ARTICLE VI. OFFICERS
Section 1. Commissioner
A. The Commissioner shall represent LYFA, Inc. on all relations with Pop Warner Little Scholars, Inc. and Mid-Florida Pop Warner. The Commissioner shall perform a like function in relation to LYFA, Inc..
B. The Commissioner shall be responsible for providing all association updates and rule changes in writing to the Board, as necessary.
C. The Commissioner or his/her designee shall be available during all scheduled association play, or on field disputes, the Commissioner’s decision on the field will be final.
D. The Commissioner shall preside at the meeting of the association and Executive Council. The Commissioner will be a voting member of all committees and be accountable to the association for the proper conduct of the affairs of the association.
E. The Commissioner shall be responsible for all participant rosters, physical forms, books, and waivers required by LYFA, Inc.
F. The Commissioner may appoint, with a 2/3 vote from the Executive Council such special committees as may be necessary to assist in the administration of the affairs of the Association.
G. The Commissioner shall be responsible to make sure that all Cheer Coaches and all Football Coaches and volunteers of the association who comes into direct interaction with any of the participants (kids) have the necessary Pop Warner certifications.
H. The Commissioner shall make sure that all association volunteers wear their badges clearly visible at any and all Pop Warner functions up to and including practices, physicals, games, etc.
I. The Commissioner shall be responsible for acquiring practice and game fields.
J. The Commissioner’s position shall require with the Pop Warner program to become eligible for nomination and elected as outlined in Article VII Section 7.
Section 2. President
A. The President shall be Chief Executive Officer of LYFA, Inc. and shall manage all association business and implement policies established by the Executive Council.
B. The President shall preside at all meetings of the association, call special meetings as needed, and appoint all committees with a 2/3 vote by the Executive Council.
C. The President shall delegate responsibilities of the Executive Council appointed to him and shall perform the duties usually required of a presiding member.
D. The President shall be authorized to approve LYFA, Inc. checks for disbursements and shall approve checks only with the amount, payee, and reason for disbursement being complete on the check request and on the check prior to approving.
E. The President shall perform such duties ordinarily incumbent upon Presidents and such other duties as may be assigned by LYFA, Inc.
F. The President shall perform all required functions in the absence of the Commissioner.
G. The President shall assist the Commissioner in any matter concerning the City of Longwood, Seminole County and Lyman High School.
H. The President shall assist the Commissioner in acquiring practice and game fields.
I. The President’s position a minimum of two years as a member in good standing with the Pop Warner program to become eligible for nomination and elected as outlined in Article VII Section 7.
Section 3. Secretary
A. The duties of the Secretary shall be to take minutes of all meetings of the Association and the Executive Council, and to enter such minutes in proper books and upload to website with in 24 hrs of meetings to be provided for that purpose.
B. Secretary shall conduct the correspondence of the Association, read the minutes and notices of all meetings, and papers and communications.
C. Mail and/or call all notices of the meetings to the Offices and Executive Council.
D. The Secretary shall maintain a file of the reports of all committees.
E. The Secretary shall keep in his/her possession the registration of all active members and verify if needed, the eligibility of any active member present at a regular meeting, and shall also further note the number of duly registered members and officials in attendance of any meeting.
F. The Secretary shall provide a written agenda to all Board of Directors members prior to the Executive Board meeting to include a time limit per topic.
G. Secretary shall mediate the meeting to include enforcement of the time limit of discussion per topic.
Section 4. Treasurer
A. The Treasurer shall receive and record all monies belonging to The Lyman Greyhounds Pop Warner, Inc. into the accounting/book keeping software and shall deposit all monies into a designated bank account. To do so means that the Treasurer is required to be at all functions that require receipt of funds, including but not limited to registrations.
B. The Treasurer shall make all disbursements by check at regular monthly meetings and give an accounting of funds in the form of a balance sheet monthly.
C. He/She shall also maintain a petty cash fund in the amount of $200.00 for incidental expenditures.
D. The Treasurer shall be authorized to be a co-signer of LYFA, Inc. checks for disbursement and shall co-sign checks only with the amount, payee, and reason for disbursement being complete on the check prior to endorsing.
E. The Treasurer shall present a final written financial report to include a balance sheet by December 31st of the current year.
F. The Treasurer along with the President will make all reports to the accounting firm and/or IRS and the State of Florida within the deadlines required by these agencies.
G. Treasurer shall provide the Concession Director a cash deposit sufficient to provide change prior to the game and will give a written receipt to the concession Director signed by both. The Concession Director will return the original cash deposit back to the Treasurer at the close of the concession stand and the Treasurer will provide a receipt to the Concession Director that is signed by both.
H. All checks and withdrawal slips must be signed/approved by two (2) of the three (3) following officers: Commissioner, President, and Treasurer.
I. The Treasurer will provide a financial report at each Board meeting to include the monthly bank reconciliation.
Section 5. Scholastics Director
A. The Scholastics Director shall insure that each participant is academically eligible to participate by reviewing every participant’s report card and forwarding reports concerning All-American candidates to Pop Warner Little Scholars, Inc.
B. The Scholastics Director should immediately submit the information on any player who does not meet scholastic requirements to the Executive Board. At which time the Executive Board will discuss any possible steps that must be taken to help the player in achieving the scholastic goals.
C. The Scholastics Director shall work with the board on securing academic assistance for any player who does not meet scholastic requirements.
D. The Scholastics Director will review and calculate All American eligibility and complete the necessary applications.
E. The Scholastic Director will distribute applications to the participants who qualify for All American and then will collect completed applications to forward on to Mid-Florida.
F. The Scholastic Director will attend the Mid-Florida Little Scholars Banquet as the Associations representative.
G. The Scholastic Director will be responsible for collecting progress reports from participants who are under Scholastic Eligibility and verifying they are still able to participate in program based on grades.
Section 6. Cheer Coordinator
A. The Cheer Coordinator shall be the official representative of Mid-Florida Pop Warner at the HLA level and attend Mid-FL Coordinators meetings.
B.The Cheer Coordinator shall have a minimum of two years coaching experience and have a full understanding and knowledge of Pop Warner Cheer procedures and rules.
C. The Cheer Coordinator shall recruit qualified cheer coaches and insure that all appropriate training is attended and coaches hold appropriate badges.
D. The duties of the Cheer Coordinator shall be to maintain a line of communication between the Executive Council and all of the Association Head Cheerleading Coaches.
E. The Cheer Coordinator will be responsible for providing all association updates and rule changes to the Executive Council, as necessary.
F. The Cheer Coordinator shall coordinate cheer uniform budgeting, purchases and storage with the Equipment Director.
G. The Cheer Coordinator shall support the association’s budgeting process for any additional budget related to the cheer program.
H. The Cheer Coordinator shall oversee all aspects of practice including the performance of the coaches and adherence to all safety regulations.
I. The Cheer Coordinator’s input and voting should reflect the majority wishes of the Cheerleading coaching staff.
J. The Cheer Coordinator shall be responsible for all cheer coaches, assistant coaches, student demonstrators/jr. coaches, cheerleaders, and for providing input on appointing an Executive Council approved Assistant Cheer Coordinator.
K. The Cheer Coordinator shall make final decisions regarding the number and size of cheerleading teams.
L. The Cheer Coordinator shall make final decisions regarding the placement of cheerleaders on teams.
M. The Cheer Coordinator shall make final decisions regarding level of competition declaration for all teams.
Section 7. Football Coordinator
A. The Football Coordinator shall monitor all practices in all divisions and provides assistance when requested or needed.
B. The Football Coordinator shall be a liaison between the Lyman High School football coaches and LYFA, Inc. including organizing and scheduling the Chain Crews for the Greyhounds home games.
C. The Football Coordinator shall hold regular coaches meetings with each team’s head coach, offensive coordinator, and defensive coordinator to keep the coaches abreast of any rule changes and football concerns.
D. The Football Coordinator shall oversee all aspects of practice including the performance of the coaches; all coaching staff is following the Coach’s Code of Conduct, and adherence to all safety regulations.
E. The Football Coordinator shall assist the Executive Council in the Selection of head coaches along with the input of the Commissioner.
F. The Football Coordinator’s input and voting should reflect the majority wishes of the Football coaching staff.
G. The Football Coordinator shall coordinate cheer uniform budgeting, purchases and storage with the Equipment Director and support the association’s budgeting process for any additional budget related to the football program.
H. Make final decisions regarding the number and size of football teams.
I. Make final decisions regarding the placement of players on teams.
Section 8. Sponsorship/ Fundraising Director
A. The Sponsorship Director shall be responsible for direction and maintenance of the association sponsorship and fund raising programs.
B. The Sponsorship Director shall solicit support, create committees and teams as appropriate to successfully execute sponsorship and fund raising mission.
C. The Sponsorship Director shall support the association’s budgeting process.
D. The Sponsorship Director shall provide regular status reports to the Board of Directors.
Section 9. Concession Director
A. The Concession Director shall be responsible for direction and maintenance of the association’s concession program.
B. The Concession Director shall solicit support and create teams as appropriate to successfully execute the association concession program.
C. The Concession Director shall support the association budgeting process.
D. The Concession Director shall provide regular status reports to the Board of Directors.
Section 10. Equipment Director
A. The Equipment Director shall be responsible for direction and maintenance of the association equipment program.
B. The Equipment Director shall solicit support as needed to successfully execute the association’s Equipment program.
C. The Equipment Director shall support the association budgeting process.
D. The Equipment Director shall provide regular status reports to the Board of Directors.
E. The Equipment Director along with two (2) members of the board inspect all equipment for safety and serviceability prior to the league season and report findings to the Executive Council.
F. The Equipment Director shall coordinate the reconditioning of helmets as needed.
G. The Equipment Director shall make recommendations to the Board of Directors by January 31st for new equipment purchases for the coming season.
H. The Equipment Director shall inventory all league equipment before and after the season and give report to the Board of Directors.
I. The Equipment Director shall issue and recover from all Head Coaches all league equipment.
J. The Equipment Director can not hold a tittle of football/cheer coach so that they can be available during practices and games for urgent equipment maintenance and or replacement.
Section 11. Safety Director
A. The Safety Director shall be responsible for direction and maintenance of the association’s safety program.
B. The Safety Director shall solicit support as needed to successfully execute the association’s safety program.
C. The Safety Director shall support the association’s budgeting process.
D. The Safety Director shall provide regular status reports to the Board of Directors.
Section 12. Merchandise Director
A. The Merchandise Director shall be responsible for designing, ordering and maintaining inventory for LYFA merchandise.
B. The Merchandise Director is responsible for keeping a running inventory list of all merchandise in stock.
C. The Merchandise Director should submit a cost vs pricing list of all merchandise to the Executive Board for pre-approval.
D. The Merchandise Director should set up a SALE TABLE at all registrations offering all merchandise from the previous year at a discounted price in order to clear inventory for the new seasons merchandise.
Section 13. Volunteer Coordinator
A. The Volunteer Coordinator shall be responsible for the coordination of scheduling volunteers for parents to meet their volunteer time commitments.
Section 14. Marketing / Recruiting Coordinator
A. The Marketing Director shall be responsible for the coordination of marketing materials to promote the league to new and returning athletes.
B. The Marketing Director shall work with all other department heads to coordinate advertising and marketing efforts with the league registration schedule in mind.
Section 15. Community Outreach/ Events Coordinator
A. Coordinate community outreach events to build community support for our football & cheer programs.
B. Be a liaison to the majority of the community and represent LYFA's interests and vision.
C. Be present at the majority of home games to network with guests and build a positive community support.