2008 Rules and Procedures
Year 2008 changes in the rules are indicated by bold type.
in Adobe Acrobat PDF format (42 Pages - 258KB) or in Microsoft Word DOC format (42 Pages - 421KB)
Table of Contents
Section 3: Objectives and Purposes
Section 4: Quorum and Meeting Attendance by the Voting Members
Article III — Standing Committees
Section 1: Rules and Alignment Committee
Section 2: Cheerleading Committee
Section 5: Officials Committee
Section 6: Certification Committee
Section 7: Southern Conference
Section 8: Northern Conference
Article IV — 2008 Football Rules
Section 2: Recruitment and Sign Ups
Figure 1 - AVYFA Official Exponent System 2008
Section 5: Practice Rules, Scrimmages, and Post Season Games
Section 7: Game Day Procedures
Figure 2 - AVYFA Division Start Times
Section 11: Complaint Procedures
Section 12: Playoffs and Championships
Section 4: Discipline, Conduct, Grooming and Appearance
Section 5: Parent Meeting Guidelines
Copyright © 2008
Antelope Valley Youth Football Association, Inc.
1405 Research Drive
Redlands, CA 92374
2008-06-04 REVISION - Article III, Section 7, revised boundaries of Adelanto/Victorville and Lancaster local areas in accordance with motion passed by the AVYFA Board of Directors on June 4, 2008.
The Antelope Valley Youth Football Association, hereinafter referred to as AVYFA, is a nonprofit public benefit corporation organized and operated in compliance with the California Nonprofit Public Benefit Law. The AVYFA Articles of Incorporation and official By-Laws were filed with and accepted by the California Secretary of State in May of 1994.
AVYFA is an association of independent local community Youth Football Leagues commonly referred to as “Areas”, who have joined together in a cooperative spirit to provide youth football and cheerleading programs for their communities. Each Area is an independent organization, governed by its own By-Laws and Board of Directors, which has agreed to operate under the AVYFA Football and Cheerleading Rules and Procedures as defined in this document. Membership in AVYFA is at the sole discretion of the AVYFA Board of Directors in accordance with the AVYFA By-Laws and these Rules and Procedures.
Upon becoming a member of AVYFA, a Local Area Board of Directors accepts the responsibility and obligation to operate their program in full compliance with the AVYFA By-Laws, these Rules and Procedures, and all AVYFA Board of Directors directives. Failure to do so can result in the Local Area being suspended from AVYFA activities and/or expelled from AVYFA under rules and procedures contained in this document.
The Association is divided into a Southern and a Northern Conference. Information about the current members of each conference is listed in Article III, Sections 7 and 8.
Section 3: Objectives and Purposes
The primary objectives and purposes of this Association shall be:
A. To stimulate community interest in youth football and cheerleading competition among the youth of our communities;
B. To educate the general public in the use of youth football and cheerleading competition as a tool in the healthy development of the youth in our communities;
C. To help young people build healthy bodies, strong minds, and develop a positive sense of self worth;
D. To help young people develop skill and proficiency in youth football and cheerleading competition;
E. To teach young people the concepts of teamwork, pride, loyalty, honesty, and courage;
F. To do all these things under the guidance of responsible adults, placing the welfare of the young people first and foremost, without adult ambitions for personal glory.
This document supplements the AVYFA Articles of Incorporation and By-Laws by providing detailed rules, procedures, and objectives. These Rules & Procedures define the intent of the AVYFA Board of Directors and are to be recognized as the law of the AVYFA in its daily operations. The rules, procedures, and informational material in this document may be amended only by majority approval of the AVYFA Board of Directors, preferably during the December through June off-season. The Articles of Incorporation and the official By-Laws shall take precedence over this document in case of conflict.
Section 1: Board of Directors
Primary responsibility for the management of AVYFA operations lies with the AVYFA Board of Directors.
A. Structure/Composition of the Board:
1. BOARD MEMBERS – Each member Local Area (as defined in Section 3, Paragraph A of this Article) is represented on the Board of Directors by its Local Area President.
a. Each local area has only one vote on the Board of Directors.
b. Each local area President must officially designate to the AVYFA Secretary alternate representatives to assume their voting privilege in their absence at AVYFA meetings where items are intended to be put to a vote of the Board. Any Local Area not represented for two or more Board of Directors meetings during the season will lose hosting privileges for that season. Proxy delegation is permitted, with the exception of that Area’s Cheer Director.
2. EXECUTIVE OFFICERS – The Executive Officers include the Commissioner, Treasurer, and Secretary elected by the voting membership of the Board of Directors. The Deputy Commissioners and Cheer Commissioners are appointed by the Commissioner with the approval of the Board of Directors. Local area Presidents elected to the position of Treasurer or Secretary may retain their local area Presidency. To avoid conflict of interest situations, local area Presidents who have been elected to the positions of Commissioner and appointed Deputy Commissioners must relinquish local area Presidencies and/or Board Directorships.
B. Elections
At the regular December Board of Directors meeting, the incumbent voting members of the Board of Directors shall elect the Commissioner, Treasurer, and Secretary for the following year. At the close of the elections, the new officers shall assume duties immediately and serve a term of office not to exceed one year.
C. Confidentiality
All personal member information must be kept confidential at all times. Each President, President-designate and AVYFA Officer must sign a Confidentiality Agreement at the start of each season. This form is available in the FORMS section of the AVYFA website at www.avyfa.org.
D. Responsibilities of Local Area Presidents
Local Area Presidents function as the leaders of their Local Area and as members of the AVYFA Board of Directors. In order for AVYFA to operate in an efficient manner, each President has personal responsibilities including, but not limited to, the following:
1. Represent his/her Local Area on the AVYFA Board of Directors:
a. As detailed in Section I, Paragraph A, 1 of this Article
b. Including the meeting attendance and voting procedures detailed in Section 4 of this Article.
c. Including the Mandatory AVYFA Board of Directors meetings detailed in Section 5 of this Article.
2. Provide leadership to his/her Local Area Board of Directors that insures that the Local Area performs in a manner consistent with the Objectives and Purposes of AVYFA as detailed in Article 1, Section 3.
3. Provide leadership to his/her Local Area that insures that all Local Area Board of Directors members, coaches, players, cheerleaders and other participants in the Local Area program are knowledgeable about AVYFA Rules and Procedures as detailed in this document and that they carry out the Local Area program in accordance with those Rules and Procedures.
4. Work in a cooperative manner with the AVYFA Executive Officers, AVYFA Board of Directors, other Local Area Presidents, coaches and other participants, officials, and others, as necessary, to insure the success of AVYFA.
a. Participate in AVYFA Standing Committees listed in Article III as assigned by the AVYFA Commissioner.
5. Mandatory attendance at all AVYFA Board of Directors meetings, regularly called or otherwise. Any Local Area not represented for two or more AVYFA Board of Directors meetings during the season will lose hosting privileges for that season.
6. Local Area Presidents are required to attend ALL home and away games for the duration of all scheduled games during the season. When unavoidable circumstances arise which prevents the Local Area President from being in attendance for ANY portion of that game day, an appointed representative from the Local Area must be clearly identified to the opposing Local Area’s President.
7. It is preferable, when possible, that Local Area Presidents relinquish all personal team coaching assignments whether Head Coach or Assistant Coach. When a Local Area President is acting in a coaching capacity, he/she will turn over their Presidential responsibilities to a designated person for the duration of that game and clearly identify that person to the opposing Local Area’s President.
8. Crowd control at all home games is a primary responsibility. Of particular concern are school district policies prohibiting the use of alcohol, drugs and smoking on school grounds. This includes parking lots, spectator stands, snack areas and all playing fields.
9. Enforcement of all AVYFA Rules and Procedures by Local Area participants at all regular season games IS the responsibility of the Local Area President.
10. Managing the administrative detail of Local Area insurance matters including timely claims processing and follow-ups in accordance with the requirements and procedures specified in Section 6 of this Article.
a. Claims processing and Incident Reports shall be handled as specified in Section 6. An Incident Report form is available in the FORMS section of the AVYFA website at www.avyfa.org.
11. Reporting all game scores within the time frame required by the AVYFA scorekeeper.
a. The home Local Area President is responsible for submitting all final scores to the AVYFA scorekeeper no later than 9:00 p.m. the same Saturday as the game. Failure to comply assesses an automatic fine of $25. Fines must be mailed, postmarked within 72 hours, to the AVYFA Commissioner. Appeals process: the area assessed a fine may appeal the fine by submitting a written request with the fine. Two AVYFA Deputy Commissioners will review and make recommendations to the AVYFA Commissioner.
b. The Hosting site Local Area President is responsible for reporting post-season playoff and Super Bowl scores. Conditions and consequences as listed above also apply.
12. Assuring that the Local Area pays its fees, fines and any other financial obligations to the AVYFA Treasure in a timely manner including meeting all established deadlines.
13. Assuring that a Local Area Personnel Form is provided to the AVYFA Secretary in a timely manner and updated as necessary. The Local Area Personnel Form is available in the FORMS section of the AVYFA website at www.avyfa.org.
a. Complete the team names and colors in the spaces provided on the Local Area Personnel Form.
14. Assuring that current maps outlining the Local Area boundaries are on file with the AVYFA Secretary no later than August 1 of each season.
15. Assuring that his/her Local Area recruiting and sign up procedures comply with the requirements specified in Article IV, Section 2 of this document.
16. Assuring that his/her Local Area team composition is in accordance with Article IV, Section 3 for football; Article VI, Section 2 for Cheerleading.
17. Assuring that his/her Local Area football coaching staff complies with the requirements specified in Article IV, Section 4 and cheerleading coaching staff complies with the requirements specified in Article VI, Section 1, paragraph D.
18. Assuring that his/her Local Area fully complies with the football practice and related rules specified in Article IV, Section 5 including reporting requirements in paragraph 6 of that article and cheerleading fully complies with the practice and related rules specified in Article VI, Section 6.
19. Assuring that his/her Local Area registration process complies with the team certification requirements specified in Article IV, Section 6 for football and Article VI, Section 3 for cheerleading.
a. Including residency and football Exponents; cheerleading Age Point System.
b. Including the procedures specified for changing football team and cheerleading squad certified rosters.
c. Including providing certified football rosters to the AVYFA Board of Directors/AVYFA Secretary; certified cheerleading rosters to the AVYFA Cheer Commissioner.
20. Complying with the Game Day Procedures specified in Article IV, Section 7.
21. Assuring the availability of game officials at all home games in accordance with Article IV, Section 8.
22. Complying with the Game Time Rules specified in Article IV, Section 9.
a. Including equipment as specified.
b. Including the Ten Play Rule.
c. Including the 28 Point Rule.
d. Including the 8-Man Football Rule when applicable.
23. Complying with Sportsmanship Rules specified in Article IV, Section 10.
a. With special attention to the behavior of coaches, parents and fans.
b. Enforcement of all player or coach suspensions or ejections by the officials including ejection of parents and others.
24. Encourage utilization of the Complaint Procedures specified in Article IV, Section 11.
25. Encourage utilization of the material contained in Article V, Coaching.
26. Insure that the Local Area Cheer Director and Cheerleading coaches comply with all requirements of Article VI, Cheerleading Rules.
Overall responsibility for day to day administrative operations of the AVYFA lies with the Executive Officers whose duties are defined by the By-Laws, this set of Rules & Procedures, and directives from the Board of Directors. Executive Officers serve at the discretion of the Board of Directors and the Board may, with or without cause, replace an Executive Officer at any time, exercising proper respect for said individuals’ right to due process. The Executive Officers of the Board shall have no vote, except for the Commissioner, or acting Commissioner, to break a tie.
A. AVYFA COMMISSIONER:
1. The assignment of specific responsibilities and duties to this office requires Board authorizations that will allow the Commissioner to act on behalf of the Board. Ordinarily any such authorizations are implicit with the assignment itself. However, should a dispute arise with the Commissioner’s authority as to actions or lack of action in any given situation within his/her sphere of influence, only written challenges presented to the voting membership of the Board no later than the next regularly scheduled Board meeting shall be considered for Board review. The Board will decide whether the action will be considered for discussion/action in a closed session or at an open Board meeting.
2. The Commissioner may levy fines, declare game forfeits, assign penalties for rules infractions, and declare suspensions of personnel for violations of rules and general misbehavior unbefitting that of adult participation in AVYFA activities. In all disputes that would affect the health and safety of the minor children within the AVYFA charge, the Commissioner has authority to take whatever action he/she feels is necessary for the protection of all parties concerned, including a call for the intervention of Local and/or State law enforcement agencies. The Commissioner is to consult with his/her Deputy Commissioners in all matters pertaining to disciplinary action and/or fines prior to issuing a decision. Decisions by the AVYFA Commissioner on enforcement of game forfeitures are not subject to review and shall be final.
3. In addition to general duties and responsibilities as outlined in the By-Laws, the Commissioner shall:
a. Preside over all meetings of the AVYFA Board of Directors;
b. Appoint, with Board approval, all AVYFA Deputy Commissioners, AVYFA committees, standing and/or otherwise, and act as a de facto member of all such committees;
c. Arbitrate all disputes within the AVYFA, issuing expedient decisions that will be binding until such time as the Board of Directors can resolve the matter;
d. Enforce all AVYFA By-Laws, Rules & Procedures, and directives from the Board of Directors;
e. Promote the public image of the AVYFA using effective tools such as, among other things, an official AVYFA website run by an experienced, knowledgeable, volunteer Webmaster.
B. AVYFA DEPUTY COMMISSIONERS:
1. Deputy Commissioners are appointed by the Commissioner and act in accordance with the authority delegated to them by the Commissioner and the Board of Directors. They will answer directly to the Commissioner, and in turn, the Board of Directors. The Commissioner will outline their duties at the time of their appointment and their term of office will not exceed one year. All appointees must be approved by vote of the Board of Directors.
2. Deputy Commissioners act as the Commissioner in the absence of the Commissioner. In the event of the permanent loss of a duly elected Commissioner, and with Board of Directors approval, Deputy Commissioners may act jointly as Co-Commissioners until the Board of Directors resolves a replacement, either temporary or permanent.
3. Deputy Commissioners are assigned specific duties by the AVYFA Commissioner, which include, but are not necessarily limited to:
a. Enforcing all AVYFA By-Laws, Rules & Procedures, and directives of the Board of Directors.
b. Assuming responsibilities and duties, acting with the Commissioner in leadership roles, in the Standing Committees (see Article III)
c. Arbitrating disputes within the AVYFA as assigned by the Commissioner, making decisions that will be binding until such time as the matter can be resolved by the Commissioner and/or the Board of Directors.
d. Attending to other duties as assigned by the Commissioner and/or Board of Directors.
e. Organizing and conducting a Football Coaches Clinic. Attendance at this Football Coach's Clinic is mandatory for all local area Presidents and local area Head Football Coaches.
C. AVYFA TREASURER: in addition to the general duties as outlined in the By-Laws, the AVYFA Treasurer shall:
1. Administer all financial activity of the AVYFA, with Board approvals;
2. As an agenda item at all scheduled regular monthly meetings, prepare and submit for approval, reports of AVYFA financial activities for the preceding month; the report to include, but not necessarily be limited to, monthly income, monthly expenditures, outstanding bills and current status of account balances.
3. Working within a time-line as determined by the Board of Directors:
a. Prepare and submit an annual budget for approval by the Board;
b. Prepare and submit the annual schedule of Local Area membership assessments for approval by the Board;
c. Prepare and submit an annual financial report for approval by the Board, subject to audit by special appointment of the Commissioner and/or the Board of Directors;
d. Prepare and submit, subject to approval by the Board of Directors, all tax returns and other reports required to be submitted to the United States Internal Revenue Service and/or State of California.
D. AVYFA SECRETARY: in addition to the general duties outlined in the By-Laws the AVYFA Secretary shall:
1. Maintain current copies of the By-Laws, Rules & Procedures, and Membership Directory;
2. Establish and maintain a Directory of all AVYFA Board of Director members and local area membership personnel.
3. Using a regularly updated mailing list, notify all members of the Board of Directors and Local Area Cheer Directors with timely announcements of scheduled Board meetings making use of e-mail as a means of communication preferable to the United States Postal Service.
4. Establish, maintain and be custodian of all AVYFA official files.
5. Accept and prepare agenda items from members of the Board;
6. Record and prepare all minutes of regularly scheduled meetings for presentation to the Board for approvals;
7. Be prepared to record and prepare minutes of unscheduled and/or special meetings for presentation to the Board for approvals if necessary;
8. Accept, evaluate, and retain minutes from all committee meetings if appropriate.
9. Process and prepare the annual Rules & Procedures handbook for publication.
10. Maintain separate confidential lists of football and cheer coaching problems for reference by the AVYFA Board of Directors.
E. AVYFA CHEER COMMISSIONER:
1. Local area Cheer Directors are to submit a name as their choice for AVYFA Cheer Commissioner to the Commissioner no later than the February meeting of each season. The Commissioner will submit the candidate’s name for approval to the Board of Directors. Upon approval, the Cheer Commissioner:
a. Will be responsible for the day-to-day executive management of the AVYFA cheerleading program;
b. Shall call and chair meetings with local area Cheer Directors;
c. Has the authority to appoint Deputy Cheer Commissioners, subject to approval by the Board of Directors;
d. Is responsible for organizing and conducting a Cheer Coaches Clinic. Attendance at this Cheer Coach's Clinic is mandatory for all local area Cheer Directors and local area Head Cheer Coaches.
e. Will assist local area Cheer Directors’ in the planning and conducting of cheer clinics or camps as scheduled;
f. Conduct Conference and Super Bowl Cheerleading Competition.
2. The Cheer Commissioner answers directly to the AVYFA Board of Directors and the Commissioner and regularly reports on the status and progress of the AVYFA Cheerleading Program. The Cheer Report, conducted by the Cheer Commissioner, is a reserved agenda item at regular AVYFA monthly meetings.
A. Local Areas are youth football organizations in communities that represent geographical divisions within the operational configuration of the AVYFA. Hereafter maybe referred to as Local Areas.
B. Soliciting and/or recruiting of new local areas for membership will be concluded no later than March for a given season. This cut-off date is established to eliminate problems encountered in trying to fit a new area into the playing schedule for that season. Late candidates for membership can be given priority for inclusion in the next season.
C. New Local Areas may be admitted to the AVYFA by making application, usually in writing, to and receiving a two-thirds majority vote of the Board of Directors. All new local areas are admitted subject to a one-year probation during which the new Local Area will have full voting rights and all other privileges available to permanent Local Areas with some exceptions. This one year probationary period may be extended at the end of the first year by a 2/3 majority vote of the Board of Directors. At the end of the probationary year, permanent status may be granted to the Local Area by a two-thirds vote of the Board of Directors.
1. Definition of Probation - a period of time assigned by the AVYFA Board of Directors to a new local area characterized by subjection of said area to surveillance and to such examination and evaluation as to ascertain suitability to be included in membership of the AVYFA. A vote by the Board of Directors at the end of the time period assigned will either accept or not accept the area for permanent membership.
2. Conditions of Probation - those areas on a first year of probation must
a. Demonstrate a sound fiscal policy backed up by a reasonable bank balance; to be able to provide, upon request, a record of solvency. AVYFA is not in a position to loan money or assume local area indebtedness.
b. Demonstrate a commitment by the Area to full compliance with all AVYFA Rules and Procedures.
c. Demonstrate the ability to resolve major and minor Local Area violations of AVYFA Rules and Procedures, as they occur, to the satisfaction of the AVYFA Board of Directors.
d. Accept restrictions on hosting AVYFA pre-season and post-season activities.
e. Demonstrate the ability and commitment to conduct a football and cheerleading program consistent with the goals of AVYFA.
3. Areas placed “on probation” for disciplinary purposes will have specific conditions outlined by the Board of Directors. The conditions will include those steps that the area must follow to be reinstated to full membership.
D. Organization, management, and operation of local areas are the jurisdiction of the Local Area and are not subject to AVYFA intervention. AVYFA management may assist local areas and provide temporary management in cases where no clear leadership is apparent. Such assistance shall have as its only objective the establishing of viable local area management and this assistance shall cease as quickly as this can be established.
E. All Local Areas shall comply with the AVYFA Articles of Incorporation, By-Laws, these Rules & Procedures, and all directives from the Board of Directors. Each Local Area shall, when and if necessary, change its governing rules to eliminate any conflicts with the above compliance. It is strongly recommended that area Boards of Directors be installed as early as possible, preferably at the same time (in December) that the AVYFA Executive Officers are elected. This will allow for full area participation in the rules revision processes that begin in January of the new season.
F. The Local Area President or Representative, acting as a direct liaison between the AVYFA Board of Directors and the local area Board, must assume specific personal responsibilities as detailed in Article II, Section 1, paragraph D.
G. Suspension of a Local Area’s status and privileges, including voting rights and rights to positions in the playoffs, may be affected by:
1. The AVYFA Treasurer for delinquency in fees and assessments.
a. Delinquency is defined as failure to pay Local Area fees on or before the due dates specified in this section; or failure to pay fines, penalties, assessments or other amounts due AVYFA on or before the date specified in these Rules and Procedures or as otherwise set by the Board of Directors.
b. Local Area fees for each calendar season shall be paid to the AVYFA Treasurer in accordance with the following schedule:
i. $500 on or before July 1
ii. $500 on or before August 1
iii. $500 on or before September 1
iv. Full balance of Local Area fees on or before November 1
c. A penalty of $50.00 per month shall be assessed for each Local Area fee, fine, penalty or assessment payment that is delinquent. Penalties are cumulative. For example, if two payments are delinquent, the penalty accrues at $100.00 per month.
d. Total fees for a Local Area must be paid in full on or before November 1. If a Local Area's fees are not paid in full by November 1, that Local Area forfeits all eligibility for playoff games and may be subject to termination by the Board of Directors as specified in paragraphs H-2 or H-3 of this Section.
e. Relief from payment of the $50.00 per month delinquency penalty may be granted only by a two-thirds vote of the Board of Directors after consideration of mitigating circumstances.
2. The AVYFA Commissioner for noncompliance with the Articles of Incorporation, the By-Laws, these Rules & Procedures, or the directives of the Board of Directors including failure to pay penalty fines on or before the due date; subject to review by the Board of Directors.
3. A two-thirds vote of the Board of Directors, with or without cause.
H. Termination of a Local Area’s status, including forfeiture of all rights, privileges, and claims; may be affected by:
1. Voluntary withdrawal or resignation, either in writing or by declaration during an AVYFA meeting where such declaration is recorded in the minutes of that meeting.
2. By majority vote of the Board of Directors following a failure to pay proper fees and/or penalty fines on or before the due date.
3. By a two-thirds vote of the Board of Directors, with or without cause.
Section 4: Quorum and Meeting Attendance by the Voting Members
A. The quorum concept: a quorum is defined as the minimum number of members required to be present at an assembly or meeting before it can validly proceed to transact business. AVYFA requires a simple majority of the voting members of the Board of Directors present to establish a quorum. Only then can voting decisions of the Board become binding.
1. Ordinarily, once a quorum is established at a meeting, voting on properly motioned and seconded items calling for Board decisions require only a simple majority to pass or not pass (a simple majority is one more than half).
2. Certain votes call for a 2/3 majority in order to be passed; these are identified in these Rules & Procedures and deal mostly with personnel issues.
B. Attendance at all regularly scheduled meetings of the AVYFA Board of Directors is mandatory for all Local Area Presidents or their designated representatives. The AVYFA Secretary will send out a reminder, via e-mail to all Area Presidents 48 hours in advance of a regularly scheduled meeting. Area Presidents are required to notify the secretary within 24 hours of their intent to attend the meeting. This is to insure that the meeting will meet the quorum requirements in advance.
C. Telephone Conference Call meetings of the Board of Directors may be convened by the Commissioner or by an Executive Officer designated by the Commissioner. The AVYFA Secretary or a person designated by the person calling the meeting shall record minutes of the discussion and decisions made. The same quorum requirements as for regular meetings must be met. The minutes of Telephone Conference Call meetings shall be read into the minutes of the next regularly scheduled Board of Director’s meeting. The Board of Directors may vote to approve or reject the minutes.
D. Electronic meetings of the Board of Directors using E-mail may be convened by the Commissioner or by an Executive Officer designated by the Commissioner. The AVYFA Secretary or a person designated by the person calling the meeting shall act as moderator of the meeting. The same quorum requirements as for regular meetings must be met. The minutes of E-Mail meetings shall be read into the minutes of the next regularly scheduled Board of Directors meeting. The Board of Directors may vote to approve or reject the minutes.
The Association will adhere to the following monthly meeting schedule. The agenda for the meetings will be prepared by the AVYFA Secretary and/or the Commissioner and disseminated to the Board of Directors before scheduled meetings.
A. Mandatory Board of Directors Meetings:
February • March •April • May • June • September • October • November
B. There will be no mandatory Board of Directors Meeting scheduled for:
January • July • August • December
C. Election of AVYFA Officers shall be conducted at the February Board Meeting.
AVYFA carries medical insurance that is paid for by a portion of the fees collected from each Local Area. This insurance is primarily a supplemental policy, secondary to the parents/guardians primary medical insurance. Primary medical insurance information is listed on the AVYFA Contract that each player/cheerleader must complete.
Under some circumstances, when there is no primary medical insurance coverage, then the AVYFA medical insurance may serve as the primary medical insurance coverage.
A. The AVYFA Insurance Administrator, appointed by the Board of Directors, is the primary contact for insurance matters.
B. The local area President is responsible for making sure that the administrative detail related to insurance claims involving his/her area is completed in a timely manner.
C. The team/squad Head Coach is responsible for making sure that an injured player/cheerleader immediately receives appropriate medical treatment. It is recommended that a properly staffed ambulance or other emergency personnel be on hand at all football games.
1. All players and cheerleaders must have completed the AVYFA Contract including parental/guardian consent and procedures for emergency treatment. This SIGNED contract must be on file BEFORE the player/cheerleader may participate in any practice or game. The contract file must be present at all games and practices.
2. It is important to adhere to the emergency contact and emergency treatment instructions on the contract.
3. Fill out and file with the AVYFA Insurance Administrator an AVYFA Incident Report. This form is available for download from the FORMS section of the AVYFA website at www.avyfa.org.
D. Insurance Claims: It is the local area President’s responsibility to follow up each injury incident to make sure that the Incident Report is filed in a timely manner and that Insurance Claims are filed in a timely manner.
1. The procedure for filing an Insurance Claim is found on the Claim Form. The form requires certain information be entered and the form signed by a “POLICYHOLDER REPRESENTATIVE”. The Local Area President is that person and must sign the claim.
2. Assistance with filing claims can be secured from the AVYFA Insurance Administrator.
3. The AVYFA Insurance Administrator may request a copy of the claim.
4. Problems with insurance claims should be reported to the AVYFA Insurance Administrator or AVYFA Commissioner or AVYFA Board of Directors.
Article III — Standing Committees
Standing committees assist the Executive Officers in the detailed management of major functions within AVYFA operations. These are not to be confused with Board Advisory committees described in the By-Laws. All committee positions are filled by the Commissioner using the guidelines listed below. Each committee member serves at the discretion of the Commissioner. Except as noted below in the descriptions of the Southern and Northern Conference Committees, the Commissioner may, with or without cause and without consulting the Board of Directors, change any committee assignment at any time. Each committee will appoint one of their members to be the committee Secretary. Minutes of all committee meetings must be prepared by that Secretary and submitted to the AVYFA Secretary for review before incorporation into AVYFA permanent records. Currently there are 8 standing committees.
Section 1: Rules and Alignment Committee
A. Membership: Chaired by the Commissioner, mandatory membership of Deputy Commissioners; general membership consists of interested Local Area Presidents, and/or Executive Officers of the AVYFA. No proxy delegation will be permitted.
B. Responsibilities & Duties:
1. Determine the number, names, and boundaries of the areas for the coming year;
2. Locate and recruit potential new local areas;
3. Resolve the number of teams required from each local area, team colors and other details necessary to define AVYFA conferences.
4. Review all AVYFA documents for possible changes including the Articles of Incorporation, the By-Laws, and these Rules & Procedures, making written recommendations for improvements to the Board of Directors.
5. Review the minutes of all AVYFA meetings searching for approved directives from the Board of Directors that should become a part of the above documents. Make changes to the documents, present them to the Board of Directors and obtain their approval for the changes.
6. Review proposed rule changes from every possible source, making written report of the proposals and written recommendations to the Board of Directors.
7. Determine method to develop the current season schedule.
C. Timeline:
1. The committee will meet in the months of January, February, and March to do the major part of its area definitions and rules recommendations. It should have complete written documentation of its definitions and recommendations ready for the March meeting of the Board of Directors.
2. The committee may meet at any time to consider the application or possible recruitment of new local areas. Written recommendations should be prepared for the next meeting of the Board of Directors. If the timing of acceptance of a new local area is critical to the scheduling for the coming year, the committee should set up a conference call with all Directors and seek an immediate decision on an application from a new local area.
3. The committee may meet at any time to consider proposed rule changes and prepare written recommendations to the Board of Directors.
4. No work or duties assigned to this committee shall prevent the Board of Directors from taking any action on area alignment or rules changes at any time it deems necessary, with or without the recommendations of this committee.
5. The committee secretary shall be responsible to prepare official changes approved by the Board of Directors and provide them to the AVYFA Secretary who shall incorporate the changes into the official documents.
6. Changes in Rules or Procedures made and approved by the Board subsequent to the annual printing and distribution of the AVYFA Rules and Procedures Handbook will appear on the AVYFA website in the appropriate section. In such case that the printed Handbook and the website conflict, the website version will supersede.
Section 2: Cheerleading Committee
A. Membership: Chaired by the AVYFA Cheer Commissioner; general membership composed of the Deputy Cheer Commissioners, any interested local area Presidents and their Cheer Directors, and other appointees with related experience.
B. Responsibilities & Duties:
1. CHEERLEADING RULES – Review the cheer rules for certification, game time performances, half time performances, and other aspects of regular season cheerleading. Prepare written recommendations for changes and secure decisions from the Board of Directors. Submit approved recommendations to the AVYFA Secretary for incorporation into the Cheerleading Rules, Article VI of these Rules & Procedures.
2. CHEER COACHES CLINIC - Prepare plans for and execute an annual mandatory AVYFA Cheer Coaches Clinic that is educational and training in nature for all Cheer Directors and Cheer Head Coaches. Prior to the event, the Commissioner, his/her staff, and each Area President will be advised of the location, date, and time of the clinic. In. In addition, assist local area Cheer Directors in the planning and conduct of local area clinics or camps as scheduled.
3. CHEERLEADING COMPETITION - Review the rules and procedures for cheerleading competition and make any changes needed for the current annual competition. Make and execute appropriate plans to carry out the competition. Approval by the Board of Directors shall be necessary for proposed rules and rule changes for cheerleading competitions. The Board of Directors may direct any changes it deems necessary and the committee shall comply.
C. Timeline:
1. The committee shall meet as called by the AVYFA Cheer Commissioner for its annual review and preparation of written recommendations to the Board of Directors at the March meeting of the Board.
2. The committee shall meet again in June and/or July to complete planning for the annual Cheer Coaches Clinic.
3. The committee shall meet in October and/or November to complete planning for the annual Cheer leading competition.
A. Membership: Chaired by the AVYFA Treasurer, staffed with appointees of the Commissioner and Treasurer to act as assistants to the Treasurer; volunteer membership of any interested local area President or Executive Officer. All membership is subject to approval of the Board of Directors. Prior to Board approval, if necessary and/or if requested by the Board, new committee members must provide proof that no conflict of interest exists as an impediment to membership on the committee.
B. Responsibilities & Duties:
1. Annual Budget: Prepare and present to the Board of Directors for approval, a projected annual budget to include estimated incomes, anticipated cost of insurance premiums, officials’ fees, costs of awards, and other estimated expenses;
2. Local Area Assessment: Prepare and present to the Board of Directors for approval, an annual assessment schedule listing assessments to each local area;
3. Annual Year-End Financial Report: Prepare and present to the Board of Directors for approval, an annual year-end financial report; the report to provide enough significant detail for Board members to audit the year’s financial activity.
4. Assist the AVYFA Treasure to prepare and submit, subject to approval by the Board of Directors, all tax returns and other reports required to be submitted to the United States Internal Revenue Service and/or State of California.
C. Timeline:
1. The committee shall meet at the request of the AVYFA Treasurer and/or Commissioner to prepare for presentations of the annual budget, local area assessments, and annual year-end financial report to the Board for approvals.
2. The Finance Committee is not tasked with the monthly Treasurer’s report. This report is an agenda item at all scheduled regular meetings of the Board of Directors, and is the responsibility of the Treasurer as an elected Executive Officer. However, should there be a need, the Commissioner or Board of Director members may request such an intervention.
Section 4: Awards Committee
A. Membership: Chaired by the AVYFA Treasurer, staffed with volunteers from the Executive Officers and/or voting membership. All membership is subject to approval of the Board of Directors. Prior to Board approval, if necessary and/or if requested by the Board, new committee members must provide proof that no conflict of interest exists as an impediment to membership on the committee.
B. Responsibilities & Duties
1. Review and critique past season’s awards selection and disbursement processes.
2. Survey the membership for guidelines as to appropriate types of awards, suggested amounts to be expended, and to whom and at what times the awards should be distributed.
3. Assist the Treasurer in a bids process;
a. Establish an awards package;
b. Contact vendors;
c. Solicit bids/quotes;
d. Award the most appropriate bid after approval by vote of the Board of Directors.
C. Timeline:
1. The committee shall meet at the request of the AVYFA Treasurer and/or Commissioner at timely intervals to prepare for presentations of awards packages and bids offered to the Board for approvals.
2. Members of the committee will assist the AVYFA Treasurer and Commissioner in the distribution and disbursement of awards.
Section 5: Officials Committee
A. Membership Chaired by the Commissioner; members will include the AVYFA Treasurer, any interested Local Area Presidents and/or Executive Officers.
B. Responsibilities & Duties:
1. Liaison with Officials’ Organizations - maintain continuous contact with the officials’ organizations, keep the Board of Directors advised as to: availability and numbers of officials, complaints by officials, complaints about officials, fee schedules, possible alternate sources for officials, game schedules, and, in general, any matter requiring communication between the two organizations.
2. Payments to Officials are made as described in Article IV, Section 8.
C. Timeline: as established between the AVYFA and the officials’ organizations.
Section 6: Certification Committee
A. General Characteristics: Using guidelines established by the AVYFA Commissioner and approved by the Board of Directors, conduct the season activities concerning the AVYFA official certification of local area teams in accordance with the provisions of Article IV, Section 6.
B. Membership: Chaired by a Deputy Commissioner and staffed by representative volunteers from the AVYFA Executive Officers and/or voting membership. Local area certification team members will be appointed by the Deputy Commissioner on the recommendation of Local Area Presidents. The appointment is subject to approval by the Board of Directors and once achieved, the area Certification Team members will answer directly to the Commissioner and the Board of Directors in matters of team certification.
C. Responsibilities and Duties: Following procedural directives from the Commissioner and the rules as defined in Article IV, Section 6, all area Certification Team members will receive training, a certification stamp, and authorization from the Commissioner to approve final official local area team certification. Their signature, accompanied by the official certification stamp on team roster forms and the date of certification inspection will be required on all AVYFA officially certified rosters. The certification team has a further requirement to collect a copy of the official certified roster from all teams certified within their Certification Team’s area of jurisdiction. This set of official team rosters must be forwarded to the Commissioner no later than one week after certification.
D. Timeline: As determined by the Commissioner and approved by the Board of Directors. Certification schedules will be established and available for distribution at the Football Coach’s Clinic or at the regularly scheduled meeting closest to season opening, whichever occurs first.
Section 7: Southern Conference
A. General Characteristics: Local Areas situated in the southern portion of the Association.
B. Membership: Chaired by a Deputy Commissioner; members will include the local area Presidents from each local area in the Southern Conference as determined by the Rules and Alignment Committee and approved by the Board of Directors.
C. Local Areas of Southern Conference Membership: 2008
1. Adelanto/Victorville Boundaries: The community of Adelanto and portions of the community of Victorville bounded on the east by Interstate Highway 15, on the west by Aster Street, on the south by Bear Valley Road; on the north by State Highway 58.
2. Apple Valley Boundaries: the community of Apple Valley including all boundaries of those elementary and intermediate schools that enroll students who would ordinarily progress to the Apple Valley High School or Granite Hills High School within the Apple Valley Unified School District boundaries. The community of Lucerne Valley. Up to five players for each team may be recruited from that portion of the community of Victorville that is west of Interstate Highway 15.
3. Big Bear Boundaries: Big Bear City including all boundaries of those elementary and intermediate schools that have students who would ordinarily progress to Big Bear High School.
4. Lancaster Boundaries: The City of Lancaster including all boundaries of those elementary and intermediate schools within its city limits.
5. Pete Knight (Palmdale) Boundaries: That portion of the city of Palmdale including all boundaries of those elementary and intermediate schools that have students who would ordinarily progress to Pete Knight High School.
6. Rim of the World Boundaries: General area of San Bernardino County known as Rim of the World including all boundaries of those elementary and intermediate schools that have students who would ordinarily progress to the Rim of the World High School.
Note: Maps outlining Southern Conference Local Area boundaries will be on file with the AVYFA Secretary. In cases of dispute, the maps will be reviewed and interpreted by the Commissioner. That interpretation and subsequent decisions based on that map will be final. Player eligibility is also governed by the rules in Article IV, Sections 2 and 3.
Section 8: Northern Conference
A. General Characteristics: Local Areas situated in the northern portion of the Association.
B. Membership: Chaired by a Deputy Commissioner; members will include the local area Presidents from each local area in the Northern Conference as determined by the Rules and Alignment Committee and approved by the Board of Directors.
C. Local Areas of Northern Conference Membership 2008
1. Bishop Boundaries: The city of Bishop including all boundaries of Inyo County.
2. Boron Boundaries: Those communities served by the Muroc Joint Unified School District that lie outside the boundaries of Edwards Air Force Base. Included, but not limited to, participating areas are the communities of Boron, Desert Lake, North Edwards, Aerial Acres, Santa Fe Depot, and Kramer Junction where children reside who are in attendance at Boron Jr./Sr. High School, West Boron Elementary School, Richard B. Lynch Elementary School and at the Oasis Christian School. Residents of Silver Lake are permitted to play for the Boron Local Area.
3. California City Boundaries: California City including all boundaries of elementary and intermediate schools serving the community of California City.
4. Kern Valley Boundaries: The Kern River Valley and surrounding areas including all boundaries of those elementary and intermediate schools that have students who would ordinarily progress to Kern Valley High School and to also include participants who reside in Walker Basin.
5. Mammoth Boundaries: are the same as those of the two Mono County local school districts: Mammoth Unified serving Mammoth Lakes and Crowley Lake, and Eastern Sierra Unified serving Coleville, Walker, Bridgeport, Lee Vining, June Lake and Benton.
6. Mojave Boundaries: The city of Mojave including all boundaries of those elementary and intermediate schools within its city limits.
7. Trona Boundaries: The city of Trona and surrounding areas including all boundaries of those elementary and intermediate schools that have students who would ordinarily progress to Trona High School. The city of Ridgecrest, city of Inyokern and surrounding areas including all boundaries of those elementary and intermediate schools that have students who would ordinarily progress to Burroughs High School.
8. Participants from the Rosamond Area will be permitted to play for Boron, California City and Mojave.
Note: Maps outlining Northern Conference Local Area boundaries will be on file with the AVYFA Secretary. In cases of dispute, the maps will be reviewed and interpreted by the Commissioner. That interpretation and subsequent decisions based on that map will be final. Player eligibility is also governed by the rules in Article IV, Sections 2 and 3.
Article IV — 2008 Football Rules
A. The rules for playing football in the AVYFA will be the current published rules of the National Federation of State High School Athletic Associations. Additionally, the Board of Directors may modify these rules and add its own rules that AVYFA Local Areas must follow. These modifications and additional rules are detailed for the current season within this Article.
B. Playing rules are maintained by the Rules and Alignment Committee, which is responsible for continual review and revisions. Any proposals for change should be presented to that committee. No change may be made to the Playing Rules after the date of the first scheduled game without the unanimous approval of the Board of Directors.
Section 2: Recruitment and Sign Ups
A. No local area may recruit; hold sign ups, or sign up players residing outside their own local area boundaries (as defined in Article III, Sections 7 and 8). Recruitment or sign ups in neighborhoods which are not currently included within the boundaries of the local area may not be done without prior approval by the Board of Directors to include that neighborhood within the local area's boundaries.
B. No local area may display informational flyers or other promotional devices outside its own boundaries unless that information clearly indicates the local area’s boundaries and states that no player residing outside of those boundaries may be signed up. Such promotional material may not be displayed within the boundaries of another local area without written permission from the President of that local area.
C. A player residing outside the local area boundaries (as defined in Article III, Sections 7 and 8), an “out-of-area player”, found signed up before any league games are played and who does not meet the Eligible Player requirements specified in paragraph D of this Section is a violation of this Section.
D. Eligible Player Defined: To be eligible to play on any AVYFA team, a player must meet the following requirements:
1. Residency as defined in paragraph E of this Section.
2. Special permissions, when applicable, as defined in paragraph F of this Section.
3. Contractual requirements as defined in paragraph G of this Section including a signed contract with parental/guardian permissions, emergency instructions, physical exam and insurance information.
4. Comply with the age and weight exponents defined in Section 3 of this Article for the team on which the player will play.
5. Be certified on the roster of the team on which the player will play as defined in Section 6 of this Article.
6. Have met the practice requirements as defined in Section 5 of this Article.
7. Not on suspension or otherwise excluded from playing as a result of violations of any AVYFA rules as defined under all Articles and Sections of these Rules and Procedures.
A Player who does not fully meet these requirements is defined as an In-Eligible Player. Penalties for playing an In-Eligible Player are defined in Section 7 of this Article.
E. Residency requirements: To be eligible, players must live within the boundaries defined in Article III, Section 7 (Southern Conference) or Section 8 (Northern Conference) of the Area for which they play. The Local Area President and his/her Area Board of Directors are responsible for complying with this requirement. Failure to comply with this requirement can result in severe penalties including expulsion of the Local Area from the AVYFA. In the event of a question, the AVYFA Commissioner shall resolve the question and may require documentation in the form of a school or other document acceptable to the Commissioner.
F. The AVYFA Commissioner may grant a player permission to play for a team in an Area other than the Local Area in which the player resides upon receipt of a written request from the parent or guardian of the player. Permission will be considered when at least one of the following conditions is met:
1. To play for a team in the same AVYFA Local Area that he played for in the previous year as junior or senior;
2. To play for a team where the Head Coach is the parent of the player;
3. To play in the same Local Area as a sibling;
4. When there is no Local Area division in which the player qualifies within the AVYFA.
5 The player has written permission from both Local Area Presidents.
6. The player has moved out of the AVYFA Local Area in which the player lived when the player’s team roster was certified. The player may continue to play for the player’s original team if the player meets all the practice, attendance and other participation requirements of that team. In addition the parent must supply the AVYFA with a letter from the player’s school verifying the change of address. Out of Area Players are described as those players who are found to be playing for an AVYFA Local Area other than the one in which they reside.
G. Contractual requirements: All players must complete the information and provide the signatures required on the AVYFA Contract including parent/guardian consent and information for emergency treatment. This SIGNED contract with the medical exam portion completed or a separate signed medical exam form in accordance with Section 6, paragraph D, sub-paragraph 3 of this Article must be on file BEFORE the player may participate in any practice or game. The contract file must be present at all games and practices.
H. All references to written permission shall not be considered complete and effective until a copy of the written permission is on file with the AVYFA Secretary.
I. Penalties for recruitment and sign up violations:
1. Violations of paragraph A, B and/or C of this Section:
a. For the 1st infraction, the offending Local Area will be fined $100;
b. For the 2nd infraction the Local Area will lose all voting privileges for the remainder of the year and be placed on probation;
c. For the 3rd infraction the Local Area will be brought before the Board for expulsion.
A. Players shall be divided into five divisions designated as Rookie, Freshmen, Sophomores, Juniors and Seniors. Players shall be assigned to a division based on the exponents of weight and age. The purpose and design of the exponents is to protect the health and safety of players by avoiding excessive size and weight miss-matches. Exponent chart for the current AVYFA season is on the immediately following page.
1. Exponent charts for each division shall be reviewed by the Rules and Alignment Committee yearly. Changes to the exponent chart must be approved by the Board of Directors.
2. No individual who has reached 15 years of age on or before August 1 of the current season will be eligible to play in the AVYFA . An individual who is 14 years of age on August 1 of the current season and turns 15 years old on or after August 2 through December 31 of the current season may participate provided they meet the requirements specified in the exponent chart. Restrictions may apply.
3. No individual who is or will be enrolled in the ninth grade during the current season will be eligible to play in the AVYFA regardless of the exponents.
4. There shall be no exceptions to the exponent qualifications. Neither the Board of Directors nor any AVYFA executive may issue a waiver or grant special permission to play outside the division ranges as defined by these exponent rules.
5. Player contracts verifying exponent qualifications shall be present at all practices, scrimmages, and games.
6. Maximum number of players per team is 30; this includes games, rosters and practices. A Local Area may NOT allow any player to practice with a team who does not appear on the certified or yet to be certified roster.
B. ROOKIE DIVISION: This division is a non-competing division with the sole intention/purpose of teaching rudimentary skills to the beginning player. It is for all 6 & 7 year old players and recommended for first year 8 year old players 65lbs and under.
1. This Division is optional, at the discretion of each Local Area.
2. This is a non-competitive Division with NO playoff games.
3. All participants in this Division shall comply with the provisions of the Exponent Chart included in this Section.
4. All Mascots may cheer for this Division.
5. Practices shall be in accordance with Section 5 of this Article.
6. Game time rules shall be in accordance with Section 9 of this Article.
C. “X-Factor” and “OX-Factor” Senior Division Players
1. Fourteen year old “X-Factor” players as specified in the Exponent Chart in this Section may only play on the LINE. They must play in accordance with