By Laws

Article I - Organizational Name

The name of this organization shall be the Englewood Area Athletic Association Incorporated, here in referred to as the EAAA.

Article II- Purpose

1) The EAAA is a 501c3 non-profit organization, incorporated in Englewood, Florida on November 13, 1972, for the purpose of the development, encouragement and support of the sports, spirit and educational programs of Pop Warner Little Scholars, Inc. in the jurisdiction of Englewood, Florida.
2) The fiscal year of the EAAA shall begin Midnight the first day of January each calendar year and end at Midnight on the thirty-first day of December of that same calendar year.

Article III - Membership

1) The general membership of the EAAA is limited to the parents and legal guardians of active certified participants as well as all coaches, volunteers and sponsors who have been certified by the Board of Directors of the EAAA.
2) The general membership may attend any and all open meetings of the EAAA and of the Board of Directors.
3) The general membership may address the Board of Directors at any of the Board of Directors’ meetings provided that said members have submitted a request to the President of the EAAA to be placed on the agenda of the meeting at least twenty-four (24) hours prior to said meeting.

Article IV - Annual Meeting

1) The EAAA shall have an annual meeting for the general membership, which will be presided over by the President of the EAAA on the third Tuesday in the month of October. The sole purpose of said meeting is for the election of members to the Board of Directors. No other business shall be permitted to be transacted at said meeting. The date of the annual meeting may be changed by the Board of Directors by giving notice not less than ten (10) days in advance. (amended 10/5/09)
2) The general membership shall elect twelve of its members to fulfill the office of Director for a two year term, with six members being elected each year. The membership may also elect to fill the unexpired terms of vacated directors.
3) The general membership shall have only one vote per person present at the annual meeting. No proxy or absentee ballots shall be permitted.
4) The quorum for the annual meeting shall be twenty general members.
5) Voting shall be by secret ballot. Members may ballot for one to six candidates. Any ballot with more than six candidates shall be declared invalid. (amended 10/5/09)
6) Balloting and tabulation of the ballots shall be done in the presence of the general membership and the members present shall have the right to inspect the ballots following tabulation. All ballots shall be tabulated by the President, the Vice President and the Secretary of the EAAA and the results shall be recorded in the official minutes by the Secretary of the EAAA.
7) Upon the conclusion of the balloting and election, the President of the EAAA shall adjourn the annual meeting.

Article V - The Board of Directors of the EAAA

Section 1 - General Powers and Duties
1) The Board of Directors of the EAAA shall have sole authority over any and all business conducted in the name of the EAAA.
2) The Board of Directors shall have sole authority to settle any and all disputes within the general membership of the EAAA.
3) The Board of Directors has sole authority to approve any and all coaches, volunteers and sponsors within the EAAA.
4) The Board of Directors shall have sole authority to remove any and all individuals and or groups from any and all EAAA functions that are, in the determination of the Board of Directors, detrimental to the purpose of the EAAA.
5) The Board of Directors shall have sole authority to remove any member from the Board of Directors for two or more consecutively missed EAAA Board meetings without prior approval of the President of the EAAA. Such action must be by an affirmative vote of at least eight members of the Board of Directors.
6) Any director or officer of the EAAA Board of Directors may be removed from the Board of Directors or officer appointment for good cause at the discretion of the sitting Board of Directors. The removal requires a super majority (2/3) vote by the Board of Directors (less vacant director positions) and may be held in a closed session as directed by the Board of Directors. (as amended 1/18/11)
7) The Board of Directors shall authority to fill any and all vacancies on the Board of Directors prior to the annual meeting. Such action shall be by affirmative vote of at least eight members of the Board of Directors.
8) The Board of Directors shall have sole authority to suspend any coach or volunteer of the EAAA by an affirmative vote of at least eight members of the Board of Directors. Said coach or volunteer shall have the right of appeal of said suspension at a closed door meeting of the Board of Directors. The suspension shall be lifted at said meeting with an affirmative vote of at least eight members of the Board of Directors, otherwise the suspension stands.

Section 2 - Meetings of the Board of Directors
1) The regularly scheduled meetings of the Board of Directors shall be held on the first and third Tuesdays of each month at 7:00 p.m. from the first day of June through the last day of February. From the first day of March to the last day of May, Board of Directors meetings shall be held at such date and time as the directed by the President of the EAAA with seventy-two hours prior notice given to the membership of the Board of Directors.
2) The quorum at all Board of Directors meetings shall be seven Directors.
3) All Directors shall have one vote. There shall be no proxy or absentee ballots. All business to be approved shall require a majority of affirmative votes of the members of the Board of Directors present at such meeting, unless otherwise stated in these by laws.
4) The Order of Business at a regular Board of Directors’ meeting shall be as follows:
a) Call to Order
b) Roll Call of Directors
c) Secretary’s Report
d) Treasurer’s Report
e) Report of Committee Chairmen
f) Unfinished Business
g) New Business
h) Athletic Director’s Report
i) Spirit Director’s Report
j) General Discussion
k) Adjournment
5) All Board of Directors’ meetings shall be open to the general membership. A meeting may be closed to the general membership by an affirmative vote of at least eight members of the Board of Directors.
6) A special meeting of the Board of Directors may be called by either the President of the EAAA or by affirmative consensus of at least seven members of the Board of Directors. No less than twenty-four notice will be given to all members of the Board of Directors as to the date and time of said special meeting as well as the nature of the business to be transacted. The quorum of any and all special meetings shall be seven members of the Board of Directors.

Article VI - Officers of the EAAA

Section 1 - Elections
1) The Board of Directors shall elect from its membership the following Officers for the EAAA:
a) President
b) Vice President
c) Secretary
d) Treasurer
e) Athletic Director
f) Spirit Director

2) Officers of the EAAA shall serve a one year term starting from Midnight January 1st. to Midnight December 31st.
3) Officers shall be elected at a special meeting of the Board of Directors held on the first Tuesday in December at which time the incumbent Directors shall be joined by the Directors Elect. The current President of the EAAA shall preside over said meeting. No other business shall be permitted to be transacted at said meeting.
4) Resignations of any officer shall be made in writing and given to the President of the EAAA. Resignations shall take effect upon the approval of the Board of Directors.

Section 2 - Powers and Duties of the Officers of the EAAA
1) President:
a) The President of the EAAA shall the chief executive and administrative officer of the EAAA and shall preside over all meetings of the Board of Directors and the general membership of the EAAA.
b) The President shall have supervisory authority over the daily business of the EAAA and shall see that the resolutions of the Board of Directors are carried into effect.
c) The President shall execute all financial transactions as directed by the Board of Directors.
d) The President shall ex officio be a member of any and all committees of the EAAA and shall have authority to appoint committees as required by the by laws of the EAAA or as mandated by the Board of Directors.
e) The President shall have supervisory authority over any and all coaches and volunteers of the EAAA.
f) The President shall be a representative to the meetings of the Peace River Conference and shall report to the Board of Directors on all matters dealing with said conference.
g) The President shall have any and all powers and responsibilities assigned to that office by the Peace River Conference and National Pop Warner Little Scholars, Inc.
h) The President shall have authority to renew any and all corporate titles and licenses required by the State of Florida on a yearly basis.

2) Vice President:
a) The Vice President of the EAAA shall have such duties and responsibilities as may be assigned or delegated to that office by the President or the Board of Directors of the EAAA.
b) In the absence or disability of the President, the Vice President shall assume the powers and duties of the President of the EAAA until the President is able to resume office. In the event of the resignation of the President of the EAAA, the Vice President shall assume said office for the remainder of the term to be served.

3) Secretary:
a) The Secretary of the EAAA shall keep the minutes of all general membership, Board of Director and special meetings and record the proceedings thereof in books provided by the Board of Directors of the EAAA.
b) The Secretary shall record all votes and elections.
c) The Secretary shall present the minutes of previous meetings as well as any general or special meetings to the Board of Directors for approval.
d) The Secretary shall perform such duties as delegated to the office by the President or the Board of Directors of the EAAA.

4) Treasurer:
a) The Treasurer of the EAAA shall receive and safely keep all the funds of the EAAA and pay out the same on orders of the President and the Board of Directors of the EAAA.
b) The Treasurer shall present to the Board of Directors a general accounting of the funds of the EAAA at each regular Board of Directors’ meeting. Said report shall contain all financial transactions since the previous meeting and the current condition of the funds of the EAAA.
c) The Treasurer shall present to a certified public accountant, selected by the Board of Directors, all financial information necessary for the proper filing of any and all state and federal tax returns.
d) The Treasurer shall present to the Board of Directors of the EAAA an end of the year financial audit of all the books of the EAAA. Said report will be delivered in writing at the Board of Directors’ meeting on the first Tuesday in February.
e) The Treasurer shall submit any and all records to the Board of Directors when required to do so.
f) The Treasurer may appoint as assistant with the approval of the Board of Directors of the EAAA.

5) Athletic Director:
a) The Athletic Director shall have supervisory authority for the enforcement of all practice and game day rules for football as well as the Code of Conduct and Standard Operating Procedures as specified by National Pop Warner Little Scholars, the Peace River Conference and the EAAA.
b) The Athletic Director shall have authority to settle any and all disputes between football teams in the EAAA.
c) The Athletic Director shall act as liaison between all football coaches and the Board of Directors of the EAAA. The Athletic Director shall hold regular meetings with all the football coaches to review rules, regulations, directives, conduct and procedures as specified by National Pop Warner Little Scholars, Inc, Peace River Conference and the EAAA.
d) The Athletic shall maintain certification for football as specified by the National Pop Warner Little Scholars, Inc, Peace River Conference and the EAAA. By nature of this certification, the Athletic Director shall have authority to assist any tackle football team with the consent of the respective Head Coach or as directed by the Board of Directors of the EAAA.
e) The Athletic Director may appoint one or more assistants to help with the duties of office with the approval of the Board of Directors.
f) The Athletic Director must report any and all discrepancies in official rosters to the President of the EAAA.
g) The Athletic Director shall be a representative to the Peace River Conference and shall report on all football matters dealing with the conference to the Board of Directors.
h) The Athletic Director shall make a report on all football matters to the Board of Directors at each regular meeting.

6) Spirit Director:
a) The Spirit Director shall have supervisory authority for the enforcement of all practice and game day rules for Spirit teams as well as the Code of Conduct and Standard Operating Procedures as specified by National Pop Warner Little Scholars, the Peace River Conference and the EAAA.
b) The Spirit Director shall have authority to settle any and all disputes between Cheer teams in the EAAA.
c) The Spirit Director shall act as liaison between all Spirit coaches and the Board of Directors of the EAAA. The Spirit Director shall hold regular meetings with the Spirit coaches to review rules, regulations, directives, conduct and procedures as specified by National Pop Warner Little Scholars, Inc, Peace River Conference and the EAAA.
d) The Spirit Director shall maintain certification for Cheerleading and Dance as specified by the National Pop Warner Little Scholars, Inc, Peace River Conference and the EAAA. By nature of this certification, the Spirit Director shall have authority to assist any Spirit team with the consent of the respective Head Coach or as directed by the Board of Directors of the EAAA.
e) The Spirit Director may appoint one or more assistants to help with the duties of office with the approval of the Board of Directors.
f) The Spirit Director must report any and all discrepancies in official rosters to the President of the EAAA.
g) The Spirit Director shall be a representative to the Peace River Conference and shall report on all Spirit matters dealing with the conference to the Board of Directors.
h) The Spirit Director shall make a report on all Spirit matters to the Board of Directors at each regular meeting.

Article VII - Committees

1) The Board of Directors shall create any and all committees that it deems necessary for the proper operation of the EAAA.

2) The following statutory committees are created and the chairpersons shall be appointed by the President of the EAAA with the consent of the Board of Directors:
a) ACO (Association Compliance Officer – Registrar)
b) Camps
c) Charlotte County Parks & Recreation and Youth Sports Counsel Liaison
d) Concession
e) Game Day
f) Football Equipment
g) Fundraising
h) Public Relations
i) Scholastics
j) Special Events
k) Team Parents

4) All committees shall be governed by the rules and regulations approved by the Board of Directors of the EAAA.

5) All committee appointments will be made at the first Board of Directors’ meeting in January and will terminate at Midnight, December 31st. Of that same calendar year.

6) A Board Member shall Chair or Sit on each committee in order to oversee and report to the Board of Directors.

Article VIII - Miscellaneous

The Peace River Conference shall constitute the highest local authority (HLA) and in matters dealing with tackle football, flag football and cheerleading, its decisions are final.

The President of the EAAA shall appoint three alternate representatives to the Peace River Conference to attend as voting members in the absence of either the President, Athletic Director or Spirit Director.

The EAAA shall fund on a yearly basis a $1,000.00 scholarship to be presented at the Peace River Conference Scholastic All American Banquet.

The by laws of the EAAA may be amended, altered or repealed, in part or in whole, by an affirmative vote of no less than 8 members of the Board of Directors.

Revisions to the by laws shall be presented to the Parliamentarian in writing. Following a timely review to insure that said revisions are not in violation of the laws and rules of either the National Pop Warner Little Scholars, Inc. or the Peace River Conference, said by laws revisions will be presented to the Board of Directors for approval.

The Parliamentarian shall present to the Board of Directors a revised set of by laws for their consideration every three years following the approval of the current set of revisions.

The rules contained in the current edition of Robert’s Rules of Order Newly Revised, a copy of which shall be made available by the Board of Directors and shall be in the possession of the Parliamentarian, shall govern the EAAA in all cases that are not provided for by these by laws, the by laws and standard operating procedures of the Peace River Conference or the laws and rules of the National Pop Warner Little Scholars, Inc.

Revised and Approved by the Board of Directors April 16, 2018.