  The Operating Budget. 
 
                        a. Purpose:  The FHYAA Board shall develop an annual operating budget which will separately budget funds for a General Fund and a Capital Expenditure Fund (hereinafter the “Operating Budget”).  The General Fund will budget funds for FHYAA’s ordinary and recurrent operations hereinafter described.   
 
b. Guidelines.  The annual Operating Budget shall be prepared by the budget committee which includes the President, Vice President, Treasurer and Board Member(s) appointed by the President (hereinafter “the Budget Committee).  The Budget Committee shall review individual sport’s program budgets and prepare the Operating Budget which will presented to the Board for approval on or before the regularly scheduled December Board Meeting, such approval requiring a two-thirds majority vote of Board members.
 
The Operating Budget presented to the Board for approval shall itemize expected General Fund and Capital Expenditure Fund revenues and expenditures for the budget calendar year. In addition, the Operating Budget shall itemized projected revenue and expenses for each individual sport (Football/Cheerleading, Baseball, Softball, Rugby, Basketball, and Lacrosse), hereinafter the “Individual Sports,” pursuant to the Individual Sports Budgets guidelines hereof. Upon the Board’s adoption of the Operating Budget, it is the responsibility of individual sport’s commissioners and Board to work within the prescribed budget, monitor the progress of their finances, and present reports to the Board at regularly scheduled Board meetings.    
             
                        c. Individual Sports Budgets: Individual sport’s commissioners shall prepare and maintain budgets that are approved annually by the Board pursuant to the Operating Budget Guidelines.  Such budgets shall include itemized revenue and expense estimates for the calendar year. In addition, Individual Sports Budgets shall include a contribution towards the General Fund operating expenses and the Capital Fund, as described in D.2.b (2) below. 
                        
D.2.     General Fund.
 
                        a. Purpose:  
 
                                (1) To fund FHYAA general operating expenses in support of FHYAA sports programs; and
 
                                (2) To permit FHYAA to acquire assets in support of sports programs which exceed Individual Sports Budgets, to enable the Commissioner to take advantage of opportunities to acquire equipment, uniforms, etc (at significant savings) during the off-season, to cover deficits, when expenses of a sport exceed income, and to support FHYAA activities and other worthy community activities.
 
                        b. Goal:  The FHYAA shall maintain a General Fund in the amount of not less than $15,000.
 
                                (1)  The total of the previous year’s expenses shall be used as the baseline.
 
                                (2)  Additionally, operating funds available for this budget shall be determined by a operations fee, expressed in dollars per registered player, which will be applied to each sport. This operations fee shall be set at the time of the budget’s passing, and incorporated into each sport’s next yearly budget. Once established, the fee can only be changed by a majority vote of all active FHYAA Board members. In determination of the fee, the FHYAA budget will determine a player tally for each sport that is equal to the previous year’s actual registration figure.                                          
 
D.3. Capital Expenditures Fund
                       
                        a. Purpose: Capital Expenditure Funds will be used for the purpose of capital expenditures only. A capital expenditure includes, but is not limited to, monies spent towards the purchase and/or upgrade of physical assets such as land, buildings, renovation, machinery, equipment, computers, or any other items that hold their value as assets, hereinafter, Capital Expenditures. Capital Expenditures require approval by a simple majority vote of the Board.
 
                        b. Goal: The FHYAA will set a fundraising goal each year for the Capital Expenditures.  This goal shall be reconsidered on an annual basis and changed upon majority vote of the Board members present and voting. 
 
                            (1)  At the end of the calendar year, General Funds in excess of operating expenses for that calendar year may be placed in the Capital Expenditures Fund account, separately distinguishable from the General Fund as managed by the FHYAA Treasurer.
 
                            (2) The Board may authorize Capital Expenditures, herein defined, that exceed available funds within the Capital Expenditure Fund provided such excess funds are surplus funds available in the General Fund or when by agreement Individual Sports contribute funds from their capital fund accounts, provided such funds are approved by a two thirds majority of Board. (Individual sports may contribute funds from their capital fund accounts for capital expenditures benefiting their sport.)
 
                            (3)  Additionally, FHYAA fundraising revenue (not to include Individual Sports’ fundraising efforts) will also be placed into the Capital Expenditures Fund savings account.  Monies raised by the Individual Sports will be accrued and allocated to the applicable sport that raised the funds, and such accrual will be recorded on the Operating Budget and the records will be maintained by the Treasurer.
                    
 
 
D.4.  General Guidelines
                       
                        a.  Maintenance.  Both the General Fund and Capital Expenditures Fund shall be maintained in a savings account, money market fund, Certificate of Deposit or similar investment instrument in the bank insured by the FDIC or a savings and loan institution insured by the FSLIC. The choice of the type of account to be utilized for these funds shall be based on maximizing income with minimum risk, coupled with maintaining sufficient liquidity to permit withdrawals from the funds, within a reasonable time, when the Board approves projects and authorizes use of said funds for approved projects.
 
Disbursements.  Any decision to withdraw monies from the Capital Expenditure Fund requires approval by a simple majority vote of the Board.  Any decision to purchase capital assets for FHYAA in an amount that exceeds the balance of funds in the Capital Expenditure Fund account that are from the General Fund, and not designated for Individual Sports, requires approval by two thirds majority vote of the Board.  The FHYAA Treasurer may withdraw funds from the General Fund for regular operating expenditures.
 
E.   PROCUREMENT POLICY.
Those who purchase sports equipment for use by FHYAA sports programs shall obtain sealed bids, on the identical invitation for bid, from at least two suppliers. If there is only one supplier of the required equipment in the local area, the two bid requirement may be waived, with prior Board approval. All bids shall be made on a competitive basis to the maximum extent practicable. Invitations for bids shall be in writing and only bids submitted in writing shall be considered. The following factors shall be considered in evaluating bids, in order to obtain the most advantageous contract:
1.     Price.
2.    Quality (when practicable the purchaser shall specify "brand name and grade or equal" in purchase descriptions.
3.    Supplier’s stock on hand (sizes, quantity and colors) and/or distance from their supplier.
4.    Capability and willingness to respond promptly to the needs of FHYAA.
5.    Lead time and delivery date.
6.    Reputation of the supplier based on past experience of FHYAA or others who have purchased from them - willingness to stand behind their product’s quality and to make good, when problems occur.
7.    Satisfaction with past service to FHYAA, if applicable.
8.    Convenience.
 
 
F.    BUDGET.
1.      The Commissioner of each sport shall submit a budget to the Board of Directors for review, and approved not later than 45 days before registration for the sport is scheduled to begin. If a Finance Committee is in existence at the time of a budget’s submission, that committee shall review the budget and submit a recommendation to the Board concerning approval and/or changes considered to be necessary.
2.      At the end of each sport season the treasurer shall present: a financial report to the Board which shall address, in addition to financial status, financial management of the sport.
3.      Board approval of a sport budget constitutes authority for the Commissioner of the sport to execute the program defined by the budget: and delegation of authority, by the Board, to expend funds and enter into contracts for goods and services required for that sport, on behalf of FHYAA.
 
G.     COMMISSIONERS.
1.      The Commissioner of each sport under the auspices of FHYAA shall be a member of the Board of Directors. Approval by the Board, of the nomination of a member of the Association as Commissioner of a sport also constitutes election to membership on the Board of Directors. Separate board membership nomination and election by the Board is not necessary.
2.      The Commissioner of a sport shall be responsible for all activities associated with the execution, supervision and administration of that sport, including budgeting, financial management, procurement and maintenance of equipment, and for recruiting, training and supervising managers, coaches and other staff members necessary to execute and administer the sport.
3.      Selection of Managers, Coaches and other supervisory personnel:
a.     The Commissioner shall submit, for Board review, a list of all coaches, managers, general managers, league managers, player agents and league directors.   For baseball staff selection and approval the Board shall adhere to Little League and Senior League rules, as applicable.
b.     Special recognition shall be accorded all those who serve as managers/coaches in all sports.
c.     The General Manager/League Manager/League Director in any sport shall not be a team official (manager or coach) in the league of which he/she is General Manager/League Manager/League Director unless approved by the Commissioner.
d.    The Commissioner of any sport shall not be a team official (manager or coach) in the sport of which he/she is Commissioner.
e.     The commissioner shall select proposed managers, head coaches and other supervisory personnel pursuant to the criteria provided in the following paragraphs.
      (1) A person must be at least 16 years of age to be considered for a manager or coach of a youth team.
(2)  The individual’s past record of participation in FHYAA and youth sports, particularly regarding controversy, display of inappropriate decorum, lack of self control, unsportsmanlike conduct or inability to work with young people or parents.
(3)  The individual’s time availability and the attention he/she can and is willing to devote to his/her youth sports role.
(4)  The Individual’s understanding of the FHYAA Code of Ethics and FHYAA Code of Conduct and, where applicable, other codes of conduct and/or guidelines for adult supervisors concerning safety, etc., for that specific sport. NOTE: Individual sport codes of conduct shall be considered supplemental to FHYAA Code of Conduct and FHYAA Code of Ethics.                                                                                                                                             (5) The individual must successfully pass a background check contracted by the sport based off the policies of the sport parent organization, or if none exists, based off a commercially available service. (Adopted Sep 2008)
f.  Understanding of the FHYAA Code of Ethics and Code of Conduct.
      (1) Prior to the execution of any sport, the Commissioner shall make wide distribution of the Code of Ethics and Code of Conduct to all FHYAA adult supervisors and officials, including (as a minimum) managers, coaches, umpires, referees, general managers, league managers and commissioners, as well as interested parents and adult supporters.
      (2) In order to ensure understanding of required adherence to the Code of Ethics and Code of Conduct, the Commissioner of that sport must adhere to the following requirements prior to the start of the season for that sport:
                  (a) Meet with all coaches and managers, individually or collectively, in person or via the telephone, to brief the requirements of the Code of Ethics and the Code of Conduct. Exceptions to this meeting should be handled on a case-by-case basis by the respective Commissioner. NOTE: This meeting may be waived if a similar meeting is required by the league of that sport.
                  (b) Obtain and retain a signed copy of the Code of Conduct from each coach or manager.
                  (c) Prepare final list of coaches, managers, etc. for Board review in accordance with paragraph H.3.a above.
4. Ensure coaches understand that adherence to local rules and national rules of play, when applicable, shall be observed.
5.  Advise managers/coaches that assistant coaches must also meet the criteria provided in paragraph H.3.e. above.
 
H.   OMBUDSMAN AND GRIEVANCE BOARD.
An Ombudsman shall be appointed by the Board President. His/her responsibilities include the following:
1.      In the event that a Commissioner is unable to resolve a dispute, complaint or allegation, it shall be referred to the Ombudsman for further review, consideration and resolution.
2.      As needed, the Ombudsman may form a panel to conduct hearings, review the facts and help to establish recommendations regarding complaints and/or allegations concerning the, actions, qualifications or fitness of adult supervisors for youth sports leadership in FHYAA. The following is recommended for panel membership:
Ombudsman (Chair)
Chief Umpire/Referee
Commissioner of the sport in question
Two other Board members, excluding the President.
 
This panel shall serve as a "grievance committee." It shall make its recommendations to the Board for decision. The rulings of the Board shall be              final.
 
I.    REGISTRAR.
The Registrar shall be responsible for:
1.      Registration of youths, for participation in FHYAA sports programs, prior to each sports season.
2.      Maintaining a record of income throughout each registration period, to include (for verification purposes) the amount paid by/for each registrant, for transmission to the Treasurer within two days after receipt of the application and fees .
3.      Expediting the deposit of all receipts to the FHYAA account by prompt bank deposits.   A copy of each deposit slip shall be transmitted to the Treasurer within two days after the deposit.
4.      As soon as possible after each registration date/day, providing the Commissioner of each sport for which applications are being accepted with a report of the numbers of youths registered for each division of the sport.
5.      LATE REGISTRATION POLICY.
a.       A cut-off date (if any) will be determined and promulgated by the Commissioner of each sport.
b.      A full registration donation will be requested, regardless of how late the-registration takes place.
c.      The late registrant will be placed on a team by the League Manager/ General Manager/League Director in accordance with the sequence of’ placement established at the player draft. The coach/manager of the team to which a late registrant is assigned must take the player.
6.      Requiring payment of the registration donation, at the time of registration. Requests for exception to this requirement shall be judged on an individual basis.
 
J.   PRESIDENT.
The President shall preside at all meetings of the BOARD and shall have the general duties and powers of supervision and management usually vested in the office of President of a Corporation. He or she shall sign all contracts and agreements in the name of the Association, be responsible for the general- management. of the Association, enforce the by laws and perform all duties incident to the-position and office required by law.
 
K.   VICE-PRESIDENT.
The Vice-President shall perform all the duties of the President during the absence or disability of the President. He/she shall also perform such other duties as may be delegated to him/her by the President or assigned by the Board. He/she shall be prepared to assume the temporary role of Commissioner of the sport currently in season, should a vacancy occur.
 
L.    SECRETARY.
The Secretary shall give, or cause to be given, notice of all meetings of members and Directors and all other notices required by law and the by laws. In the absence or disability of the Secretary, such notice shall be given by another person designated by the President. The Secretary shall record the proceedings of all meetings of the members and of the Directors and shall be custodian of the records and the seal of the Association. The Secretary shall attend to all correspondence and all other duties usually incident to the office of Secretary.
 
M.    TREASURER.
1.      The Treasurer shall have the responsibility for all the funds and securities of the Association and shall deposit such funds to the credit of the Association in such bank, trust company or savings and loan association as may be designated or approved by the Board (Paragraph D.2. above pertains). The Treasurer shall render to the President and the Board, at regular meetings of the Board, or at such other times as the Board may direct, a financial statement. All checks or other orders for the disbursement of funds or other evidences of indebtedness issued in the name of the Association shall be signed by the treasurer, unless otherwise directed by resolution of the Board.
2.      The Treasurer’s accounts shall be examined annually by an auditor or auditing committee. The auditor or auditing committee shall be composed of a person or persons, not members of the Board of Directors, known to-be qualified to conduct such an audit.   The auditor or audit committee shall, if satisfied that the accounts are in order and that the Treasurer’s annual report is correct and in accordance with usually accepted accounting principles, sign a statement to that effect, at the end of the annual report.
3.      General rules for financial administration:
a.      Review all outstanding checks issued to FHYAA payees that have not cleared for a period in excess of six months. Contact payees and cancel or issue new checks. as appropriate.
b.     Review any checks returned for insufficient funds, attempt to collect from the originators of such checks and submit to the Board, for review, those checks which have not been made good in a reasonable period of time. With the approval of the Board, write off bad checks.
c.      Expedite payment of all invoices for goods and services purchased by the Association. All valid bills rendered in proper form for authorized expenditure should be paid within ten days of receipt.
d.     Insure that invoices, bills or other appropriate documentation support each expenditure or check issued. Ideally, the bill/invoice/document should be identified with the number of the check issued for payment of that debt. When it becomes necessary to issue a check for which no bill/invoice has been received, an explanation of the situation will be placed in the file.
e.      With the approval of the President, transfer appropriate non-required funds from the checking account to the savings or investment account, on a temporary basis, for the purpose of maximizing interest income.
f.       Establish an accounting period, covering an annual cycle, for Association financial statements, Internal Revenue Service and other federal and state government reporting requirements. This accounting period shall be from January 1 through December 31 of each year.
g.      When applicable, supervise the bookkeeper.
 
N.    BONDING OF OFFICERS/OFFICIALS OF FHYAA.
There shall be, when deemed appropriate by the Board, position bonds for the positions of President, Treasurer and Registrar. The bonds shall be written in amounts of no less than $10,000 per position.
 
O.    DISCRETIONARY FUND.
1.      FHYAA shall establish a Discretionary Fund in the amount of $300.00.
2.      Expenditures from this fund may be authorized only by the President or his duly designated representative, who must be a Board member.
3.      The President shall report expenditures from this fund to the Board at its next regular meeting.
4.      The Discretionary Fund will be replenished upon request by the President and approval. by the Board.
 
P.  BACKGROUND CHECK POLICY (September 2008)
 
Protecting the youth involved in our programs is the most important function of the membership of the FHYAA. In addition to physical safety, it is our duty to ensure that our Youth are able to enjoy the sports programs without intimidation, fear, or other harm caused by adult activity.
In order to further protect our youth and our organization, each commissioner shall contract for the conduct of criminal background checks on all head coaches assigned within any sport. Commissioners and Commissioner-determined key administrators will also be submitted for such background checks. The sports may determine, individually or collectively, the proper contracting agency to use for this purpose. Upon contracting with that agency, however, the sport will adhere to and make available the policies and procedures supplied by that contracted agency, including the policy related to actions following a "red-light" alert of an adverse finding. Those persons who are determined by these checks to have adverse information (ie a "red-light") are prohibited from participating as coaches, commissioners, or administrators in any FHYAA program.  "Red-lighted" individuals may request a hearing to appeal their status as provided for in the FHYAA policies and procedures and the contracted background check policies.  The policies and procedures for these background checks will be made publicly available on the FHYAA website, along with any exceptions thereto agreed by the FHYAA Board.