Rules
Team Haysville Wrestling Club By-Laws
Article I – Name and Location
The name of the organization shall be Team Haysville Wrestling Club herein after referred to as the THWC, located in the Haysville Kansas. The mailing address is P.O. Box #62, Haysville, Kansas 67060.
Article II - Purpose
THWC is established to supervise, sponsor and financially assist a competitive wrestling program for boys and girls in our community. THWC will strive to teach and develop wrestling skills, good sportsmanship, a spirit of teamwork, respect for authority, and stress the concepts of parents and children working together in all club activities to create an enjoyment of the sport.
Article III –Membership
Members: This organization shall consist of all boys and girls who have met the terms given below for application, qualification and acceptance. Application for membership into the sporting program of THWC is made by filling out the appropriate application forms and paying the current dues, on or before the first club activity he/she attends. Team Haysville Wrestling Club will have all necessary forms available. The age cut off date for each age division is September 1 as per sanctioned cut off.
1. Team Haysville will not exceed more than 10% of its total membership with non USD 261 participants.
2. Wrestlers must be a minimum of four years of age to participate.
3. A sign-up form is properly completed and the appropriate fees paid at the time of sign-up.
A. the Board of Directors will determine sign-up fees and dates.
B. (Middle School wrestlers who compete with the club before and after their middle school season may pay a reduced entry fee, but fundraiser or buy-put will still be required. C. Entry fees shall be reduced for each Board Member’s child (the board will determine the fee needed to cover required expenses). Fundraiser or Buy-out will be required for that child. If a Board Member resigns prior to the end of the season, full payment of player fees will be required and due immediately
D. Financial Hardship cases are at the discretion of the Board.
E. A fee discount of $10 will be given to each additional child in families with multiple children.
4. All wrestlers must provide a copy of his/her birth certificate.
5. All wrestlers must provide a current health physical.
6. All wrestlers and parents/guardians of must read and sign a USA wrestling waiver and release from liability form.
7. All wrestlers and parents/guardians of must read the Team Haysville Discipline policy and sign on the sign up form that they have read it.
8. Team Haysville will provide a team singlet to each wrestler for use during the current wrestling season. The singlet must be returned in good condition at the conclusion of each wrestling season. If the singlet is not returned or in poor condition the Parent will be required to purchase the singlet at replacement value.
9. Team Haysville will provide a team shirt to each wrestler. If funds are available the board may choose to purchase additional apparel for the wrestling club.
Article IV - Coaches: The Head coach and head assistant coach are appointed by the board of directors and may only be removed from their position by a majority vote of the Board of Directors, or resignation. All coaches shall strive to promote self discipline and appropriate conduct for the athletes both within and beyond the sport of wrestling. 8-29-07
1. All coaches must fill out a coach’s application. All applications are subject to approval by the board of directors, and the board reserves the right to obtain background checks on any applicant.
2. All coach’s must read and sign a coach’s code of conduct agreement.
3. All coaches must purchase a USA wrestling coach’s card. (Except for head, head assistant,and board members with bronze certification who will be assisting with coaching, if funds are available.)
4. All coaches who want to coach at state qualifying events, or national tournaments must complete a USA wrestling bronze certification course to obtain a bronze coaches card. Team Haysville will purchase all coaches who complete this course a team state jacket, if funds are available.
5. Team Haysville will purchase coaches shirt’s for coaches who have paid their fees and are bronze certified, if funds are available.
Article V- Club Policies and Awards (All awards are subject to available funds).
1. All wrestlers must pay for each tournament he/ she enters. All entries must include the wrestlers name, age division, and weight division. The team secretary will have sign-up forms for each available tournament that that club will be attending. All entries must be submitted to the team secretary before the tournament entry deadline. Any unpaid entries at the time of the deadline will not be submitted unless special arrangements have been made in writing and approved by the board of directors.
2. It is discouraged for a team member to attend a tournament that the club is not participating in, unless the wrestler has a coach with a current USA coach’s card.
3. Team Haysville will pay the state tournament entry fee for each wrestler who qualifies. (If funds are available.)
4. Team Haysville will purchase 1 state jacket for each wrestler who qualifies for the state tournament, if funds are available. Middle School and High school wrestlers will be responsible for ½ the cost of the state jacket. Board approval is required if a wrestler needs a new jacket for any reason and may not cover all of the cost to replace the jacket.
5. Team Haysville will pay to have the jackets embroidered each year that the wrester qualifies for state. (If funds are available.)
6. Team Haysville will purchase trophies/plaques for each wrestler who completes the wrestling season.
7. Team Haysville may purchase a dedication award for any wrestler who has been with the club 5 or more years and is the 6th grade.
8. Team Haysville may purchase awards for outstanding wrestlers in each age division (6, 8, 10, 12, and 14), an overall outstanding wrestler of the year, and a new comer of the year (1st year wrestler). (If funds are available.) The Head coach will meet with the assistant coaches to decide who should receive the awards.
9. Any other awards or prizes are to be determined by the board of directors
Article VI – Board of Directors: THWC shall be governed by its By-Laws as presently constituted, amended or altered from time to time. The Board of Directors shall direct the affairs of THWC as stipulated in the By-Laws.
1. The Board shall transact all THWC business regarding general policy, budgets, donations, expenditures, fees and other business deemed necessary.
2. Enforce the By-Laws and other rules of THWC.
3. The board will hold regular meetings from May 1 through April 15. All board members need to be in attendance at each meeting. The Secretary shall notify all board members by phone, mail, or email of time and place of all meetings.
4. All decisions must be approved by the Board of Directors. The President, Vice-President, Secretary, Treasurer, Public Relations, and Apparel Coordinator are all voting members for the board. The Head Coach, Head Assistant Coach shall share 1 vote. If the board votes on an issue there must be a quorum of 4 members (Article VI, Section 6) present and it must pass with a majority vote to be approved.
5. Entry fees shall be reduced for each Board Member’s child (the board will determine the fee needed to cover required expenses). Fundraiser or Buy-out will be required for each child. If a Board Member resigns prior to the end of the season, full payment of player fees will be required and due immediately.
6. Board members only have to pay club cost for any club apparel they may order.
Article VII – Officers for the Board of Directors
1. The officers shall be: President and Treasurer will be elected for (2) year terms. The Vice-President, Secretary, Public Relations, and apparel Coordinator, shall be elected for (1) year terms. The Head coach and head assistant coach share 1 vote, and are appointed by a majority vote of the board.
2. Election: The election of officers for the Board of Directors shall take place in April at the end of the year banquet. Officers will be nominated and elected by THWC members (1 nomination per position per family) at the banquet held in April. All nominees must be present to accept the nomination. The newly elected officers shall take office beginning May 1 of that year. Head coach and head assistant are appointed by the board, not elected by the members.
3. Officers shall hold office until: A successor is duly elected, Death or disability, removed from office by a majority of all voting member, or resignation. Officers may be re-elected.
4. Absence: Any officer who is absent, with out an excusable cause for (3) meetings of the Board of Directors, shall forfeit his/her right to continue in that office.
5. Vacancies: Should a vacancy occur on the Board of Directors, that vacant office shall be filled by Presidential appointment, with the proper approval of the Board of Directors, for the remainder of the term. The one exception being is in the case of vacancy in the office of the President. In that event, the Vice-President becomes President and then selects a new Vice-President with the approval of the Board of Directors for the remainder or the term.
6. Quorum: A quorum shall consist of 4 voting members present to conduct ordinary business. No Board of Directors business shall take place with less than 4 voting members present.
President: Responsibilities may include but are not limited to: (2 year term)
1. The President shall be the chief executive officer for THWC. The President must communicate with the board, coaches, and parents. The president shall: (2 year term)
2. Preside over and conduct regular meetings of the Board of Directors of THWC and act as executive officer of all committees.
3. Enforce the By-Laws, Rules, regulations and ream policy with fairness, consistency, and appreciation for individual differences of THWC.
4. Oversee business, player and coaching matters for THWC
5. Perform such duties as the Board of Directors may from time to time direct.
6. Understand new rules and regulations and new interpretations of old ones.
A. Make sure that all forms for club participation in accordance with the USA wrestling regulations and club regulations available and updated each year.
B. Medical releases and insurance are up to date.
6. Attend district and state meetings and preseason season rules interpretation meeting. Report minutes from meetings attended to The Board of Directors.
7. May write and co-sign checks, and access the account at the financial institution. (All checks over $300 require 2 signatures.)
8. Organize practice dates and locations, need school approval.
9. Hold regular parent meetings. (May appoint another board member to conduct the meetings.)
10. Serve as tournament director for any Team Haysville tournaments. May appoint co tournament director.
11. Attend all Board Meetings; give input to the board, vote on board issues and election of new officers.
Vice-President: Responsibilities may include but are not limited to: (1 year term)
1. Perform all duties and exercise all the power of the President during the Presidents absence or incapacity.
2. Assist the President in all necessary matters, as requested or assigned.
3. Assist Apparel Coordinator with ordering, designs and price quotes for team apparel, need board approval before ordering.
4. Assist Public Relations Coordinator with fundraising.
5. Organize team pictures (set date and select photographer.)
6. Organize end of the year banquet (held in April). Assist head coach with ordering team awards.
7. May write and co-sign checks, and access the account at the financial institution. (All checks over $300 require 2 signatures.)
8. Attend all Board meetings; give input to the board, vote on board issues and election of new officers.
Secretary: Responsibilities may include but are not limited to: (1 year)
1. Record minutes of proceeding and attendance at each Board meeting and maintain such records.
2. Notify all board members by phone, mail, or email of the time and place of all meetings.
3. Submit and keep a file for the USA wrestling memberships for the wrestlers and coaches, and make sure that all forms for club participation in accordance with the USA wrestling regulations and club regulations available and updated each year.
4. Keep a file of club entries, physicals, medical releases, and any other forms required to participate in the club.
5. Assist the president with organizing practice dates and locations.
6. Help organize a monthly newsletter and calendar of events for members, and help maintain the team website.
7. Handle club entries for tournaments, record receipt of payment on tournament roster, issue receipts for payment received.
8. Make sure all participants signing up for upcoming tournament have paid for the tournament before entries are sent.
9. Make sure entries are correct before sending (Verify weight, age division, and rank- may check with head coach if you have questions concerning rank.).
10. Check the post office box regularly.
11. May write and co-sign checks, and access the account at the financial institution. (All checks over $300 require 2 signatures.) Perform other appropriate duties as requested or assigned.
12. Attend all Board meetings; give input to the board, vote on board issues and election of new officers.
Treasurer: Responsibilities may include but are not limited to: (2 year term)
1. Deposit, all moneys in the name of the organization in a depository designated by the Board of Directors.
2. Keep and maintain all financial accounts of the organization (All records must be kept for a minimum of 3 years).
3. Keep a detailed ledger of all credits and debits and give receipts for all money received.
4. File all Tax and other financial forms on behalf of the organization if needed.
5. Liquidate all bills against the organization, after they have been approved by the Board of Directors.
6. May write and co-sign checks, and access the account at the financial institution. (All checks over $300 require 2 signatures.)
7. Treasurer must match funds received with the tournament roster to ensure all entries have been paid or arrangements made.
8. Give a Treasurer’s report at all meetings as requested.
9. Perform other appropriate duties as requested or assigned.
10. Attend all Board meetings; give input to the board, vote on board issues and election of new officers.
Public Relations Coordinator: Responsibilities may include but are not limited to: (1 year term)
1. Organize fundraiser(s). (Car washes, car show, hot dog stand, etc).
2. Collect money for fundraiser, and keep appropriate records for each fundraiser.
3. Contact business for donations.
4. Perform other appropriate duties as requested or assigned.
5. Attend all board meetings; give input to the board, vote on board issues and election of new officers.
Apparel Coordinator: Responsibilities may include but are not limited to: (1 year term)
1. Ordering, design and get price quotes for team apparel, need board approval before ordering
2. Collect money and distribute club apparel. Must give receipt for any money received.
3. Perform other appropriate duties as requested or assigned.
4. Attend all board meetings; give input to the board, vote on board issues and election of new officers.
Head coach: Responsibilities may include but are not limited to:
1. Strive to promote effective communication with wrestlers, officials, fellow coaches, and parents, and serve as a leader and model in the development of appropriate conduct for the athletes both within and beyond the sports setting.
2. Be knowledgeable of the state association’s policies pertaining to the sport and shall ensure that the regulations are followed.
3. Attend preseason rules interpretation meeting. *Understand new rules and new interpretations of old ones.
4. Encourage the physical and mental development of the team.
5. Keep a team oriented agenda throughout the year.
6. Determine eligibility for advanced or novice practice and tournaments.
7. Decide which tournaments the club will attend for the season.
8. Attend tournaments and organize coaches for all tournaments.
9. Provide structured discipline if needed. Head coach has the authority to suspend wrestlers from practice or tournaments. (Must have board approval to remove a wrestler from the team)
10. Team Haysville will pay for the head coach’s USA coach’s card.
11. Assist with ordering trophies/ plaques for the end of the year banquet. Need board approval before ordering.
12. Perform other appropriate duties as requested or assigned.
13. Attend all Board meetings; give input to the board, share 1 vote with head assistant on board issues and election of new officers.
Head Assistant Coach: Responsibilities may include but are not limited to:
1. Strive to promote effective communication with wrestlers, officials, fellow coaches, and parents, and serve as a leader and model in the development of appropriate conduct for the athletes both within and beyond the sports setting.
2. Assist the head coach with practices.
3. Work with the head coach to meet goals and objectives set for the team to achieve, and discuss progress and direction of the team.
4. Knowledgeable of the state association’s policies pertaining to the sport and shall ensure that the regulations are followed.
5. Attend preseason rules interpretation meeting. *Understand new rules and new interpretations of old ones.
6. Encourage the physical and mental development of the team.
7. Attend tournaments.
8. Team Haysville will pay for the head assistant coach’s USA coach’s card.
9. Perform other appropriate duties as requested or assigned.
10. Attend all board meetings; give input to the board, share 1 vote with head coach on board issues and election of new officers.
Article VIII: Finances
1. Contracts: Only the Board of Directors may authorize contracts on the behalf of THWC.
2. Loans: No loans may be contracted on behalf of the club and no evidence of indebtedness shall be issued in its name unless authorized by a resolution of the Board of Directors.
3. Checks and Withdrawals: Checks may only be signed by the President, Vice –President, Secretary, or Treasurer. Two signatures are required for all checks or withdrawals over $300. All money paid out requires an invoice or receipt and Board approval. 3/29/2007
4. Financial Institution: The President, Vice President, Secretary, and Treasurer are the only members or the Board authorized to conduct business on the checking account at the designated financial institution. 3/29/2007
Article VIIII - Amendments
1. Vote Required: The By-Laws and general rules of THWC may be amended by a majority vote by a quorum (5 members) of the Board of Directors at any meeting.
2. Who can amend: Any proposals to amend THWC By-Laws or general rules may be made by a member of THWC, or by any member or the Board of Directors.
Article X – Discipline/ Appeals
1. Method of Procedure: Any member or members having a complaint against another member for the infraction of any of the By-Laws, club rules, or for conduct injurious to the welfare of THWC, they may report the same in writing to the Board of Directors. Such complaint shall set forth the facts of the case, together with the names of the witnesses, if any. After receiving such complaint, a meeting of the Board of Directors shall be held as soon as practicable to investigate same. A quorum of the Board of Directors shall hear all factual evidence and make a final resolution with a majority vote by a quorum. The statements, evidence, and resolution, shall be reduced to writing and filed with the Secretary.
2. Appeals: An appeal from the decision of the Board of Directors may be taken to the club general membership within (7) days after the resolution is made by the Board of Directors, by serving the Secretary a written notice of such appeal. A special meeting shall thereupon be called for the consideration of the case, and a two-thirds vote to reverse the decision of the Board of Directors.
Article XI - Guidelines for room reimbursement for coaches Approved 1-25-2008
1. All requests for reimbursement for room cost must be approved by Team Haysville Board of Directors, funds must be available, and a receipt for the room must be provided. The reimbursement is for a qualified head coach and/or assistant coach that are attending the tournament. Additional coaches may be eligible for room reimbursement at a ratio of 1 coach per 5 wrestlers.
2. Coaches will only receive50 % of the room rate if their own children are wrestling. Coaches are not eligible for room reimbursement if they are only taking their own children to the tournament and/ or do not coach anyone except their own children. Some exceptions may apply for national tournaments.
3. Coaches may receive 100% room cost if they have no members of their family wrestling and are REQUIRED to be there. If 2 coaches are attending the tournament without family they will need to share a room to control cost. If a coach chooses not to share a room then they will pay 50% of their room rate.
4. Rooms are only eligible for reimbursement if the tournament is more than 90 miles from Haysville and/or a 2 day tournament. Example of eligible tournaments: Tulsa Cliff Keen Kickoff, Oklahoma City JOC/JNC, Tulsa Nationals, Salina - Kansas Tournament of Champions, 6 and under State at Ottawa or Topeka, and the State Tournament in Topeka.
6. Room reimbursement is half the cost of the room or an average of the available room rates in that area. WHICHEVER IS LESS! This way if the average double room is $80 a night and they choose to stay in a suite that cost $180 a night, the club will only reimburse the 50% or 100% of the $80 rate. If the room is $70 a night and the area average is $80, then the club will only reimburse the 50% or 100% of the $70 rate.
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