ARTICLE V - Board of Officers

Board of Officers

1. Designation of the Board of Officers. Board of Officers shall consist of voting and non-voting Officer Members. Voting Officers shall be the President (aka Commissioner), Vice President (aka Deputy Commissioner), Treasurer, Secretary, League Representative, League Head Coach, and Equipment Manager. Non-voting Officers shall be Safety First Officer, Recreation Coordinator, Flag Director, and Information and Technology (IT) Officer. Board of Officers must at all times have at least a President, a Treasurer and a Secretary to operate and conduct business.

2. Powers. The Board of Officers must have President, Secretary, and 3 additional separate voting members present (in-person, via telephone conference or video conference, or by electronic vote) and a majority vote to conduct new business on behalf of NBYFL. The Board of Officers shall have authority to carry out, and is responsible for carrying out, the duties provided in NBYFL’s Articles of Incorporation and Bylaws, as well as NBYFL’s Operations and Policy Manual. The Board of Officers must have a majority vote of the voting Board, in accordance with Article V, Section 10, to make any amendments to the Operations and Policy Manual, as long as such amendments do not alter or conflict with the Articles of Incorporation and Bylaws. Articles of Incorporation and Bylaws may only be amended by a majority vote of the Board of Trustees in accordance with Article IV, Section 5 and Article IV, Section 13.

3. Elections, Terms and Numbers. The initial Board of Officers shall be designated by the Board of Trustees. The President, Secretary, Safety Officer, League Rep and Equipment Manager shall serve for two (2) year terms, beginning with the year 2014. The Vice President, Treasurer, IT Officer, Flag Director, Rec Coordinator and League Head Coach will serve for a 1 year term beginning with the year 2014, then subsequently 2 year terms beginning with 2015.

One person may be elected to and hold more than one office, however, that person is limited to only one vote.
NO person may simultaneously hold the office of President and Secretary, or President and Treasurer, or Secretary and Treasurer.
Officers shall be elected, and reelected, by a majority vote of the Board of Officers and eligible member coaches in good-standing for two (2) year terms, and shall serve until their replacements are elected and qualified.

Eligible member coaches wishing to vote in Officer Elections will have served in a coaching position for at least one year, will have attended at least 5 of the last 7 meetings held prior to an election meeting, be present at the election meeting, and be a member in “good standing” at the time of the election.

“Good standing” is defined by the coach requirements provided for in Section II, paragraphs 3 and 4, of the Operations and Policies Manual as well as Article VII, sections 1, 2, 3 and 5 of the Articles of Incorporation and Bylaws.

There is no limit to Officers serving consecutive terms.
Board of Officer elections shall occur in November preceding the election, with nominations due at the League's October meeting. Newly elected Officers will assume positions in January of even years for President, Secretary, Safety Officer, League Rep and Equipment Manager beginning with 2014; and in odd years for Vice President, Treasurer, IT Officer, Flag Director, Rec Coordinator and League Head Coach beginning with 2015.
Sitting Officers will automatically be considered as candidates in elections. However, each officer must be re-elected by majority vote of the Board of Officers even if there is no opposing candidate.
Candidate nominees MUST be vetted and meet the criteria of the seat for which they are being nominated as set forth in Article V, section 12, as well as formally accept their nomination.
In accordance with Article V, Section 1 and in the event that an officer seat for President, Treasurer and/or Secretary fails to be filled by majority vote of the Board of Officers and eligible coaches in the January meeting of an election year, each of those respective seats can and will be filled by appointment from the Board of Trustees for one full term.
Officer seats, other than President, Treasurer and/or Secretary, failing to be filled by a majority vote in a November election meeting can subsequently be voted on and filled by the Board of Officers at regular or specially held meetings until seats are filled.
In compliance with Article V, Sections 2 and 11, voting seats on the Board of Officers, excluding President, VP, Treasurer and Secretary, can be added to or decreased by majority vote of the Board of Officers in the December meeting of any year as seen fit by a majority of the Board of Officers in order to conduct and carry out the necessary business of the League.
Non-voting seats on the Board can be added to or decreased by majority vote of the Board of Officers at any meeting of the Board as seen fit by the Board in order to conduct and carry out the necessary business of the League.
Terms for officer seats added subsequent to the latest Date of Amendment of these Articles of Incorporation will be for two (2) years beginning in the year the seat was first created. The Board of Officers may choose to initially appoint a candidate to the first term of any newly created seat, or hold a special election.
Minutes of all meetings, elections and records of votes will be kept and maintained according to the practices required in these Articles of Incorporation and Bylaws.

4. Removal. At any regular or special meeting, any Board of Officers member may be removed by majority vote by the Board of Officers, and or by special meeting and majority vote of the Board of Trustees FOR a) failure to carryout the duties and/or comply with the Policies of the office as prescribed by these Articles of Incorporation and Bylaws and further prescribed by the Operations and Policy Manual; b) harmful conduct which is or may be detrimental to NBYFL exposing the League, its Officers and Trustees to risk and/or liability; or, c) for serious lack of regard and sympathy with the stated purpose of NBYFL. Any officer proposed to be removed is entitled to five (5) business days notice of the meeting at which the removal shall be considered and may address the Board of Officers and/or Trustees at such meeting. Trustees will not compel against a Board of Officers majority vote for removal, nor will Officers compel against a Board of Trustees majority vote for removal. Minutes of these Meetings and records of votes will be kept and maintained according to the practices required in these Articles of Incorporation and Bylaws.

5. Compensation. Board of Officers Members shall receive no compensation for their services on the Board of Officers.

6. Vacancy. Vacancies of President, Secretary and/or Treasurer seats on the Board of Officers, for any reason, shall be filled immediately by the Board of Trustees for the unexpired term of that post. Vacancies for other Board of Officer positions, for any reason, can, by a majority vote of the Board of Officers, be filled by Board of Officers at any meeting for the unexpired term of the respective post. Officers who resign a position, forfeit that position for the remainder of the term.

7. Conflict of Interest. In order to serve on Board of Officers, Officers must agree to and be bound by NBYFL’s Conflict of Interest Policy as provided for in NBYFL’s Policies and Operations Manual.

8. Meetings. The Board of Officers will meet no less than nine (9) regular times per year, and by special meeting as called by the President, but are scheduled to meet monthly on the 3rd Wednesday of each month. The last meeting of the year shall be held in December and a summary of the year’s and season’s business shall be reported. The first meeting of the Board to convene each year will be held in January, after the end of the previous program sessions, and considered the Annual Meeting at which the following shall occur:

Officers elected will begin their terms respective to odd/even year terms.
Formal review of previous year’s business.
New business agenda is formed and presented to be voted on at subsequent meetings.
Nominations for Head Coach appointments for each level are made to be voted on at subsequent meetings.
Board positions are increased/decreased by majority vote, in accordance with Article V, Sections 1 and 3.

9. Attendance. Officers must attend board meetings, scheduled league events, game day scheduled shifts, league hosted tournaments and events. Any Officer missing three consecutive meetings or four out of six meetings can and may be placed on probationary status and lose voting privileges for next two called meetings (special or regular). Any Officer placed on probation (3) three times for absences may on the third time be removed by action of the President.

10. Voting. Board of Officers must be present to vote if in-person meeting is held. A voting Officer can video or telephone conference into meetings and be counted as present for in-person meeting. Voting and meetings can be held via video conference, telephone conference or by electronic ballot. There will be no voting by proxy. Voting may be done by show of hand or private ballot; counting of votes must be done simultaneously in the presence of all voting members of the Board, unless by electronic ballot. Officers voting via video conference, tele-conference or electronic ballot waive privacy of their ballot. Voting records will be kept with Meeting Minutes and preserved according to the practices required in these Articles of Incorporation and Bylaws.

11. Expansion. The Board of Officers, in accordance with Article V, Sections 2, 3, 4, 6 and 8, may create, elect and terminate, by majority vote, officer seats, limited or otherwise, as may be necessary or required from time to time, based on need and available volunteers to conduct and carry out the business of the League, with the exception of the President, VP, Secretary and Treasurer seats.

12. Duties of Board of Officers.

President/ League Commissioner. The President is the Chief Executive Officer of this Corporation and will supervise and control the affairs of NBYFL. The President will perform all duties incident to the office of President and any other duties that may be required by these Articles of Incorporation and Bylaws and prescribed by the Board of Trustees. The President is responsible for ensuring financial stability, costs of business, and the good standing of NBYFL. The President overseas all duties related to insurance, indemnification, liability, health and benefit for NBYFL. The President attends to risk management (issuance, emergency action plan, etc.), exercises supervision over NBYFL and all its activities, presides at all meetings of the Board of Officers, makes an annual report thereon to the Board of Trustees, may attend Board of Trustee meetings, appoints League Staff and Sub-Committees and designates a Board of Officer’s Officer to serve as ex-officio member of each sub-committee. Minimum two (2) years or one (1) Term of previous Board of Officers experience is required.
Vice President/ Deputy Commissioner. The Vice-President will perform all duties and exercise all powers of the President when the President is absent or is otherwise unable to act. The Vice-President will perform any other duties that may be prescribed by the President. A minimum of two (2) years or one (1) Term of previous Board of Officers experience is required.
Treasurer. The Treasurer will have charge and custody of all funds of this Corporation, and will deposit the funds as required by the Board of Trustees, keep and maintain adequate and correct accounts of NBYFL’s properties and business transactions, and render reports and accounting to the Board of Officers and Board of Trustees. The Treasurer may report directly to the Board of Trustees at any time, but will do so at the least in August and February of each year. The Treasurer will perform all duties incident to the office, and any other duties that may be required by these Articles of incorporation and Bylaws and as prescribed by the Board of Trustees. Financial background and accounting experience is preferred.
Secretary. The Secretary will keep Corporation schedules and calendars. Secretary shall keep minutes and accurate notes of all meetings of the Board, and be the custodian of the corporate records, give all notices, and generally perform all duties incident to the office of Secretary and any other duties as may be required by law, by these Articles of Incorporation and Bylaws. The Secretary shall assist presiding officer before each meeting in preparing a detailed agenda, bring minute records to meetings, maintain copy and compliance of these Articles of Incorporation and Bylaws, as well as any subsequent governing NBYFL rules, codes, and policies, including structure and organizational charting of Boards, Advisory Counsels, League Staff, Volunteers, physical space, vendor contracts, leasing, licensing, inventory, supplies, and operating lists.
League Representative. The League Rep is responsible for maintaining and overseeing all League Relations, Affiliations, Memberships, Associations, and scheduling of referees. The League Rep is NBYFL's liaison to MCYFL and must attend MCYFL's monthly meetings and report back to NBYFL Board of Officers. The League Rep coordinates programs for education, levels training, certification, compliance, and continued education. The League Rep performs all necessary research related to this office, handles coaches recruitment, screening and background checks. The League Rep maintains and manages all records and files (confidential or otherwise) related to this office. Board of Officers experience preferred, coaching experience required.
Safety Officer. Shall complete annual Level 1 Certification and attend USA Football Player Safety Coach training. Shall counsel league on safety measures, work with equipment manager regarding safety inspection, work with coaches and players regarding safety instruction, best practices and techniques. The Safety Officer is responsible for designating and orientating a FirstAid responder for each of our teams and levels, and ensuring each team has a fully stocked and unexpired first aid kit present at all practices and games. Performs all necessary research related to this office. Supervises and monitors safety compliance for the protection of our players and best interests of the Corporation. Coaching experience required.
Equipment Manager. The Equipment Manager is responsible for all of NBYFL's equipment (sporting or otherwise) and uniforms, including but not limited to inventory, quality, market research, inspection, recertification, reconditioning, storage, issuance, replacement, continuity, level appropriateness, use, safety ratings, and fit.
Recreation Coordinator. Shall coordinate with NJAL, High School and town(s) to oversee maintenance, repair and general upkeep of all league facilities, buildings including field-house, fields, restrooms, concession and announcers’ booth areas as well as maintenance of mowers, striper machine and water sprinkler system for the league. Recreation Coordinator shall manage the league's facility budget, as well as manage and prioritize league's list of renovation(s) and improvement(s). Coordinates game day activities to ensure the fields are ready for play. These activities shall include, but are not limited to the scale set-up, scale certification, sideline markers, field lining, sponsor signs posted and returned to shed for storage, first down chains, score boards, sound system set-up, game announcers and field clean-up. Maintains master schedule of all home games and practices for all levels. Communicates with Head Coaches and the Director of Flag for the use of fields for games and practices.
League Head Coach. The Head Coach is responsible for continuity between levels with regard to training, practice, play books, game strategy, techniques, coaching instruction, player evaluation and development. The Head Coach is also responsible for advising our coaches, as well as conducting 360 coach evaluations. The Head Coach will coordinate regular coaching meetings to maintain the goals of this office. The Head Coach will perform all research relevant to this post and maintain a knowledge bank for sharing information. The Head Coach will assist all coaches in the use of Hudl and other coaching tools in order to maximize the benefit from resources the League has invested or may invest in. The Head Coach is responsible, along with the League Rep, for recruitment of player and coach participants, as well as maintaining and conditioning of feeder program relationship with Newton High School, or target high school. Coaching experience required.
Flag Director. The Flag Director organizes, supervises and runs NBYFL’s flag program. Recruits and assigns coaches with President's approval.
Information and Technology (IT) Officer. The IT Officer oversees all related and relevant technology, electronic data, systems, servers, software, hardware, devices, web, internet, email, network, social media, design, development, etc., in coordination with the Board and at the direction of the President. Technology background preferred.