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Edison Jets Athletic Association

By- Laws

Revised- November 2017

 

Table of Contents

 

Article 1-        Name

 

Article 2-        Objectives

 

Article 3-        Officers

 

Article 4-        Duties of Officers

 

Section 1-      President

Section 2-      Vice President

Section 3-      Secretary

Section 4-      Treasurer

Section 5-      Sergeant-At-Arms

Section 6-      Trustees

Section 7-      Football Conference Representative

Section 8-      Cheer Conference Representative

Section 9-     Executive Board

Section 10-   Officers

 

Article 5-       Election of Officers

 

Section 1-     Nominating Committee

Section 2-     Nominations

Section 3-     Elections

Section 4-    Terms of Office

Section 5-    Number of Terms of Office

Section 6-    Vacancy

Section 7-    Coaches

 

Article 6-       Meetings

 

Section 1-      General Membership Meetings

Section 2-      Executive Board Meeting

Section 3-      Special Meetings

Section 4-      Robert Rules

 

 


 

 

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Article 7-        Meeting Requirements

 

Section 1-      Quorum

Section 2-      Motions

 

Article 8-        Procedure of Meetings

 

Article 9-        Committees

 

Section 1-      Standing Committees

Section 2-      Ad Hoc Committees

 

Article 10-      Expenditures and Appropriations

 

Section 1-      Appropriation of Money and Disposal of Property

Section 2-      Petty Cash

Section 3-      Apparel

 

Article 11-      Coaches

 

Section 1-      Head Coaches

Section 2-      Assistant Coaches

Section 3-      General Rule for Coaches

 

Article 12-      Rules of Eligibility for Participating Children

 

Article 13-      Extra Curricular Activities

 

Article 14-      Membership Eligibility

 

Article 15-      Amendments

 

Article 16-      Revision of Bylaws

 

Article 17-     Appointed Positions

 

Article 18-     Standing Rules

 

 

 

 


 

 

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Article 1---      Name

 

            The Name of the organization shall be the Edison Jets Athletic Association, hereafter referred to as the Organization, and is incorporated as a nonprofit, charitable, tax exempt organization under the laws and regulations of the State of New Jersey and of the Internal Revenue Service of the United States. The organization shall be operated in accordance of Section 501 (c) (3) of the Internal Revenue Service

           

 

Article 2---      Objectives

 

            The objectives of the Organization are to inspire youth to practice ideals of health, citizenship and character by bringing area youth together in direct contact through the means of a common interest in athletics; to educate youth in the fundamentals of tackle football, cheerleading  and related athletic programs. To instill sportsmanship, fair play and fellowship, bearing in mind that scholastic achievement is uppermost. To impart the game elements of safety and prudent and intelligent supervision keeping the welfare of the youth first, foremost, and entirely free of adult lust for glory.  The Organization shall be nonpartisan, nonsectarian, and shall function without regard to race, creed or national origin.

 

 

Article 3---      Officers

 

            The Officers of the Organization shall be President, Vice-President, Secretary, Treasurer, Sergeant-at-Arms, Football Trustee Representative, Cheer Trustee Representative, Football Conference Representative and Cheer Conference Representative. The Officers shall hold a term of two years and shall constitute the elected Executive Board

 

 

Article 4—      Duties of Officers

 

Section 1-      President

 

            The President shall be the chief executive officer and preside at all meetings of the Organization.  He or she shall appoint all chairpersons of committees.  He or she shall be vested with authority to co-sign membership approved checks for the Organization. He or she shall appoint all Head Coaches with the approval of the Executive Board regarding any vacant Head Coaching positions (AMENDED 2017)

 


 

 

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Section 2-      Vice President

 

            The Vice President shall assume all the duties of the President in the absence of the President.  He or she shall oversee and coordinate all fund raising activities He or she shall oversee all Committees.  He or she shall be vested with the authority to co-sign membership approved checks for the Organization.

 

Section 3-      Secretary

 

            The Secretary shall keep minutes of all meetings which shall be memorialized in writing and presented at the next monthly Executive Board meeting for approval. The Secretary shall keep an up to date mailing list of all members, prepare all correspondence, and bring to the attention of the President any correspondence between meetings. The mailing list must include the names of all participants, their parent or guardian, email addresses, home addresses and all phone numbers.  

 

Section 4-      Treasurer

 

            The Treasurer shall be custodian of all money belonging to the Organization.  He/she shall maintain an Organization bank account and shall keep a record of all money disbursed and all money due the Organization.  He/she shall be vested with the authority to draw and cosign all checks, with the President, which has been approved by the Executive Board.

 

Section 5-      Sergeant at Arms

 

             Sergeant at Arms shall coordinate maintenance of current records of equipment and uniforms and inventory needs; ensure coordination of necessary activities/facilities, e.g., fields, transportation, payment of officials and maintenance, rescue squad, for the playing of all games; coordinate with the assessments and purchases (with respective purchasing agents ) of all equipment and uniform needs; assist the President in preserving order at all meetings, ensure that only members in good standing participate in voting; and preside at the annual election of officers.

 

 

 

 

 

 


 

 

 

 

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Section 6-      Trustees

 

            1. Football Trustee Representative- There shall be one Football Trustee Representative who shall serve as liaisons between all the various football squads and the other members of the Executive Board for the purpose of facilitating the football player’s participation in the Organization sponsored activities.

 

            2. Cheer Trustee Representative- There shall be one Cheer Trustee Representative who shall serve as liaisons between all the various cheerleading squads and the Executive Board for the purpose of facilitating the cheerleaders’ participation in the Organization sponsored activities.

 

           The Football Trustees Representative and Cheer Trustees Representative shall examine the Treasurer’s books and audit the financial records of the Organization on a yearly basis and at the time of the change of Treasurer, and shall report their findings at the next regular general membership meeting of the Organization.  A minimum of two additional trustees, at least one Trustee shall be a football individual team Trustee and one shall be a cheerleading individual team Trustee, shall perform the said examination/audit of the book/financial records.  It shall be the duty of the Football Trustee Representative to set the dates, times and places of the audit, and to notify the Treasurer and other persons involved with the said audit.

 

Section 7- Football Conference Representative

 

           The Football Conference Representative is the liaison between Central Jersey Pop Warner and the Edison Jets. The Football Conference Representative will be responsible for attending all Central Jersey Pop Warner meetings and disseminating the information to the other Edison Jets Executive Board members and all head football coaches. He or she shall also be responsible for coordinating the scheduling of all games and events with Central Jersey Pop Warner.

 

Section 8- Cheer Conference Representative

 

          The Cheer Conference Representative is the liaison between Central Jersey Pop Warner and the Edison Jets. The Cheer Conference Representative will be responsible for attending all Central Jersey Pop Warner meetings and disseminating the information to the other Edison Jets Executive Board members and all head cheer coaches. He or she shall also be responsible for coordinating the scheduling of all games and events with Central Jersey Pop Warner.

 

                                                                       


 

 

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Section 9- Executive Board

           

            The Executive Board shall be made up of all the Organization Officers duly elected by the membership.  The Officers of the Organization shall consist of President, Vice-President, Secretary, Treasurer, Sergeant-at-Arms, Football Trustee Representative, Cheer Trustee Representative, Football Conference Representative and Cheer Conference Representative.

 

The immediate past president shall be an ex-officio member of the executive board during the period of his/her successor’s term of office.

 

 Committee Chairpersons Team Trustees and coaches may participate in Executive Board meeting without voting privileges.

 

 Any officer missing two (2) consecutive Executive Board Meetings or two (2) consecutive general membership meetings without valid excuse can be accused of acting detrimental to the Organization and may have their voting privileges suspended.  Voting privileges will be reinstated at the third consecutive meeting attended.

           

Any Member of the Organization may be removed from the Organization for behavior deemed detrimental to the Organization by the Executive Board. The Executive Board shall be the sole judge as to whether any member is or has acted detrimental to the Organization and will recommend penalties to the membership.  A 2/3 majority of those members present and voting shall be required to impose such penalties.

 

Section 10- Officers Amended 2001

 

            The President may appoint the following positions: 2nd Vice President and 3rd Vice President.  Each of these Executive Board members will have voting rights and will oversee a specific area for the organization, such as: Apparel Sales Coordinator and Equipment Manager.

           

         The President will appoint a Webmaster Who will be a member of the Executive Board and have voting rights. The Webmaster shall post all league information on the team website in an expedited manner.

 

 

 

 


 

 

 

 

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Article 5- Election of Officers

 

Section 1- Nominating Committee

           

            A Nominating Committee shall be appointed by the President of the Organization.  The Nominating Committee, consisting of five members in good standing, shall report to the October general membership meeting its recommendations for Officers to be elected at the November meeting.  No officer may be on the nominating committee.

 

Section 2- Nominations

 

All nominees must acknowledge their willingness to serve ten days prior to the election.

 

Section 3- Elections

 

            The following officers shall be elected at the November general membership meeting: President, Vice President, Secretary, Treasurer, and Sergeant at Arms, one (1) Football Trustee Representative, one (1) Cheerleading Trustee Representative, a Football Conference Representative and a Cheerleading Conference Representative.

 

Section 4- Terms of Office 

                       

            The terms of the President, Vice President, Secretary, Treasurer,  Sergeant at Arms, the Football and Cheerleading Conference Representatives and Football Trustee Representative, Cheer Trustee Representative shall be for two (2) years, commencing on the first day of February following the election.  Each of the Football and Cheer Individual team Trustees shall serve one (1) year term (commencing on the first day of February of each year.)

 

Section 5- Number of Terms of Office

             There is no limit to the number of terms an officer may be elected or appointed.

           

Section 6- Vacancy

 

            In the event of a vacancy in any office, the President, with the approval 50% of the executive board shall appoint an eligible member to the said office for the remainder of the term. 

 

Section 7- Coaches

 

             All Board Members can hold a coaching position.


 

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Article 6- Meetings

 

Section 1-      General Membership Meetings

 

            General membership meetings shall be held at such place and time as designated by the President or in his/her absence, the Vice President.  A minimum of six (6) meeting shall be held in one (1) elected term.  General membership meetings must be held in October and November. General membership meetings will be held the first Wednesday of every month unless it falls on a holiday at which time the meeting will be held on the next day (Thursday).

 

Section 2-      Executive Board Meeting

           

            Executive Board meetings shall be established by the President, except that a minimum of one (1) Executive Board meeting per month shall be held during the months of July, August, September and October of each elected term. Executive Board meetings will be held on the first Wednesday of every Month immediately following the general membership meeting.

 

Section 3-      Special Meetings

 

            Special meetings may be called by the President or by a petition of the general membership requesting a special meeting.  The said petition must be signed by at least ten percent (10%) of the total membership. The Special meeting date must be established within ten (10) days from the date said petition is delivered to the President, Vice President or the Secretary of the Organization.  Notice of the meeting shall be sent to each member via email.  Notices shall be sent at least five (5) days prior to the time of said special meeting.  Notice of special meetings shall contain the purpose for which the meeting is being called, and no other business, other than that expressly stated in the said notice shall be conducted.

 

Section 4-      Robert Rules

 

            Roberts Rules of Order shall prevail at all meetings unless they conflict with the By-Laws at which time the By-Laws shall prevail.

 

 

 

 

 


 

 

 

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Article 7-        Meeting Requirements

 

Section 1-      Quorum

 

            The General meeting shall be opened at the time prescribed if seven (7) members in good standing, as long as the President or Vice President, are present.  seven (7) members in good standing shall constitute a quorum for the transaction of business at either an Executive Board, General or Special meeting.

 

Section 2-      Motions

 

            All motions must be seconded and passed by a majority vote.

           

Article 8-        Procedure of Meetings

           

            1. Call to Order

            2. Introduction of New Members (when applicable)

            3. Reading of Minutes of Previous Meeting

            4. Reading of Treasurer’s report

            5. Reports of Committees.

            6. Communication Report (Correspondence received after the last Executive     

               Board meeting regarding the organization

          7. Old Business

            8. New Business

            9. Adjournment

 

Article 9-        Committees

 

Section 1-      Standing Committees

 

            Standing committees shall consist of the following:

            1. Membership and Registration

            2. Banquet and Scholarship

            3. Fund Raising

            4. Kitchen

            5. Apparel

            6. Social

            7. Field

            8. Budget

            9. Nominating

            10. Newsletter

 


 

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Section 2-      Ad Hoc Committees

 

            An ad hoc committee shall be designated by the President.

 

Article 10-      Expenditures and Appropriations

 

Section 1-      Appropriation of Money/Disposal of Property

 

            There shall not be an appropriation of money greater than that allowed by the approved budget or disposal of property made without a majority vote of the members present at any Executive Board meeting of the Organization.  Payments shall be made by check and endorsed by the Treasurer and President.

 

Section 2-      Petty Cash

 

            The treasurer may have at their disposal, a maximum of Fifty Dollars ($50.00).

 

 

Section 3-      Apparel

 

            Any organization jacket will be obtained by direct purchase or by an individual fund raising project approved of by the membership.  There will be no awarding of free jackets to graduating Football or Cheer participants.  All Apparel must be approved by and purchased thru the Edison Jets organization. This section does not apply to personal equipment such as protective cups, mouth guards, and cleats

 

Article 11-      Coaches

 

Section 1-      Head Coaches

           

            All head coaches shall be a minimum of twenty-one (21) years of age at the time of their appointment shall be members in good standing of the organization and shall be approved by vote of the Executive Board for each Cheerleading or Football squad.

Head coaching applicants must be nominated by an executive board member or send in a written request to an Executive Board member prior to May 1st of the year they wish to be considered for a Head Coaching position. Upon nomination or written request of more than one individual for a particular Head Coaching position the Executive Board will vote on the position. Prior to the vote each applicant or nominee will have the opportunity to address the Executive Board for a maximum of 10 minutes on the reason they want to be a Head Coach. (AMENDED 2017)


 

 

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Section 2-      Assistant Coaches  All assistant coaches and coach trainees shall be selected by the Head Coaches and approved by the executive board.

 

Section 3-      General Rule for Coaches

 

            All head coaches, advisors, assistant coaches and coach trainees must adhere to the General Rules as developed and approved by the Organization.

 

Article 12-      Rules of Eligibility for Participating Children

 

            1. The Organization shall work within the established rules of the Central Jersey Pop Warner Football and Cheerleading Conference.

 

            2. All children must adhere to the General Rules as developed and approved by the Organization or be subject to disciplinary action determined by the Head Coach of the Football or Cheerleader Squad and the Executive Board.

 

Article 13-      Extra Curricular Activities

 

            All Extracurricular activities sponsored by the Organization including fund raising must be approved by the Executive Board

 

Article 14-      Membership Eligibility

 

            Anyone eighteen (18) years of age or older who is interested in the objectives of the Organization is eligible for membership.  Only members in good standing can participate in meetings and vote on motions made during said meeting.  The membership shall be from August 1 through July 31 of the following year.  Only general members in good standing as of the date of the October General Membership meeting shall be permitted to vote or otherwise participate in the annual election of Officers. Coaches, parents and legal guardians of participants in good standing are eligible to vote. To be in good standing a member must be paid in full, fulfilled their work bond requirement and returned all equipment.

           

Article 15-      Amendments

 

            These by-laws and standing rules may be amended in the following manner:

 

            1. A proposed amendment must be presented from the floor at a regular meeting and a written copy of said proposal shall take place at the second regular meeting following the introduction of the proposed change.

 

            2.  The proposed amendment must be read at the next regular meeting.


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            3. Discussion and voting upon a proposal shall take place at the second regular meeting following the introduction of the proposed change.

 

            4.  A two-thirds (2/3) majority of those present shall be necessary to carry the amendment.

 

Article 16       Revision of Bylaws

 

            By-laws of the Organization must be reviewed, revised as deemed necessary, voted upon and approved every three (3) years commencing with the adoption of these by-laws in 2014.

           

Article- 17 Appointed Positions

 

Section 1- Webmaster

 

            The webmaster will be responsible for maintaining the Edison Jets website and updating all information in a timely manner. All information regarding the organization should be on the website. The Webmaster is an Executive Board member appointed by the president with voting right.

 

Section 2- 2nd and 3rd Vice Presidents

           The Assistant Vice Presidents are responsible for a specific area of the organization such as Equipment manager who will assist the Sergeant-at-Arms in organizing and maintaining the equipment inventory, storage and field maintenance. The Assistant Vice-Presidents are Executive Board member appointed by the president with voting rights.

 

Section 3 Individual Team Trustees (Non-Executive Board Position)

 

            1. Football Trustees- There shall be one trustee per each football team who shall serve as liaisons between their football squad and the Executive Board for the purpose of facilitating the football player’s participation in the Organization sponsored activities. Each team’s trustee shall act as liaison between the parents and coaching staff and shall assist the head coach with all paper work including but not limited to keeping the team book updated, fulfilling all Pop Warner requirements, informing the team of schedule changes and requirements.

            2. Cheerleading Trustees- There shall be one trustee per each squad who shall serve as liaisons between their cheerleading squad and the Executive Board for the purpose of facilitating the cheerleaders’ participation in the Organization sponsored activities. . Each team’s trustee shall act as liaison between the parents and coaching staff and shall assist the head coach with all paper work including but not limited to keeping the team book updated, fulfilling all Pop Warner requirements, informing the team of schedule changes and requirements


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Article 18 Standing Rules

 

            1.  The Edison Jets Athletic Association shall use the Central Ave. Park football field as their “Home Field” unless otherwise approved by the executive Board.

 

            2.  The Organization’s fiscal year shall be from January 1, through December 31.

 

            3. The size of all Cheerleader squads shall be determined by the Executive Board and shall be compromised of Cheerleaders ages five (5) through fifteen (15).  Cheerleading shall be run in accordance with the Rules and Regulations of the Central Jersey Pop Warner Football and Cheerleading Conference.

 

            4.  A transition fund of not less than five thousand dollars ($5000.00) shall be established and included in the budget to be utilized at the sole discretion of the new Executive Board to allow it to function properly prior to the adoption of the annual budget.  The annual budget shall be finalized no later than the March general membership meeting.

 

            5. Every child in the Organization, who upon completion of the season is considered a member of the squad, shall be entitled to an award.

 

            6.  A scholarship award hereafter referred to as the Kittim Sherrod Award shall be presented to one football player and one cheerleader at a competitive level.