By Laws
CHAPTER ONE – MEMBERSHIP
1.1 Individuals shall be members of the Association in one of the following classifications:
1.1.1 Players, coaches, assistants, and aides.
1.1.2 Any individuals promoting the sports interest of the Association.
1.2 Team membership is defined as a group of individuals banded together for the purposes of flag football competition. The team shall be registered with the Association.
CHAPTER TWO – OFFICERS
2.1 The officers of the Association shall be elected to three-year terms.
2.1.1 The officers shall be elected during the Flag Football Huddle.
2.1.2 Office shall be assumed immediately after the close of the Flag Football Huddle.
2.1.3 All retiring officers shall, within 30 days after the conclusion of the Flag Football Huddle, hand over all materials and funds pertaining to their respective offices to their successors.
2.2 A candidate for any office of the Association shall have been a full member of the Association in good standing for at least three consecutive years before the Flag Football Huddle at which the election is held.
2.3 By a two-thirds (2/3) vote of the Board or a majority vote of the Flag Football Huddle, an officer may be removed for cause, including failure to perform his assigned duties, or for conduct tending to impair his usefulness as a member of the Board.
2.4 In case of a vacancy on the Board for any reason, the Board may appoint someone to fill the unexpired term. This will not constitute an "elected" term as limited in Section 2.1 of this Chapter.
2.5 All officers of the Association shall be full members in good standing of the USSFD and/or any other organizations.
CHAPTER THREE – DUTIES OF OFFICERS
3.1 The Commissioner shall:
3.1.1 call or authorize the call for all meetings of the Association and designate the time and place of said meetings;
3.1.2 preside at all meetings of the Board and the Flag Football Huddle;
3.1.3 enforce the provisions of the Constitution, Bylaws, and Standing Rules of the Association;
3.1.4 appoint, with the approval of the Board, the Chairs and members of all standing and ad hoc committees and shall serve ex-officio as a member of all committees; and
3.1.5 assign duties to other officers and all committees as deemed necessary.
3.2 The Deputy Commissioner shall:
3.2.1 perform all of the duties of the Commissioner in the temporary or permanent absence of the Commissioner;
3.2.2 rule on all questions pertaining to the Constitution, Bylaws, and Standing Rules of the Association;
3.3 The Treasurer shall:
3.3.1 be responsible for all matters pertaining to budgets and funds of the Association and all of its committees;
3.3.2 make all collections and disbursements and maintain bookkeeping duties thereof;
3.3.3 send out annual membership renewal notices;
3.3.4 collect all membership dues; and
3.3.5 submit annual audited financial reports of all accounts, assets and liabilities of the Association, and outstanding dues and fees of all members of the Association.
3.4 The Secretary shall:
3.4.1 keep complete and accurate records of all meetings of the Board and Flag Football Huddle, and all flag football events held under the auspices of the Association;
3.4.2 notify every member of the Association of all meetings and functions of the Association and issue all other authorized notices;
3.4.3 have custody of the Constitution, Bylaws, and Standing Rules of the Association, and of all documentation and official correspondence of the Association; and
3.4.4 maintain the database of membership and other records.
3.5 The Chief Team Representative shall:
3.5.1 serve as the liaison officer for all players of the Association; and
3.5.2 serve on all committees that have direct bearing on the players’ welfare.
3.6 The Women's Representative shall:
3.6.1 serve as the liaison officer for all women players of the association; candidates and inductees;
3.6.2 serve on all committees that have direct bearing on the women players' welfare.
CHAPTER FOUR – BOARD OF DIRECTORS
4.1 The Secretary shall publish the place and time of all Board meetings at least 30 days in advance, unless the Commissioner or a majority of the Board calls for a special meeting.
4.1.1 A quorum of four officers is needed to conduct official business.
4.1.2 The Association shall pay all reasonable expenses of the Executive Board.
4.2 Any individual member or member team may submit a written proposal to the Board at least 15 days in advance of a Board meeting. The proposal will then be considered by the Board for official action, and such proposals may be referred to the Flag Football Huddle for consideration.
4.3 The Board may accept or reject any official recommendation of any committee by majority vote.
4.4 Minutes of the Board and any of its committee meetings shall be provided to all delegates attending the Flag Football Huddle, to the and, upon request, to any individual member.
CHAPTER FIVE – FLAG FOOTBALL HUDDLE
5.1 The Flag Football Huddle shall receive written reports from all committees and the Board pertaining to activities of the Association.
5.1.1 The Flag Football Huddle may accept or reject any recommendations of committees or Board by a majority vote.
5.1.2 The Flag Football Huddle may consider any proposals referred to it by the Board or any committee.
5.2 The Secretary shall send notice of the Flag Football Huddle to each member team at least 30 days in advance.
5.3 At or before the Flag Football Huddle, each representative or delegate shall present his certificate of election to the Secretary. Failing to do so, the representative or delegate may be refused his seat.
5.4 The Commissioner, with approval of the Board, shall select a committee of three to be the Credentials Committee. The Secretary shall give to such committee all completed delegate forms at the commencement of the annual meeting. The committee shall adjudicate all disputes involving credentials, and its decisions shall be final.
CHAPTER SIX – COMMITTEES OF THE ASSOCIATION
6.1 Each committee shall report on matters within its jurisdiction to the Board. The duties and responsibilities of each committee shall be set in the Bylaws. All annual committee budget items shall be approved in advance by the Board.
6.2 The term of ad hoc committee members shall expire upon the completion of their work and forwarding of their reports.
6.3 All committees, unless otherwise required by the Constitution, Bylaws, and Standing Rules of the Association, or by vote of the Board, shall determine their own rules or procedures, including reasonable notification of meetings. The Commissioner or the Board may assign other duties to each committee as needed. Each committee shall send a report of its meetings to the Board on a regular basis.
6.4 The absence of a committee member, without adequate excuse, from two or more consecutive meetings may be construed as his resignation from such committee by majority vote of the other members of the committee. Vacancies in all committees may be filled immediately by the Chair of that committee on an interim basis, subject to ratification by the Board.
6.5 Committee meetings shall be conducted in the following manner:
6.5.1 Each committee shall have a designated member from the Board to oversee and ensure that communication takes place at all levels.
6.5.2 The Chair of the committee shall consult with the Association’s liaison officer to establish a mutually convenient meeting site, date, and time.
6.5.3 The meeting shall remain open to all members of the Association, but it may be permissible for an executive session to be called for discussion of personnel matters.
6.5.4 The Chair of the committee shall appoint a member of the committee to be a secretary to take the minutes of the meeting.
6.5.5 The minutes from the committee meeting shall be made available to every committee member and the Association’s liaison officer within 30 days from the date of the said meeting.
6.6 Each committee shall have its own budget with the Chair of the committee being responsible for managing each budget allocation. The sources of allotment shall vary from committee to committee.
6.7 Each committee shall submit such copies of the minutes of the committee's meetings to the Secretary for filing and record-keeping purposes.
6.8 Any committee member or committee receiving donated items and gifts from resources such as industry, business, corporations, etceteras, shall report the said donated items or gifts to the Secretary. These shall be considered property of the Association and recorded by the Secretary. The items shall be forwarded to the Board on request or on completion of their use by any committee member or committee.
CHAPTER SEVEN – FUNCTIONS OF STANDING COMMITTEES
7.1 The Governance Committee shall consist of the Deputy Commissioner as a liaison officer and three other members of the Association appointed by the Deputy Commissioner, with the approval of the Board. It shall have the authority to propose revisions and amendments to the Constitution, Bylaws, and Standing Rules of the Association, and shall present them for action at the meeting of the Board and the Flag Football Huddle. As a Grievance Appeals Board, it shall have the authority to adjudicate all grievances.
CHAPTER EIGHT – AD HOC COMMITTEES
8.1 The Commissioner, the Board, or the Flag Football Huddle may establish ad hoc committees. Ad hoc committees shall address such duties as directed, report to the Board and/or Flag Football Huddle, and expire upon the completion of their reports.
8.2 An officer of the Association shall serve as the Association’s liaison with each committee and shall report directly to the Board.
CHAPTER NINE – GRIEVANCE PROCEDURES
9.1 Any decision rendered by the Association shall be binding upon all members of the Association, unless a grievance is appropriately filed.
9.2 Requests for interpretations of rulings and/or Bylaws shall be made to the Deputy Commissioner through the proper channels. Copies of such decisions shall be made available to all appropriate members of the Association.
9.3 The ruling of the Deputy Commissioner shall be binding. The ruling shall remain in force until an appeal is reviewed by the Board.
9.4 Any member team or the Association ("suspending organization") may suspend an athlete/member for reasonable cause. The suspending organization shall provide the member with written notice of the suspension at the member's last known address. After receipt of said notice, the member may be given an opportunity for a hearing. Said suspension shall include reasonable conditions for the member to comply with and upon compliance with said conditions, the suspension shall be rescinded.
9.4.1 The written notice of suspension shall contain, at a minimum, the following:
9.4.1.1 names and addresses of the involved parties;
9.4.1.2 the factual basis upon which the suspension is issued;
9.4.1.3 the grounds upon which the suspension is based; and;
9.4.1.4 the condition of the suspension.
9.5 The suspension hearing procedures shall be as follows:
9.5.1 Within 15 days after receiving the notice of suspension, the member may file a request for hearing with the Commissioner of the suspending organization. The hearing shall be held within 30 days after receipt of the request for hearing.
9.5.2 Three disinterested and impartial deaf individuals shall be appointed as hearing officers by the Commissioner of the suspending organization to conduct the hearing. The member shall have the right to object to appointment of any one of the hearing officers based upon reasonable grounds. The two remaining hearing officers may appoint another person for replacement.
9.5.3 At the hearing, all parties shall be given a reasonable opportunity to present oral (signed) or written evidence, to cross-examine witnesses, and to present such factual or legal claims as desired. The burden of proof shall be upon both parties. One of the officers shall keep notes of the proceedings.
9.5.4 At the conclusion of the hearing, the hearing officers shall render their decision in writing and state the factual basis for their decision.
9.6 The appeal procedures shall be as follows:
9.6.1 At the conclusion of the hearing, the member or the suspending organization shall have the right to file a written appeal within 15 days after the date of the hearing officers' decision with the supervising organization (i.e., member region or the Association) having jurisdiction over the suspending organization.
9.6.2 The written appeal shall contain, at a minimum, the following:
9.6.2.1 names and addresses of all involved parties;
9.6.2.2 the alleged ground of non-compliance;
9.6.2.3 supporting evidence or documentation forming the basis of the appeal; and
9.6.2.4 the relief sought.
9.6.3 Copies of all written notes, evidence, decisions, and other documents shall be forwarded to the Commissioner. The Commissioner shall select a reviewing board of three disinterested and impartial deaf individuals to review all of the evidence presented and decision rendered. Any party may have the right to object to appointment of any one individual based upon reasonable grounds.
9.6.4 In the event that an appeal is filed with the Association, the Governance Committee shall act as the
reviewing board.
9.6.5 All parties shall have the opportunity to be heard before the reviewing board. The reviewing board may then rule in favor of the member or the suspending organization or make any written modification of the suspension and its conditions. The reviewing board shall state the reason for its decision.
9.6.6 The member and/or the suspending organization may have the right to appeal the reviewing board's decision within 15 days to the Board. All copies of the evidence and written decisions shall be provided to the Board for review and a final decision.
9.7 The member may be barred from competition in any USSFD-sanctioned event during the hearing process, except when a monetary amount owed is less than $50.00.
9.8 Any other matter not concerning suspension may be filed as a complaint by any member. The complaint shall be filed with the Commissioner and the Secretary of the supervising organization and the procedure for addressing the complaint shall be similar to that set out in the Appeals Procedures (Chapter 9, Section 9.6).
9.9 The procedures are intended to be flexible, and any omission of any provision shall not affect the outcome of the final decision. Any decision made by a certified or qualified official during athletic competition shall be final.
CHAPTER TEN – HEARING PROCEDURES
10.1 At any hearing conducted pursuant to the filing of a challenge or a complaint as provided in Chapter 9, Sections 9.1, 9.3, or 9.4, all parties shall be given a reasonable opportunity to present oral or written evidence, to cross-examine witnesses, and to present such factual or legal claims as desired. Hearings shall be open to the public. In addition, the proceedings shall be recorded and a transcript thereof made available to each interested party upon request and payment thereof. The rules of evidence shall be not strictly enforced; instead, rules of evidence generally accepted in administrative proceedings shall be applicable.
10.2 The burden or proof shall be upon the challenger or complainant who shall also initially have the burden of going forward with the evidence. Upon completion of the presentation of the petitioner's evidence, the respondent may move to dismiss for failure to sustain the burden of proof. If such motion to dismiss is denied, the respondent shall then have the burden of going forward with evidence in opposition to the challenge or complaint and in support of its position.
CHAPTER ELEVEN – FINANCIAL AUTHORITY. RESPONSIBILITY, DUES AND EXPENSES
11.1 The Board shall have the authority and the right to delegate authority to solicit, collect, or receive and to disburse funds for the support of its activities.
11.2 All officers, directors, and members of committees of the Association shall act and serve without compensation in the aid of the purposes of the Association, as described in Article Two, except as otherwise specifically provided in the Constitution, Bylaws, and Standing Rules.
11.3 No individual officer, director, or member of a committee of the Association shall be held personally liable in respect to any debt or other obligation incurred in the name of the Association or any of its committees pursuant to authority granted directly or indirectly by the Executive Board. The Executive Board shall adopt a standard form or contract restricting recourse for payment of the assets of the Association.
11.4 The Flag Football Huddle shall annually determine the dues of the Association for the succeeding calendar year. Such dues shall be fixed on an equitable basis and shall be due and payable as determined by the Treasurer.
11.5 Individuals shall pay dues in an amount as determined in Section 11.4, payable to the Treasurer.
11.6 Each team shall pay dues in an amount as determined in Section 11.4, payable to the Treasurer.
11.7 The expenses of the Association shall be as follows:
11.7.1 Receipts from dues and all other resources shall be devoted solely to the defraying of expenses of the Association.
11.7.2 Routine expenditures for sums below $50.00 shall be made from a petty cash fund authorized by the Commissioner and replenished when necessary by additional authorization.
11.7.3 Expenditures for sums more than $50.00 shall be authorized by signature of the Commissioner.
11.7.4 The Association shall be authorized to pay per diem expenses of $25.00 to selected representatives for their attendance at meetings, other than the Flag Football Huddle and the Board meetings.
11.7.5 Mileage expense shall be reimbursed at the IRS Standard Mileage Rate.
11.8 All of the Association’s financial reports shall be entered into and compiled by CPA-approved financial accounting software.
11.9 The procedures for auditing the financial reports shall be as follows:
11.9.1 The Treasurer’s annual financial reports shall be audited by a certified public accountant ("CPA") prior to the Flag Football Huddle meeting.
11.9.2 The Board shall be responsible for the hiring of a CPA to audit all of the Association’s funds as well as the annual financial reports prior to the Flag Football Huddle.
11.10 There shall be no reimbursement for the loss of wages for any members and delegates of the Association to any meeting of the Association.
11.11 The fiscal year of the Association shall be from January 1 to December 31.
CHAPTER TWELVE – ORDER OF BUSINESS
12.1 At the annual meeting of the Flag Football Huddle, the following shall be the order of business:
12.1.1 Roll Call by the Credentials Committee.
12.1.2 Reading of minutes of the previous year's meetings of the Board and Flag Football Huddle.
12.1.3 Officers' Reports.
12.1.4 Reports of Standing Committees.
12.1.5 Proposed Amendments to Constitution, Bylaws, and Standing Rules.
12.1.6 Unfinished Business.
12.1.7 New Business.
12.1.8 Election of Officers.
12.1.9 Adjournment.
12.2 At the periodical meetings of the Executive Board, the following shall be the order of business:
12.2.1 Roll Call by the Secretary or Appointed Recorder.
12.2.2 Reading of Agenda and Approval.
12.2.3 Reading of minutes of the previous Board meeting(s).
12.2.4 Officers' Reports.
12.2.5 Reports of Standing Committees.
12.2.6 Briefs of Interest.
12.2.7 Issues of Concern and Hearings, if any.
12.2.8 Proposed Amendments to Constitution, Bylaws, and Standing Rules.
12.2.9 Actions and Recommendations taken by the Executive Board.
12.2.10 Communications
12.2.11 Adjournment.
12.3 The Commissioner shall appoint a parliamentarian before every meeting, and, upon request, the appointed parliamentarian shall advise the Presiding officer on proper procedures.
CHAPTER THIRTEEN – HEARING LOSS REQUIREMENTS FOR ALL ATHLETES
13.1 The Association shall adhere to the CISS criteria for pathological definition of deafness for each athlete, so that each athlete having a hearing loss of at least 55 decibels in the better ear may therefore be eligible for any or USSFD event or qualifying event.
13.2 Each athlete shall provide the Secretary with a copy of his most recent hearing test, performed by a certified audiologist and showing the level of hearing loss in decibels.
CHAPTER FOURTEEN – SANCTION FEES
14.1 Sanction fee is $25 per tournament.
14.2 Tournament host decides what the team entry fee and prize will be.
14.3 USFFD will recognize only one sanctioned date per weekend.
14.4 USFFD reserves the right to host its own NIT at anytime.
14.5 Each host must provide a waiver form for each player to sign that releases USFFD from all liability related to the NIT. The waiver form must be approved by USFFD prior to the tournament.
14.6 USFFD reserves the right to refuse sanction to anyone at anytime.
14.7 The Tournament host must report results to USFFD within 24 hours after conclusion of tournament. If the prize includes a berth to USFFD National Championships, arrangements must be made with secretary prior to the tournament.
14.8 Once approved, USFFD will put tournament information and events related to the NIT on USFFD’s website. USFFD also will send out emails about the tournament.
14.9 Eligibility rules from USFFD’s bylaws will also apply to USFFD’s NIT.
CHAPTER FIFTEEN – POINT SYSTEM
15.1 80 Points for USFFD NIT and 120 Points for USFFD National Championships Explanation: # of teams multiplies by 80 points. i.e.: 11 teams multiply by 80 points equal 880 points which will be awarded to 1st place team then subtract 80 point for 2nd place team and so on...
15.2 Points shall be used to determine the seeding for USFFD National Championships.
15.3 Team name must remain the same to save points in consecutive years.
15.4 Team points will be saved until the next national championship tournament. Should a team choose not to participate, they will lose all points.
15.5 Each format will have its own set of points.
CHAPTER SIXTEEN – AMENDMENTS TO THE BYLAWS
16.1 The Bylaws may be amended, altered or revoked at the Flag Football Huddle by a two-thirds (2/3) vote of the Flag Football Huddle delegates present and voting.