Helena Small Fry Football By Laws
HELENA SMALL FRY ASSOCIATION BYLAWS
ARTICLE I - NAME
The name of this organization shall be Helena Small Fry Association, hereinafter referred to as the “Association.”
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ARTICLE 2 - PURPOSE
The Association is organized exclusively for charitable and educational purposes under Section 501(c)(3) of the Internal Revenue Code.
The purposes of the Association include:
• To promote youth participation in organized tackle and flag football.
• To develop character, leadership, teamwork, sportsmanship, and respect.
• To provide safe, organized, and equitable athletic opportunities.
• To educate coaches, athletes, parents, and volunteers.
• To raise and manage funds supporting youth tackle and flag football programs and facilities.
• To foster positive relationships among schools, communities, and families.
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ARTICLE 3 - MEMBERSHIP
Section 1. Eligibility
Membership shall be open to:
• Board members.
• Volunteers approved by the Board.
Section 2. Rights
Members may:
• Attend Association meetings.
• Vote on matters presented to the membership.
• Serve on committees.
• Seek election to the Board.
Section 3. Good Standing
Members must:
• Follow Association policies.
• Support the mission.
• Maintain respectful conduct.
• Remain current on any required volunteer obligations.
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ARTICLE 4 - BOARD OF DIRECTORS
Section 1. Authority
The Board governs the affairs, finances, policies, and programs of the Association.
Section 2. Composition
The Board shall consist of 5-11 Directors, including:
• President
• Vice President
• Secretary
• Treasurer
• At-Large Directors (as needed)
Section 3. Qualifications
Board members must:
• Be at least 18 years old.
• Pass any required background screening.
• Support the mission of the Association.
Section 4. Terms
Board members serve two-year terms and may be re-elected.
Terms should be staggered whenever practical.
Section 5. Vacancies
Vacancies may be filled by majority vote of the Board until the next annual election.
Section 6. Removal
A Board member may be removed by a two-thirds vote of the Board for:
• Failure to attend meetings
• Misconduct
• Violation of bylaws or policies
• Conflict of interest
• Actions detrimental to the Association
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ARTICLE 5 - OFFICERS
President
The President shall:
• Preside over meetings.
• Oversee operations.
• Appoint committee chairs.
• Serve as the Association’s spokesperson.
• Execute contracts approved by the Board.
Vice President
The Vice President shall:
• Perform duties of the President when necessary.
• Assist with organizational leadership.
• Coordinate committees.
Secretary
The Secretary shall:
• Maintain meeting minutes.
• Keep official records.
• Maintain governing documents.
• Provide meeting notices.
Treasurer
The Treasurer shall:
• Maintain financial records.
• Prepare budgets.
• Present financial reports.
• Oversee banking.
• Ensure required tax filings are completed.
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ARTICLE 6 - ELECTIONS
Elections shall occur annually during the Annual Meeting.
Nominations may be submitted by:
• Any member in good standing
Election shall be by majority vote of members present.
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ARTICLE 7 - MEETINGS
Annual Meeting
An Annual Meeting shall be held each year to:
• Elect Board members
• Review finances
• Receive annual reports
• Conduct Association business
Regular Meetings
The Board shall meet at least quarterly.
Special Meetings
Special meetings may be called by:
• The President
• Majority of the Board
Quorum
A majority of current Board members constitutes a quorum.
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ARTICLE 8 - MEETING TOPICS
Any Board Member or member of the public may propose a meeting topic to the Board:
- Meeting topics proposed by the public should be emailed to the Board or submitted through a sitting Board Member directly.
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ARTICLE 9 - COMMITTEES
Standing committees may include:
• Finance
• Fundraising
• Registration
• Coaching Development
• Equipment
• Facilities
• Safety & Risk Management
• Communications
• Sponsorship
The President may appoint committee chairs with Board approval.
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ARTICLE 10 - FINANCIAL MANAGEMENT
The fiscal year shall be January 1 through December 31 unless changed by Board action.
The Board shall:
• Approve an annual budget.
• Require two authorized signatures for expenditures over an amount established by policy.
• Conduct an annual financial review.
• Ensure proper accounting procedures.
No part of the Association’s earnings shall benefit any individual.
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ARTICLE 10 - CONFLICT OF INTEREST
Board members shall disclose any financial or personal conflicts of interest. Interested directors shall abstain from voting on matters involving the conflict.
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ARTICLE 11 - CODE OF CONDUCT
The Association shall maintain Codes of Conduct for:
• Coaches
• Players
• Parents
• Spectators
• Volunteers
• Board Members
Violations may result in disciplinary action, including suspension or removal.
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ARTICLE 12 - REPORTING PROCEDURES
• Any violation of Board policies or rules should be reported in writing to the HSF Board by either email, US postal mail or by hand delivery to a sitting Board Member.
• Violations should be signed by the reporter. Anonymous reports cannot be substantiated or verified.
• The Board will conduct an investigation into any violation appropriately reported and will determine the next steps as appropriate.
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ARTICLE 13 - RISK MANAGEMENT
The Association shall:
• Maintain appropriate insurance.
• Require background checks where applicable.
• Adopt athlete safety policies.
• Follow applicable state and national governing body recommendations.
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ARTICLE 14 - INDEMNIFICATION
To the fullest extent allowed by law, the Association shall indemnify directors, officers, committee members, coaches, and volunteers acting in good faith on behalf of the Association.
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ARTICLE 15 - DISSOLUTION
Upon dissolution, all remaining assets shall be distributed to one or more nonprofit organizations qualifying under Section 501(c)(3) of the Internal Revenue Code and whose mission supports youth athletics or education.
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ARTICLE 16 - AMENDMENTS
These bylaws may be amended by a two-thirds vote of the Board of Directors, provided proposed amendments have been distributed at least fourteen (14) days prior to the meeting.
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ARTICLE 17 - AUTHORITY
Meetings shall generally be conducted according to the latest edition of Robert’s Rules of Order, except where inconsistent with these bylaws.
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Effective Date
These bylaws were adopted by the Board of Directors of Helena Small Fry Association on the 28th day of July, 2026.