BY-LAWS OF THE PASCO POLICE ATHLETIC LEAGUE, INC.
ARTICLE 1
NAME AND DEFINITION: This organization will be known as the Pasco Police Athletic League, Inc. (PPAL).
ARTICLE 2
OBJECTIVES: The PPAL has been formed to:
A. Inspire youth, regardless of race, creed, color, religion, sex or financial status, to practice the ideals of sportsmanship and physical fitness.
B. Bring area youth closer together through a common interest in sportsmanship, fellowship and athletic competition.
C. Encourage adults to behave in an exemplary manner when supervising youth and to keep the welfare of the youth foremost and free from any adult compulsion for power and glory.
D. Promote “safety first” play by encouraging strict controls over age, weight and equipment, to acquaint boys and girls with the fundamentals required to maintain sound physical mental and moral health.
E. Promote interaction between the Community and the Pasco Sheriff’s Office through recreational and educational activities.
ARTICLE 3
PPAL CORPORATE STRUCTURE
A. EXECUTIVE DIRECTOR
The Executive Director of PPAL is the Sheriff of Pasco County who will appoint a designee with full authority of the position to represent him in all PPAL matters. The Executive Director will have final approval on any policy, procedure or matter regarding PPAL. Once the Executive Director has made a decision, it is final and binding. Any associate member failing to adhere to a PPAL policy may be excluded from the PPAL until such time as they are in compliance. The Executive Director may remove any Director, Officer or other person as necessary.
The Executive Director will appoint a Sheriff’s liaison that will monitor the day-to-day operation of the PPAL as well as attend all board meetings and PPAL functions.
B. OFFICERS/EXECUTIVE BOARD
1. The members of the Executive Board are the Executive Director, the President, the Vice Presidents, Secretary, Treasurer, Sheriff’s Office Liaison, Sergeant-at-Arms and Community Representative.
2. All elected members of the Executive Board will:
a. Serve two (2) year terms;
b. Be non-partisan;
c. Attend all executive board meetings. Three (3) or more unexcused absences may result in removal from the Board.
d. Be entitled to one (1) vote; and
e. Perform all duties necessary to represent PPAL and promote its best interest.
3. Members of the Executive Board may not serve as a board member, league director, cheerleading coordinator, athletic director or a head coach in a local league.
4. Duties of Board Positions
a. Executive Director
1. Fill appointed positions.
2. Appoint a designee to attend all meetings with the full powers of the Executive Director.
b. President
1. Preside at all meetings;
2. Make all PPAL committee appointments with Executive Board approval;
3. Present reports as necessary and present a yearly report at the annual meeting;
4. Assign responsibilities not specifically listed to a member of the Executive Board;
5. Set the agenda for all Board meetings; and
6. Cast the deciding vote in the event of a tie.
c. Vice President of Operations
1. Preside in the absence of the President;
2. Chair the Protest/Grievance Committee; and
3. Assist PPAL liaison with the supervision of the referees.
d. Vice President of Administration
1. Preside in the absence of the President and Vice President of Operations;
2. Act as Parliamentarian in the absence of Sergeant-at-Arms;
3. Run the annual coaches’ clinic; and
4. Chair Rules Committee.
e. Vice President - Cheerleading
1. Preside at any Cheerleading Coordinator meetings and report back to the Board of Directors;
2. Ensure that all the PPAL policies are followed;
3. Conduct the day-to-day activities of the cheerleading operation;
4. Schedule the coaches’ clinic; and
5. Appoint an assistant with the approval of the Board of Directors.
f. Treasurer
1. Appointed by the Sheriff;
2. Keep a record of all accounts and deposit all funds in the bank designated by the Board;
3. Prepare all necessary reports including a monthly report and a yearly report for the annual meeting; and
4. Present all records to a CPA designated by the Board for an annual audit.
g. Secretary
1. Record and prepare the minutes of all meetings and send a copy to all members of the Board;
2. Send notice of all meetings; and
3. Prepare all correspondence or reports for the Board.
h. Sheriff’s Office Liaison
1. Appointed by the Sheriff;
2. Coordinate the efforts of the PPAL with the Sheriff’s Office;
3. Be responsible for background checks and identification
Cards; and
4. Supervise officials.
i. Sergeant-at-Arms
1. Acts as Parliamentarian;
2. Attend all hearings; and
3. Collect and organize volunteer applications.
j. Community Representative
1. Appointed by the Sheriff;
2. Will be an individual who has participated in PPAL in the past and can provide historical perspective, i.e., a past President;
3. Act as league public information officer; and
4. Collect and review local league by-laws.
5. The Executive Board will:
a. Manage the property, business and affairs of PPAL;
b. Establish a yearly calendar of events in January of each year;
c. Transact all business in accordance with the policies and guidelines
of PPAL;
d. Supervise the certification process; and
e. The President, Vice Presidents, Secretary and Sergeant-at-Arms
will be elected by a majority vote of the PPAL Board of Directors.
C. BOARD OF DIRECTORS
The Board of Directors will be comprised of the Executive Director, all League Directors and the Executive Board. Each member is entitled to one (1) vote. Meetings of the Board of Directors are closed except when someone is invited as part of an agenda item.
a. The agenda is set by the President.
b. If an elected member of the Board is unable to complete their term, the vacancy will be filled by a majority vote.
ARTICLE 4
ORGANIZATION AND MEMBERSHIP: The PPAL is a not-for-profit corporation formed for charitable purposes under Section 501(c) 3 of the Internal Revenue Code. PPAL, Inc. will be comprised of associate members who are independent corporations who draw their membership from a specific geographic area. Local leagues will determine eligibility for membership in their league and will be responsible for the management of their leagues.
A. ASSOCIATE MEMBERS
In order to be an associate member of PPAL an organization must:
1. Agree to abide by all PPAL By-Laws, rules and regulations.
2. Be a self-sufficient not-for-profit corporation registered with the State of Florida.
3. Pay a one-time initiation fee set by the PPAL Board.
4. Pay a yearly membership fee set by the Board.
5. Must have 501(c) 3, Federal and FL. State tax exemption certificates.
6. Submit a Not-for-Profit Corporate Report.
7. Be structured with a minimum of Director, Assistant Director, Athletic Director, Cheerleading Coordinator, Secretary and Treasurer. To avoid confusion, no league will use the titles President or Vice President.
B. BY-LAWS OF ASSOCIATE MEMBERS:
A copy of league by-laws must be submitted to PPAL by the May meeting each year. These by-laws must include the following at a minimum:
1. League name
2. Membership -
a. Participants
b. Parents
c. Volunteers
3. Meetings -
a. Scheduling
b. Participation
4. Election/Selection -
a. What positions are filled by election?
b. What positions are selected and who decides?
c. When are the elections held?
d. Who is eligible to run?
e. Who is eligible to vote?
f. List of officers and their responsibilities.
g. Decision making authority of the board-powers, duties and limits. What are the decisions that must be voted on by the entire membership?
h. Any program that elects to leave the PPAL program must have a minimum 75% vote of the parents registered the previous year. This vote will be administered and monitored by the PPAL Executive Boaard.
5. Registration -
a. Fees
b. Documents needed
c. Dates
d. Waiting lists
6. Discipline -
a. Prohibited activities
b. Penalties - suspension, exclusion, etc.
c. How a member may be removed from the organization
d. Who may remove a member?
e. Protest/Grievance Procedures
7. Uniforms -
a. Care, i.e., altering, etc.
b. Footwear
8. Sportsmanship - statement of league objectives
Mandatory play rule should be enforced in scrimmage and practice games.
9. Practice guidelines on length of practice, water breaks, etc.
a. Minimum of four (4) hours practice with PAL team to participate in next game.
b. League may set a higher practice requirement but not lower.
10. Amendments -
a. How the By-Laws can be amended
b. Set a By-Law review process
11. Committees -
a. Purpose
b. Appointed or elected and by whom
C. BOUNDARIES:
1. The PPAL Board of Directors established area boundaries that become part of these by-laws by reference.
2. Any player/cheerleader participating without a waiver when one is needed will be an ineligible participant and subject themselves, the team and the league to disciplinary action.
D. ORGANIZATION: Leagues will be divided into five (5) divisions: Jr. Flyweights,
Flyweights, Mighty Mites, Junior Varsity and Varsity.
E. FUNDRAISERS: Local leagues will pay a fee each year to support the costs of the league such as insurance, awards, annual dues etc. The Executive Board will determine the amount based on costs for the previous season. The date fees are due will be provided in the rules for each activity. Revenue from the license plate fund, grants or any PPAL fundraisers will be used to lower the amount each league must contribute. Late payments will result in fines.
ARTICLE 5
FISCAL RESPONSIBILITY AND DUTIES: A sound fiscal policy is of the utmost importance to the success of the PPAL. Each Board member, specifically the Treasurer, is entreated to use sound fiscal judgment in managing and accounting of all monies received and expended by the PPAL. The following are the very minimum necessary to ensure a sound fiscal management:
A. PURCHASE APPROVAL
1. Purchases under $500.00 may be approved and signed by the President of PPAL;
2. Purchases of $500.00 or more must be approved by the Board of Directors and signed by the President; and
3. When possible three written bids will be obtained.
B. FISCAL YEAR
The fiscal year for PPAL will be the calendar year.
C. METHOD OF ACCOUNTING
Generally accepted accounting principals and proper fund accounting will be used to maintain all fiscal records. The cash basis method of accounting will be used on all income and expenditures of the PPAL.
D. FINANCIAL STATEMENTS
An annual (year-end) financial statement prepared by a CPA is required on each league’s books and on the PPAL books. The financial statement and copies of the IRS tax return must be provided to the PPAL Treasurer at the June meeting.
ARTICLE 6
AMENDMENTS AND CHANGES TO BY-LAWS: All Board members and/or the President may submit for consideration written documents or changes to these By-Laws. The By-Laws may be amended or changed by the Board of Directors:
A. The By-Laws will be reviewed periodically to see if changes are needed.
B. A majority must approve a discussion of a change in the By-Laws. A 2/3 vote is needed to make a change.
C. The Executive Director may amend these By-Laws as needed with notice to the Board of Directors of the change.
ARTICLE 7
LOCAL LEAGUES: The local league is responsible for the operation of its own organization including discipline and the investigation of complaints. The decision of a local director may be appealed to the local BOD for a final review. Local decisions will not be reviewed by PPAL unless the decision of the local league violates PPAL rules or principles. Each local league will not be run in exactly the same manner but they should conform to the mission of PPAL. Only when the decision of the local league impacts the running of the PPAL will the Board of Directors become involved in a dispute. A local league may not bar any individual from attending a PPAL function, i.e., Jamboree. Only the PPAL Board and the Executive Director may take any action involving a PPAL activity. If a local league disciplines a member and wants the sanction to apply to the entire league, the Director must request the Board of Directors to adopt the penalty.
A. VOLUNTEERS - All volunteers (including coaches) must submit an application and a criminal background check will be conducted. A list of convictions, which could disqualify an individual from volunteering, will be provided with the volunteer applications. A conviction in one of these categories will disqualify an individual from coaching absent the showing of extraordinary circumstances. An individual who wants to provide additional information should contact their League Director or the PPAL President.
B. COACHES - No application will be approved until the background check has been completed. No coach may participate until approved.
1. Head coaches must be at least 21 years of age and assistants at least 18.
2. Coaches will be selected and approved by the local league.
3. The names of all coaches must be submitted to the PPAL President who will publish a list for review by the BOD.
4. The PPAL BOD may refuse to allow a coach to participate in PPAL for previous PPAL rule violations.
5. No team or squad will be left in the control of a person under 18.
6. Coaches will foster a feeling of respect and trust for figures of authority, particularly law enforcement officers.
7. Team discipline is the primary responsibility of coaches. The coaches will be a positive role model for their teams.
8. Coaches will devote equal amounts of time and energy to each member on the team/squad. Coaches should be ever mindful that the goal of the program is not to develop future super stars.
9. Head coaches will be responsible for the conduct of all assistant coaches and team members.
10. There will be no tobacco products or alcoholic beverages used by coaches on the playing field, side lines, practice areas or parking lots.
11. League Directors may not be a head coach in PPAL.
12. No coach can be on two (2) league rosters in the same season.
ARTICLE 8
MEETINGS: RULES OF ORDER: “Robert’s Revised Rules of Order” will be the parliamentary authority for all matters of procedure not specifically covered by these By-Laws.
A. ANNUAL MEETINGS
1. The annual meeting of the PPAL will be the December meeting unless changed by a 4/5th vote of the Board of Directors (the PPAL officers are elected at the annual meeting every two (2) years.)
2. League Directors for the next season (year) will be presented for confirmation at the February Board meeting pending background checks.
B. BOARD OF DIRECTORS’ MEETINGS
1. Regular Meetings
The Executive Board sets the yearly meeting schedule in January. BOD meetings are mandatory.
The President will set time and location of all rescheduled meetings.
2. Order of Business
Roll call, reading of the minutes from the previous meeting, report of the President, report of the Treasurer, committee reports, election of new members as necessary, old business, new business and adjournment.
3. Quorum
A simple majority constitutes a quorum for the transaction of business. If there is less than a quorum, the meeting will be adjourned and a new date set by the President.
4. Committees
a. Standing Committees
The President will form standing committees
b. Special Committees
Special committees may be formed as needed by the President with
Executive Board approval.
5. Final Disposition of Matters
Once a final vote has been accepted, a matter may not be revisited unless prior approval is granted by a 4/5-majority vote of the BOD or at the direction of the Executive Director.
6. Special Meetings
A special meeting may be called as needed by the Executive Director or President (Vice President in the absence of the President) or at the request of three (3) BOD members.
7. Phone Votes
The PPAL President may conduct a phone vote in emergency situations or to vote on a recommendation of the Protest/Grievance Committee. In extreme situations, the President may make a decision on a situation with the approval of the Executive Director. The entire BOD will review decisions made in this manner at the next meeting.
C. MANDATORY MEETINGS
1. Board of Directors’ meetings.
2. Preseason meeting or clinic.
3. Any other meeting designated as mandatory by the President
ARTICLE 9
GENERAL PPAL REQUIREMENTS:
A. PRE-REGISTRATION AND OPEN REGISTRATION
1. Pre-registration is limited to those members who were on the official registration card the previous season and their siblings. Preference will be given to returning participants at pre-registration only.
2. Open registration will be on a first-come first-served basis.
3. Once the rosters are full, additional applicants must be listed on the waiting list form and positions filled as they become available.
4. A copy of the waiting list must be submitted to the President (fax or e-mail), as soon as one is established.
5. A participant is not registered until the registration form (hard card) is completed and signed by a legal guardian.
B. OFFICIAL FILES
1. An official file must be maintained on each participant that contains the following:
*a. A copy of a certified birth certificate, hospital certificate or written
proof from the school in special circumstances approved by the Board.
*b. A recent photo (within twelve months).
*c. A physical within the calendar year approving participation.
*d. A registration form with parental consent.
*e. School they attend (not eligible if dropped out or graduated).
*f. Files must be certified before the first game.
*g. Hard copy roster must be signed at each game.
*h. Proof of residency i.e., driver's license or Florida ID, utility bill etc.
*Mandatory for certification.
2. Additions to the roster: League will add participant to roster, obtain necessary paperwork and present to PPAL President or designee for approval. (Director must certify practice requirements if applicable.)
3. Late Rosters - Fine of $125.00 per team/squad.
4. The league of any team or squad that uses an ineligible player will be fined $250.00. In addition:
a. Forfeit all games in which the ineligible player participated.
b. Be disqualified from further participation in league activities.
C. PHYSICAL CONDITION
1. Participants should be in sound physical condition and are required to maintain that level of conditioning throughout the season.
2. Any participant requiring medical attention or treatment must supply a physician’s statement indicating approval to return even if the injury did not occur at PPAL.
D. ELIGIBILITY
1. A coach of a school or other organized team/squad may not be a PPAL head coach.
2. Grandfather Clause -
Participants in leagues whose boundaries are affected by new leagues becoming PPAL members can elect to continue with their original league or join the new league. Participants, who move into the boundaries of another league, may elect to stay with their original league. One (1) year of non-participation will break any grandfather. Decisions made under this provision are final and cannot be changed without express written permission of both leagues involved and approval by the PPAL Board of Directors. Written releases will be forwarded to the PPAL President for the permanent file.
3. All waivers are for one (1) year. They must be renewed annually.
E. OTHER ACTIVITIES
1. Coaches will encourage their team/squad to participate in all PPAL
functions.
2. Participation at special events is mandatory for all PPAL teams/squads. A
list of special events will be included with the rules for each activity.
F. SPORTSMANSHIP
1. Participants must conduct themselves in a manner in keeping with the
Ideals of sportsmanship and fair play. Their behavior should be a credit to themselves, their families, their local organizations and the PPAL. Any actions not in keeping with these ideals should be avoided. Players should treat themselves and others with respect at all times.
2. Any conduct not in keeping with the ideals of PPAL will result in penalties up to and including dismissal from the league.
3. Each volunteer will be asked to sign a Code of Conduct.
4. The Board of Directors may temporarily remove any member, coach or parent for unsportsmanlike conduct (subject to review).
ARTICLE 10
DISCIPLINARY PROCEDURES:
A. PPAL disciplinary rules apply to any PPAL sanctioned event such as a PPAL
game, Cheer-Off, Jamboree and any other event designated by the BOD. A team party or practice are not PPAL events.
B. Any disciplinary action taken will remain part of a member’s file for two years.
C. PENALTIES
1. The penalty imposed will depend on the nature of the infraction, previous
disciplinary record and any other relevant circumstances.
2. Penalties may range from a letter of reprimand to multi year suspensions and fines depending on the nature and severity of the offense. Subsequent violations within a two-year period will result in enhanced penalties. Fines will be imposed on leagues not individuals. A league that fails to pay fines within thirty days will lose voting rights.
3. A list of fines and examples of infractions will be provided with the rules for each activity.
D. A suspension of two or more games may be appealed to the grievance committee.
A league director or the PPAL President may also request a decision be reviewed. The committee will review the incident and recommend a penalty that could be greater than the original one.
E. Any violations of PPAL By-Laws, unsportsmanlike conduct or conduct not in keeping with the PPAL mission or spirit of the rules will be subject to any of the above penalties at the discretion of the BOD.
F. Suspended players must sit on the bench wearing their jerseys during the game or games of their suspension. Suspended coaches may not sit on the bench or coach. Coach may be required to leave the field if it appears he is continuing to run the team or squad while suspended.
G. The Grievance and Protest Committees will use these guidelines for recommending punishments but may increase penalties.
H. Local directors are encouraged to use these guidelines in local league proceedings when violations of these By-Laws occur at non-PPAL events, i.e., practice.
ARTICLE 11
COMPLAINT PROCEDURES: There are two (2) distinct procedures for filing a complaint with PPAL. A protest is generally based on the application or interpretation of a rule by a game or league official. A protest may not be based on a judgment call. A grievance may be based on circumstances that may not violate a rule but are not in keeping with the spirit of the rules or the objectives of PPAL. Any failure to cooperate with the committee will result in a dismissal of the appeal with prejudice.
PROTESTS:
A. PROCEDURES -
1. Must be submitted to the PPAL President by the local director within seventy-two (72) hours of the infraction or misinterpretation.
2. The protest must be in writing and, if possible, a particular rule or regulation should be cited and the error explained.
3. A fifty ($50.00) dollar protest bond must be submitted with the written protest or it will be returned unheard.
4. When protesting player eligibility, a fifty ($50.00) dollar fee per player must be submitted.
5. If the protest is upheld the fee will be returned.
B. PROTEST COMMITTEE -
The PPAL President will appoint the Protest Committee to hear the protest and make a recommendation to the President. If the protest involves a rule interpretation, the President may request a written clarification from the head official.
1. Membership
a. Vice President of Operations will chair the committee.
b. Protests will be heard by the Executive Board.
2. Hearings
a. Written and verbal evidence will be considered.
b. Hearings will not be open to the public.
c. The committee will require written statements prior to the hearing in order to clarify the issues.
d. Failure to comply with requests of the committee will result in an adverse decision.
e. The committee may request the Sergeant-at-Arms keep order at any hearing.
f. Decisions or recommendations to the President will be made by majority vote.
C. If the protest is upheld, the bond is refunded. Protests must be decided before the next scheduled game.
GRIEVANCE:
A. PROCEDURES
1. A grievance can be submitted by any member of PPAL or any other person who feels that some rules or regulations is not being followed properly or that a situation exists which disrupts the mission of PPAL.
2. The grievance should be writing.
3. The grievance can be submitted to the area director, but it can also be sent directly to the PPAL President at 8700 Citizen Drive, New Port Richey, FL. 34654.
4. The grievance should outline the situation and provide as much information as possible to facilitate an investigation.
5. The PPAL President will decide whether to have the grievance heard by the entire Board of Directors or to appoint a grievance committee. Additional information may be requested to determine if this is a situation that is appropriate for the grievance process. In some cases, the situation may be resolved without a hearing.
B. Committee and hearing procedures will be the same as used for protests.
C. DISCIPLINARY PROCEDURES
1. A PPAL event includes all games where participating as a PAL team, all special events, i.e., Jamboree, and at any other function where members are representing PPAL. A team party is not a PPAL event.
2. Guidelines – Offenses will remain part of a member’s disciplinary record for two (2) years from the date of offense.
First Offense – Letter of Reprimand and/or One Game
Suspension and/or a $50.00 fine.
Second Offense - Two game suspension and/or $50.00 fine.
Third Offense - One year Suspension from PPAL.
All suspensions are from the date of infraction. Fines apply to Adults only.
A suspension of two (2) games or more may be appealed to the Grievance Committee. The Committee will review the incident and recommend a penalty which could be greater than that indicated in the guidelines. Any League Director or the President may appeal to the Grievance Committee if they believe a particular incident needs to be reviewed.
MISCONDUCT PENALTY
Foul Language Guidelines
Throwing Equipment Guidelines
Use of Tobacco Products One year Suspension
At Field
Use of Alcohol at Field One year Suspension
Obscene or Rude Gestures Guidelines
Encouraging unsportsmanlike One year Suspension
Conduct
Ejected by an Official 1st Offense – One game Suspension
2nd Offense – One year Suspension
Threatening, Inflammatory or Player – One game Suspension
Abusive gesture or language Coach – One Year Suspension
Directed at another person. Member – One Year Suspension
Member striking another person One Year Suspension
Fighting at any PPAL function.
Coach/Volunteer participating One Year Suspension
Before required background
Check has been approved.
Players entering a field to join One Year Suspension
In an altercation.
Coach or member striking another One Year Suspension
Person.
Encouraging dishonesty in PPAL One Year Suspension
Matters.
In the event of an incident on the field, One Year Suspension
Unauthorized persons who run on the field,
Good or bad.
Failure to sit a player/coach who 1st Offense – Two Game Suspension
Has been suspended 2nd Offense – One Year Suspension
Administration Violations – Fines
First Offense Set Fine as directed
Second Offense and thereafter Set fines doubled
Rosters
Failure to provide a typewritten $ 125.00
Hard copy with all previous games.
Hard Copy incorrectly filled out. $ 75.00
Failure to provide copies of the roster $ 50.00
To both the announcer and the opposing
Coach.
Ethics
Running up score $ 50.00 and head coach suspended for
One game.
Practice
Before Season begins $ 125.00
More hours that permissible $ 125.00
Files
If a player’s file is not complete Player ineligible
And/or not certified
Meetings
Missing a mandatory meeting $ 50.00 and voting rights suspended until fine paid.
Late to Meeting $ 10.00 (after 15 minutes)
Insufficient White Hats $ 50.00
All Fines
First Offense Set Penalty
Second Offense and thereafter Set Penalty Doubles
Any violation of PPAL By-Laws, unsportsmanlike conduct or conduct not in keeping with the PPAL mission or spirit of the rules will be subject to any of the above penalties at the discretion of the Executive Board.
Suspended players must sit on the bench wearing their jerseys during the game or games of their suspension. Suspended players/coaches will remain suspended until they have completed their penalty. Suspended coaches may not sit on the bench or Coach. Coach man be required to leave the field if it appears he is continuing coach the team while suspended.
The Grievance Committee will use these guidelines for recommending punishments. The committee will not be bound to the letter of the guidelines but may increase the penalties.
All Directors are encouraged to use these guidelines in local league proceedings when violations of these By-Laws occur at NON – PPAL events, i.e. practice.