In 2018, the OHFCL has become a member of the North Sound Junior Football League (NSJFL), which is a “high school feeder” model youth football/cheer league.. We are in the process of updating our Bylaws to reflect this change.
2019 OHFCL bylaws

Oak Harbor Football and Cheer League

Official Bylaws

Article I. Articles of Incorporation

  • The name of our organization is the Oak Harbor Football and Cheer League, referred to as OHFCL. The venue of our league is Fort Nugent Park in the City of Oak Harbor, Washington. The league mailing address is PO Box 1304, Oak Harbor, WA 98277.
  • The OHFCL does not maintain a business store front in an effort for all of the money raised from fund raising and registration fees to be directed at the League program benefitting the children and adult volunteers serviced by the league.
  • The OHFCL will have no paid employees.
  • The OHFCL will be a not for profit business following all federal and state nonprofit rules.
  • The OHFCL will file for federal tax exempt status no later than December 31, 2014.
  • The OHFCL will be governed by a board of directors elected at the December Executive Board Meeting. When board positions change, the President, Vice President and Treasurer will always be updated with the Secretary of State to insure accurate information is received at the state.
  • The OHFCL competes in the North Cascade Youth Football League. Any change of league membership requires a 2/3 majority of board members to vote for succession.

Article II. Mission Statement

  • The Oak Harbor Football and Cheer league is dedicated to the teaching of youth tackle football and cheer leading. The OHFCL strives to insure children are taught the fundamentals and skills of football and cheer leading in a safe, positive, family oriented atmosphere. The OHFCL, its board, coaches and members strive daily to foster a fun environment teaching leadership, discipline, sportsmanship and fair-play. It is the hope of the OHFCL that all children who participate in the league develop a love of football and cheer leading.

Article III. Definitions

  • Executive Board Member - Members of the Executive Board identified as having voting privileges on all items where board members vote on items pertaining to league business.
  • Associate Board Member - Members of the Executive Board having access to the Executive Board Meetings. They have the ability to discuss items under consideration and have rights to all Board reports but no voting privileges.
  • Member - Any person registered as a player, coach or volunteer, who has completed registration or been appointed by a head coach as a member. Membership runs from Holland Happening (last weekend in April) to the last day of the playoffs.
  • Parent - Any legal guardian of a person under the age of 18 registered as a player, coach or volunteer.
  • Spectator - Any person associated with OHFCL who is not a member, parent or board member.

Article IV. Executive Board Position Description, Responsibilities and Powers

Executive Board Positions / term length / expiration on

President - 2 years, odd years

Vice President - 2 years, even years

Secretary - 2 years, odd years

Treasurer - 2 years, even years

NCYFL Representative - 2 years, odd years

Safety Officer - 2 years, odd years

Facilities and Equipment Director - 2 years, even years

Fund Raising Director - 2 years, even years

Parent Director - 2 years, odd years

Cheer Director - 2 years, even years

Associate Board Positions

Coaches Representative - 1 year

Public Relations Director - 1 year

Head Coaches of each team - 1 year

Flag Football Director - 1 year

Field Monitor - 1 year


Fund Raising Committee

Football Coaches Selection Committee

Cheer Coaches Selection Committee

Grievance Committee

Disciplinary Committee

Bylaws Committee

Non-Voting League Positions

Assistant Coach


Chain Gang

Snack Shack Coordinator

Snack Shack Volunteer

Youth Volunteer

  • Structure - The Executive Board is a ten person board with 9 members having voting rights. The President only votes to break a tie. The president will preside over a quorum. A quorum of 60% or 6 members of the board must be present for an official Executive Board Meeting.

  • Terms of Executive Board Positions. Each Executive Board Member serves for a length of two years. Board positions are elected at the Annual Open Board Meeting in December. Terms are two years from the December in which an Executive Board Member is elected. Positions are staggered to insure continuity of knowledge within the organization. The following Positions are elected on odd numbered years: President, Parent Director, NCYFL Representative, Secretary and Safety Officer. The following positions are elected on even numbered years: Vice President, Treasurer, Equipment Manager, Fund Raising Commissioner and Cheer Director.

  • Election of Board Members. In an effort to balance the make-up of the board, at no time shall current coaches consist of more than 50% of the executive board.
    1. Nominations for expired or open board positions may be made by the general membership at the December open board meeting.
    2. Nominations for expired or open board positions may be made by the Executive Board anytime an open position exists.
    3. During the open board meeting, candidates wishing to be on the board are given 4 minutes to explain why they would be a good board member.
    4. Existing board members will vote on the candidates for each position. If a sitting board member's position is expiring, they may not vote for their own position.
    5. New officers take immediate office after having been elected.
    6. Executive Board members are elected whey they receive a majority of the votes by the Executive Board. The President will break any ties.
    7. At no time may a board member occupy more than one board position.
    8. At no time may two family members occupy board positions during the same term.

  • President

The President will serve as Chief Executive Officer of the league and the Chairman of the Board of OHFCL. The President is responsible for overall supervision and management of the organization. Responsibilities include:

  1. Will attend and preside, or designate the Vice President to preside over scheduled board or organizational meetings not chaired by a committee chair.
  2. Create the agenda for all Executive or Open Board meetings
  3. Execute all contracts
  4. Enforce all policies and decisions of the organization
  5. Approve all expenses and sign all checks(dispersal of funds) for the organization
  6. Has debit card authorization for amounts under $500.00 or for use on board approved expenses
  7. Chair or designate a chair for committees to investigate and take action when appropriate regarding complaints, irregularities and grievances
  8. Provide reports to the Board on all grievances, irregularities or concerns investigated by committees
  9. Represent the league in any and all grievances, lawsuits, or public accusation made against the league or any member of the league when appropriate or subpoenaed
  10. Conduct a monthly review of the financial status of the league
  11. Provide an audit of the registration process each year after registration is closed
  12. Manage any player drafts as the final decision maker in all disputes concerning drafts
  13. Represent the league in all public fundraising activities
  14. Authority to suspend any board member until the next Executive Board meeting where membership and position may be discussed and voted on
  15. Does not vote in the course of normal business except to break a tie
  16. May offer opinions on all subjects during discussion
  17. May invite non Executive Board Members to attend Executive Board Meetings
  18. May invite non members to any meeting where appropriate to present information, analyze issues or provide expert opinions
  19. Authorized to approve all non-members invited to attend Executive Board Meetings
  20. Make rulings on all conflict of interest situations
  21. Authority to make purchases of less than $500 pertinent to the operations of the league without board approval
  22. Authority to pay board-approved invoices
  23. Create a Saturday Field Schedule and require all Executive Board Members to sign up for their time managing the field on home game Saturdays

  • Vice President

The Vice President is a member of the Executive Board with voting privileges in all club matters except in the presence of a legitimate conflict of interest. Responsibilities Include:

  1. The Vice President will act as President in the absence of the President
  2. May appoint a Vice President Pro Tem to server during an extended absence of the President.
  3. Authority to temporarily remove the President for cause, pending a vote of the Executive Board. For Cause is defined as any actions of an unethical, immoral or illegal nature which threaten the wellbeing of the OHFCL.
  4. Assume the role of President and serve the remaining term in the event the President is removed for cause or resigns
  5. Is a member of all committees unless it is agreed by the board the VP may opt out of a specific committee
  6. Attends all league meetings unless excused due to prior request
  7. Chairs any grievance committee where a grievance is filed against the President or the President is called as a witness
  8. Works with the book keeper to perform an annual audit of league finances
  9. Preside over the league's scholarship program working with the treasurer to award and facilitate scholarships
    1. Responsible for insuring all scholarship awardees fulfill their volunteer obligation to the league.
  10. Authority to make purchases up to $500 pertinent to the league without board approval

  • Treasurer

The treasurer is responsible for all money collected by the league. The Treasurer will act as Chief Financial Officer of the league. The Treasurer must know and understand the financial health of the organization at all times. For a person to hold this position, the OHFCL will perform a back ground check for an elected person before officially confirming them as Treasurer. All applicants for this position must have background in finance, accounting or business operations that has been reviewed by the board.

  1. Reporting
    1. Present any non approved expenses for board approval
    2. File Quarterly Tax forms
  • Ensure Organization maintains non-profit status
  1. Work with Accountant/Book keeper to ensure compliance for state and federal requirements
  2. Prepare a monthly balance sheet to be presented at all Executive Board Meetings
  3. File all appropriate 501c3 reports and forms with the Federal Government
  • Coordinate with the Fundraising Commissioner to reconcile deposits and receipts
  • Reconcile bank statements and check accounts with online accounting software
  1. Provide annual report with recommendations for improvement
  2. Prepare an annual budget

  1. Money Handling
    1. Responsible for all bank deposits
    2. Organize and schedule all payments to vendors
  • Signing checks (dual signature with the President and/or Vice President)
  1. Pay all bills
  2. Reimbursing all approved out of pocket expenses submitted by a league representative
  3. Manage Cash Flow
  • Manage accounts payable and accounts receivable activities to collect payments and pay obligations
  • Process any refunds
  1. Accepts Payments for registration, special orders or league fundraisers

  1. Operations
    1. Pick up or designate pick up of snack shack deposits on a nightly basis
    2. Deposit Snack Shack revenue
  • Provide an audit of expenses vs. revenue in the snack shack
  1. Responsible for creating procedures for the handling of money in all of our activities including the Snack Shack
  2. Sign on all checks as part of a dual signature
  3. Maintain the online bank account software

  • Secretary

The Secretary is responsible for assisting in the operations of the league. They are the "catch all" managed by the President. Duties include:

  1. Record and maintain copies of all meeting minutes, mailing lists, and registration data as well as other designated important documents. Documents must be kept for at least 5 years, then may be destroyed with board approval.
  2. File any medical claims with the league's insurance
  3. Oversee the organization and dispersing of the mandated "Coaches Book" for each team. The Coach's Book includes the following information:
    1. Team Roster (as well as 10 Exchange Rosters)
    2. Copies of Player registration forms
  • Copies of Player birth certificates
  1. Signed Coaches Code of Conduct
  2. Signed Players Code of Conduct
  3. Signed Parents Code of Conduct
  • Signed Concussion Awareness
  • NCYFL required documents
  1. Insurance forms
  2. Copies of Coaches USA Football Certification
  1. Coordinate meeting space for board meetings
  2. Organize special events
  3. Serve on grievance committees
  4. Perform any other normal administrative tasks associated with the position of Secretary

  • NCYFL Representative

The OHFCL is a member of the North Cascade Youth Football League. The NCYFL Representative is the league's voice on the Executive Board. Responsibilities of the NCYFL Representative are:

  1. Act as the organizational liaison between the OHFCL and the NCYFL
  2. Attend all NCYFL and Executive Board meetings
  3. Represent the OHFCL and cast votes at NCYFL meetings in the name of OHFCL based on Executive Board feedback
  4. Ensures all required NCYFL directives are followed at the OHFCL level
  5. Manage any disputes between coaches and NCYFL officials
  6. Report all required incidents to OHFCL Executive Board and NCYFL as appropriate
  7. Act in the best interest of the OHFCL

  • Safety Officer

The OHFCL recognizes that injuries occur in the practice and performance of football and cheerleading. The safety officer position is dedicated to insuring the OHFCL does all it can to prevent threats to its' members and league. In addition, when incidents occur, the Safety Officer will head a committee to identify if any lessons may be learned from incidents whether they are a sports injury or some other event which may harm the league.

Safety Officer has the authority to stop any drills/practices he deems as unsafe. These drills will be reviewed by President/Vice President, Safety Officer and the Coaches Representative to determine if it is acceptable drill for youth football.

Duties Include:

  1. Update all coaches and board members on the latest techniques for game play
  2. Review Cheer policies and any stunting techniques insuring all proper safety equipment and procedures are followed
  3. Investigate ways to keep members safe with advances in equipment
  4. Identify any threats inside or outside to the league and present findings to the Executive Board or Grievance Committees
  5. Work with coaches throughout the season to progress toward league adopted safety programs, i.e. USA Football Heads Up Tackling Program
  6. Acquire and review all incident reports relating to safety or injuries to identify if action may be taken to prevent future incidents

  • Facilities and Equipment Director

The OHFCL utilizes a large variety of equipment as well as the Ft. Nugent Park owned by the City of Oak Harbor. The Facilities and Equipment Director is responsible for the management, upkeep and coordination of the equipment necessary for the league to operate. Responsibilities include:

  1. Coordinate with the city of Oak Harbor to insure the fields are in good shape and the league is in good standing with the City.
  2. Coordinate with vendors to insure the league has the gear needed to perform league activities
  3. Coordinate with vendors to insure the OHFCL is in good standing with the vendors
  4. Manage the distribution of gear
  5. Have a process to track all checked out gear
  6. Create coaches bags
  7. Track all gear that is community gear and all gear checked out by teams
  8. Provide a schedule for lining the field for games
  9. Report to the board on all gear needing to be replaced
  10. Request from the board any equipment which will benefit the league
  11. Schedule the use of all practice and game facilities
  12. Create a schedule for field lining and distribute it to the head coaches

  • Fundraising Director

The OHFCL has many expenses. In an effort to keep the registration cost as low as possible, the Fund Raising Director is to utilize fundraising events to raise money for the league. The Fundraising Director is responsible for:

  1. The creation of a Fundraising Committee
  2. Scheduling and management of all fundraising events which support the OHFCL
  3. Working with the Treasurer to create money handling procedures within the fundraising activities excluding the Snack Shack
  4. Coordinate with the Public Relations Director on the promotion of all fundraising activities
  5. Must have all fundraising activities approved by the Executive Board before the activities may be executed
  6. Meet with the Treasurer once per month (out of season) to reconcile fund raising activities
  7. Report on Fundraising activities at all board meetings for the period since the last board meeting and a running tally of fundraising to date
  8. Request from the board help in all activities
  9. Request from the coaches help in all activities

  • Parent Director

The OHFCL realizes its role and impact on the family unit. The league fosters a family environment of compassion tempered with what is best for the league. The role of Parent Director is to bridge the gap between league operations and family interactions. Any individual filling the role of Parent Director should possess the ability and have experience working with individuals of all diverse ethnic, racial and socioeconomic backgrounds. He or she must also demonstrate patience, conflict resolution skills, and must have been a parent of a child in the league at one time. Responsibilities include:

  1. Attend all Board Meetings
  2. Assist the President in all duties relating to interaction with children (members), their parents or coaches
  3. Be a member of all grievance committees
  4. Report any incidents or complaints to the President within 24 hours
  5. Be the liaison between Child Protective Services, Oak Harbor Police or any other organization which may be contacted by the league in the case of on field or off field incidents
  6. Be aware of custody issues where a child may be threatened
  7. Ensure football and cheer teams are in compliance with OHFCL policies
  8. Present the code of conduct to the Players and Parents of all Football and Cheer Teams
  9. Assist secretary in drafting parent code of conduct infraction letters
  10. Review grievance forms and/or sign off in an effort to resolve concerns in an informal manner
  11. Maintain all signed documents for parent, player, & coaches code of conduct including infraction letters (must be kept for up to 5 years, then may be destroyed)

  • Cheer Director

The OHFCL is committed to providing youth cheer leading. Cheer teams will be matched with age appropriate football teams. The Cheer Director is responsible for the planning, organization, leading and controlling the OHFCL Cheer Program. The duties of the Cheer Director are:

  1. Attend all board and organizational meetings
  2. Chair the Cheer Coach Selection Committee
  3. Manage all Cheer activities
  4. Schedule practice fields
  5. Coordinate with the Public Relations Director on information for the OHFCL website
  6. Ensure cheer teams are in compliance with OHFCL Policies
  7. Preside over cheer tryouts and settle any disputes with regard to team selection
  8. Promote all OHFCL fund raising activities within the cheer program
  9. Work with the President and Treasurer on budgets for equipment and uniforms

Article V. Associate Board Descriptions

  • Coaches Representative

The Coaches Representative will be a liaison between the coaches of the OHFCL and the board. The Coaches Representative will be a non-voting member of the Grievance Committee for any grievance brought against a coach. The Coaches Representative will disseminate all appropriate information to coaches and be available to assist with coaching, technique or to be council to coaches within the league.

  • Public Relations Representative

The OHFCL may appoint a Public Relations Representative to manage the flow of information, marketing league activities and branding the league within the community. Duties of the Public Relations Representative are at the discretion of the Executive Board.

  • Head Coaches

The Head Coaches of each team will sign the annual Coaches Agreement. Upon signing this document the Head Coaches have the right to attend all board meetings however are not granted speaking and voting rights. Head Coaches may speak if recognized by an Executive Board Member but are limited to 5 minutes per recognition.

  • Flag Football Director

The Executive Board may appoint a Flag Football Director in the event there is enough interest to form a Flag Football League. This Director would oversee the entire Flag Football Program following all rules and guidelines established by the OHFCL.

  • Field Monitor

OHFCL adheres to the rules of the NCYFL and as such will have trained Field Monitors. A Head Field Monitor may be appointed by the NCYFL Representative from our league on an annual basis. This person is expected to recruit other Field Monitors and insure they are trained per NCYFL regulations. OHFCL is mindful we will always be in compliance with our chosen league's requirements on Field Monitoring. The Field Monitor will report all field incidents and complaints to the President no later than 9:00pm the day of the incident. The Field Monitor may ask for the removal of anyone they believe is detracting from the desired field experience including coaches, members and spectators. The Field Monitor is to complete incident reports on any disciplinary incident or injury requiring an ambulance to be called to the field.

Non-Voting League Positions

  • League Photographer/Videographer. In the event the opportunity presents itself, the Executive Board may appoint a League Photographer/Videographer. This person will be vetted with our volunteer process and will be allowed sideline freedom as long as they don't interfere with the duties of players, coaches or referees. This person will have no interaction with coaches, players, chain gang or referees and may be removed at the request of any of these people if their presence becomes a distraction.

  • Assistant Coach. All assistant coaches will adhere to the coach's code of contact. Each head coach is responsible for all of their assistant coach's behavior. Assistant coaches will conduct themselves in a way which represents the league in its best light. Coaches may have up to 4 assistant coaches in the box during games. However teams may have as many assistant coaches they feel necessary to provide the players the best possible opportunities for success.

  • Chain Gang. All members of the chain gang will pass the league background check. Chain Gang members will not speak to referees for any reason unless the referee initiates the conversation.

  • Snack Shack Coordinator. The Snack Shack Coordinator may be appointed by the board and is responsible for implementing the league policies for operating the snack shack. The Snack Shack Coordinator will manage Snack Shack Volunteers. The Snack Shack Coordinator will order supplies and merchandise approved by the board.

  • Snack Shack Volunteer. Anyone who works in the snack shack is considered a snack shack volunteer. All volunteers must adhere to the parent code of conduct.

  • Youth Volunteer. Coaches or Snack Shack Coordinators may decide to allow youth, people under the age of 18, assistant coaches or youth volunteers. These coaches must adhere to all league policies however will not be required to pass a background check.

Article VI. Scholarships

  • The OHFCL has worked hard over the years to provide opportunity for children who are unable to afford the membership tuition. The following details how scholarships will be awarded and how the league determines the number of scholarships available.

  • During the January Board meeting the Executive Board will receive a report of the financial stability of the league. Net Income from the previous year will be disbursed in 3 ways. Up to 50% of Net Income will be set aside for new equipment purchase. 25% of Net Income will create the scholarship fund for the following year. 25% of Net Income will be set aside as a contingency fund for unforeseen League expenses.

  • Upon the allocation of the scholarship fund, the appropriate number of partial scholarships will become available for the next league season.

  • Rules
    1. Scholarships will be allocated 2/3 to football, 1/3 to cheer in proportion of the league participation.
    2. Scholarships will all be partial scholarships valued at $100.00. Each recipient's family is responsible for working 5 days in the snack shack during practice or making arrangements with the board to provide an equivalent value to the league.
    3. No families will receive scholarships two years in a row for the same child.
    4. Families receiving scholarships must pay the balance in full prior to the first game
    5. Only families where students receive discounted or free lunches at school are eligible and families must provide a document from the school district demonstrating participation in the school lunch program.
    6. Families will not discuss their scholarships with any other person in the league except for a member of the Executive Board.
    7. All parents receiving scholarships will sign the scholarship acceptance form provided by the league detailing their scholarship and responsibilities.
    8. In the event a family receives a scholarship and refuses to adhere to the terms of accepting the scholarship including missing schedule snack shack volunteerism then the family will be removed from the league for all future seasons and the player will be removed from the team. Further, the family will be barred from future admission to the league until the scholarship is repaid in full.

Article VII. Committees

  • Fund Raising Committee - The Fund Raising Commissioner will develop a fund raising committee. This committee will be charged with raising money through various fund raisers. All activities of the fund raising committee must be approved by the Executive Board prior to starting the activity.

  • Football Coaches Selection Committee - The Football Coaches Selection Committee will be comprised of the NCYFL Representative, Facilities and Equipment Manager, Safety Officer, Vice President and President. This committee will interview and select the head football coaches for each team.

  • Cheer Coaches Selection Committee - The Cheer Coaches Selection Committee will be comprised of the Cheer Director, Secretary, Parents Representatives, Safety Officer, Vice President and the President. This committee will interview and select the head cheer coaches for each team.

  • Grievance Committee - The Grievance Committee will hear any grievance brought by an Executive Board Member, Associate Board Member, Member, or Parent. This committee will be comprised of the President, Vice President Parent Director and Secretary with the President having final decision making power over grievances.

In the event a member of the committee has a conflict of interest with the grievance filed, they will excuse themselves from the committee and the President (or Vice President) will appoint another Executive Board Member to the committee.

From time to time, there may present a reason to create the grievance committee of more than the normal members. In this case, the presiding chair (President or Vice President) may select relevant people from the league membership to comprise a fair grievance committee.

  • Disciplinary Committee - All disciplinary actions will be decided by the President and Vice President. The President will report to the Executive Board on any actions of the disciplinary committee. The Disciplinary Committee may implement any punishment they deem reasonable up to and including suspension and expulsion from the league. Any expulsion must be approved by the Executive Board.

  • Bylaws Committee - The Bylaws Committee will be comprised of the Vice President, Secretary and Treasurer. Any potential changes to the Bylaws of the OHFCL will be submitted to this committee in writing. The committee will decide if modifications are needed and will choose to bring or not bring the proposed changes to the Executive Board. All decisions of the Bylaws committee will be made with the long term best interests of the league in mind.

Article VIII. Revenue Management

  • OHFCL will maintain a bank account at a bank in Oak Harbor, WA.

  • The bank account will be managed and balanced by the elected treasurer of the OHFCL.

  • The President and Treasurer will have access to a debit card to pay bills which require a credit card.

  • The President, Vice President and Treasurer are the only members of the league with charging privileges. All charges over $500 must be approved by the Executive Board. All charges under $500 must be reported at board meetings and receipts must be provided.

  • The President, Vice President and Treasurer are authorized to sign checks.

  • All checks written by the OHFCL must have at least two signatures of the three authorized Executive Board Members.

  • All funds must be deposited into an OHFCL Bank Account.

  • Multiple bank accounts may be used for special needs including fundraising events such as a tournament requiring money to be managed in a separate account. The President, Vice President and Treasurer will have access to all accounts.

  • No cash will be taken from snack shack drawers to pay for supplies. If supplies are needed, a board member must purchase the supplies and submit the receipt for reimbursement.

  • No teams may solicit funds in the name of the OHFCL or any previous names of the league. All fundraising funds must be deposited into the OHFCL treasury.

  • Any NSF checks will be assessed a $40 NSF fee to cover the expense of a returned check.

  • The OHFCL will conduct an annual audit performed by a licensed accounting firm to certify the books are in order and compliant with these bylaws.

Article IX: Organizational Rules

Drafting players/team selection

  • When necessary, drafts will occur.

  • Coaches automatically may have their child on their team. The league limits the number of coach's exemptions to four per team. After four players, the head coaches must work with the President to insure a fair distribution of talent which may involve trading returning players.

  • Draft order is determined by a coin flip.

  • After the third round of the draft, whichever team has fewer guaranteed player will take two players per round until the teams are balanced.

  • Only the Head Coach and one assistant of each team will be allowed to participate in the draft.

  • Returning players are automatically posted to the team they played on the previous year unless rule 9.7 applies.

  • In years where an additional team is added to a division all players must return to the draft and participate in the season's draft camp.

  • If a returning player feels strongly they wish to change teams, the parents of the player must submit a letter to the Coaches Representative prior to July 15 stating this desire. The Coaches Representative will determine if this move is for legitimate reasons and not intended to stack a team.

  • Rosters are locked after the first weigh-in during the first game. Until the NCYFL season is over, players will not move teams or float on teams. Rosters may be adjusted for post season tournaments at the Executive Board's discretion.

Article X Day to Day Operations

  • Limitation on Coaches. There will be no more than five coaches allowed in the coaching box in accordance with NCYFL rules.

  • Violations of the Parent Code of Conduct. All parents, spectators or members are expected to adhere to the Parent Code of Conduct. Any behavior displayed by a (family member or participant) or action that create a negative impact towards the OHFCL will be handled by the Grievance or Disciplinary Committees.

  • Executive Board Parent Code of Conduct. Board Members and Coaches will comply with the Parents Code of Conduct at all times. At no time will a Board Member utilize their position as a Board Member to gain favor or evoke power for any personal benefit.

  • Executive Board Member Behavior Expectations. Board Members whose actions are unbecoming will be suspended from the Executive Board immediately at the discretion of the OHFCL President. The remaining Executive Board members will vote on permanent removal of the suspended board member.

  • Coaches Behavior Expectation. Coaches will comply with the Coaches Code of Conduct at all times. At no time will a Coach utilize their position as a Coach to gain favor or evoke power for any personal benefit. Coaches whose actions are unbecoming or in violation of the Coaches Code of Conduct can be sanctioned or removed from their coaching position immediately at the discretion of the OHFCL President or Grievance or Disciplinary Committee.

  • Immediate Membership Termination. Because some misconduct warrants skipping steps in the discipline process, the OHFCL reserves the right to immediately terminate membership or skip any steps deemed necessary in the discipline process to protect the welfare of the children (members) of the OHFCL. The decision of the OHFCL Grievance Committee in this process will be final and binding.

  • Age Appropriate Participation. All players will play and cheer in the age appropriate divisions created by the NCYFL. The following are the only exceptions.

Playing Up

  1. If a football player is deemed to have the physical ability to play one age division up, they may do so if they are within one year of being eligible for the upper division.
  2. A cheer leader may cheer up if they are within 1 year of the eligible age division and have a sibling on the football team.

  • Player Discipline. In the event a player violates the player code of conduct, coaches will determine the appropriate discipline to be administered to the player. Coaches disciplinary options include: physical training, benching (for a half), and suspension for a game. If the coach chooses to bench or suspend a player, the coach must provide a statement for this punishment and how it is appropriate for the player's violation of the code of conduct. In the unlikely event a head coach wishes to expel a player from their team, the coach must meet with a quorum of the executive board to hear the grievance.

  • Bullying, hazing or other forms of initiation will not be tolerated by players, coaches or volunteers. If a person is bullied, threatened or made to feel unsafe, they are to report this behavior to an executive board member immediately. The board will meet to take emergency action to insure this behavior is stopped and the person responsible counseled or expelled from the league.

NOTE: Because of the nature of tackle football, sometimes coaches will use "strong motivation" to motivate players to overcome fear and lack of discipline. For some children who have never been pushed to their limits, this may appear like bullying behavior. Often times a discussion with the coach can resolve these issues. If a parent is not satisfied with an explanation given by a coach, parents should contact the executive board immediately.

Article XI Miscellaneous provisions

  • Back Ground Check: All adults who come in contact with minors are required to have a completed background check prior to them interacting with members of the OHFCL. All coaches, board members or parent volunteers must comply. In the event an issue is found the following criteria will be applied:

  1. Did the person commit a crime against a child
  2. Did the person commit a crime that involved a child
  3. Did the person commit a drug or alcohol related crime
  4. Did the person commit a felony
  5. Does this person have an extended criminal background
  6. How much time has elapsed since the crime was committed

If the answer is yes to any of these criteria, the adult will be asked to leave the field and the President of the league will determine if the volunteer will be allowed to maintain their status as a league volunteer.

  • Notification to the Police/Child Protective Services. In the event a volunteer is found to be convicted of crimes against children, the OHFCL will notify the Oak Harbor Police Department o the application. In addition, if any Coach or League representative receives information regarding a player's safety at home, the league will contact CPS and the Oak Harbor Police Department immediately. All investigative activities will be performed by the appropriate authority and not members of the OHFCL.

  • Refund Policy: The OHFCL will provide a full refund of a fully paid registration fee up to the first day of practice. After the first day of practice, a refund of $50 may be provided to a family in the event of a season ending injury prior to the first game. There are no refunds for members who decide to quit the team. Only a note from a licensed physician detailing the physical injury will result in a refund. A full refund may be paid to a player's family if the family moves more than 30 miles from Oak Harbor prior to gear issue.

  • Grievance Procedure: Any member, parent or board member may file a grievance with the Executive board against any coaches, members or board members. There is a $35 fee to file a grievance. Grievance's must be for specific actions taken by a person involved with OHFCL believed to be in contrary to the league code of conduct or the intent of fairness within the league.

The President or Vice President will preside over the Grievance Committee and will make every effort to have a hearing within 10 days of the filed grievance.

If the grievance is found to have merit, then the $35 fee will be returned. There is no appeal from Grievance Committee decisions.

  • Social Media: Advances in technology require policies surrounding the use of social media. Social media is to be used by all board members, coaches, members and parents in a positive way. Any use of social media which may be shown to a board member which depicts the league, its' coaches or players in a negative light will be considered a violation of the parent, coaches or player code of conduct. Intentional or unintentional violations of this policy will be referred to the disciplinary committee.

  • Creation of positions: From time to time, the Executive Board may feel the need to create new board, executive board or volunteer positions for the betterment of the league. The board has the ability to create a non-voting position with a majority vote. To create or remove an Executive Board position, 2/3rds of the current board must vote in support of this action.

  • Post Season/Pre Season Tournaments: Teams may play pre and post season tournaments with the following conditions.
  • Participating in the tournament does not violate league or affiliation policies.
  • Tournament is run in an ethical, safe manner.
  • Board must approve the play
  • Board will determine if any or all of the tournament fee will be paid for by the league.
  • Tournament does not interfere with any league or affiliation activities.

  • Bylaws changes or amendments: The OHFCL reserves the right to amend these bylaws with the following process. Any changes are sent to the Bylaws committee to vet. Upon review, the Bylaws Committee will provide a report to the Executive Board on the proposed amendment at the next Executive Board Meeting with recommendation. The Executive Board must have a 2/3rds super majority to amend the Bylaws.

Article XII Concluding Statement

  • OHFCL is dedicated to the development and teaching of Football players and Cheerleading. The league fosters a family environment and encourages good sportsmanship, fair play and a positive play environment.

Supporting Separate Documents

Coaches Agreement Version 12/09/14

Scholarship Acceptance Form Version 12/09/14

Conflict of Interest Statement Version 12/09/14

Grievance Policy Procedures Version 12/09/14

Background Check Authorization Form

OHFCL Cheer Registration Form

OHFCL Football Registration Form

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