D1 Sports and Athletics, a.k.a. D1SA, The name of this organization shall be referred to as D1 Sports and Athletics, hereafter shown as D1SA, D1SA Football, or as the "Club" or the "Organization" herein.
D1 Sports & Athletics (D1SA) is a nonprofit 501(c) (3) organization by the IRS code. The organization specializes in providing youth athletic programs in Loudoun County VA.
Official address of record and mailing address for all correspondence is 673 Potomac Station Drive Suite #122 Leesburg, Virginia 20176. Email: nfo@D1SA.org
D1SA will create and be dedicated organization the proper, instruction, education, and training of sports to interested players, player’s parents or guardians, coaches, and other interested persons, in an atmosphere of mutual respect and encouragement.
D1SA will provide a youth sports programs individuals that reside within the club’s designated geographical boundaries, regardless of financial circumstance.
D1SA youth sports will promote physical, emotional, and character development in young athletes.
D1SA seeks to promote of code of ethics which include concepts of Leadership, Integrity, Good Sportsmanship, Teamwork, Excellence, and Social Responsibility.
EXECUTIVE BOARD, ELECTION, MEETINGS, DUTIES
EXECUTIVE BOARD MEMBERS
Executive Committee Members of D1SA shall be a Chairman Director, Director, Assistant Director, Commissioner, Assistant Commissioner, Treasurer, Athletic Director, and 2 other elected coaches.
NOMINATION AND ELECTION
Only those persons who are eligible and who have signified their consent to serve, if elected, shall be nominated for or elected to office.
Notification of willingness to serve must be presented in writing to the Executive Board during the monthly meeting in November. All candidates must also submit to a background check.
Any candidate that has an unfavorable background check will be notified immediately by the Director.
Election for Executive Board Members will take place at the annual election meeting in Q1. The Executive Board shall be elected by simple majority vote.
TERM OF OFFICE
Executive Board shall be elected to serve for a term of two (2) years.
Chairman, Director, and Assistant Director are permanent members, unless 2/3 vote to remove from office, or with voluntary resignation.
Terms shall commence on February 1st and end on January 31st according to their elected years
Terms shall expire as follows:
Odd Numbered Years: Athletic Director, and Commissioner
Even Numbered Years: Treasurer and Assistant Commissioner,
Annually: 2 Head Coaches
No one person may hold more than one elected Executive Board office.
A vacancy occurring in any office shall be filled for the unexpired term by a person appointed by a simple majority vote of the Executive Board of D1SA.
DUTIES OF MEMBERS
THE CHAIRMAN DIRECTOR
The chief executive charged with the overall administrative functions of D1SA.
Be responsible for scheduling meetings.
Investigate the circumstances involved in the removal of a member that has displayed improper conduct from a game or practice as described by the constitution of D1SA or its affiliated governing bodies.
Develop and maintain sponsor relations for D1SA.
Provide resources and support for all other areas of D1SA.
Sign all written contracts approved by the Executive Board of D1SA on behalf of D1SA.
Coordinate the work of the Executive Board Members and committee members in order that the purposes of the organization may be promoted.
Perform such duties as assigned by the Executive Board of D1SA as implied by the BYLAWS on behalf of D1SA.
Serve as, or delegate to a member of the Executive Board, the liaison role between D1SA and the Loudoun County Parks, Loudoun County Public Schools, and other local government entities.
Oversee in conjunction with the appropriate Sports Directors the process of obtaining background checks on all prospective D1SA Board members, Committee Members and Coaching Candidates.
Take prudent and reasonable action in circumstances not covered.
Perform any other duties as assigned by the Board.
Responsible for registration of all participants.
Recommend any changes to this constitution or bylaws.
Perform any other duties as assigned by the President or the Board.
Act as aide to the president and shall perform the duties of the president in the absence or inability of that officer to act.
Have such other powers and perform such other duties from time to time as may be prescribed by the president or by The Executive Board.
Keep an accurate record of the proceedings of all meetings of The Executive Board.
Record all voting of expenditures in the minutes.
Prepare and disseminate minutes of the meetings to appropriate administrative staff, athletic director and board members at the following meeting of the Executive Board.
Prepare an agenda for all meetings of D1SA.
Shall keep a current copy of the Bylaws.
Be responsible for the preparation and counting of any necessary ballots.
Shall send correspondence deemed necessary by the president and The Executive Board.
Perform such other duties as may be delegated to the secretary.
Publicize through whatever means possible the activities of the D1SA.
Receive monies of D1SA, keeping an accurate record thereof and shall deposit them in the name of D1SA in a bank(s) or credit union(s) approved by The Executive Board.
Pay all bills as authorized by The Board.
Maintain the signing authority of all D1SA accounts. The Treasurer and President will be the individually authorized signors on all accounts.
Keep an accurate record of all receipts and disbursements which is a permanent record of D1SA. All other financial records must be retained for seven years, including the current year.
Present a statement of accounting at every meeting of D1SA and when otherwise requested by a board member.
Make an annual financial report in December to The Executive Board which includes gross receipts and disbursements for the previous year.
File or cause to be filed such annual reports with the IRS, the State of Florida and local agencies as required by law.
Perform any other duties as assigned by the Executive Board.
Be responsible for the overall management of sport coaches, commissioners, coordinators, and directors, grounds up keep, equipment management operations and player registration for all sporting events.
Be responsible for resolving coaching, parent and/or fan disputes.
Work with individual sports directors and commissioners and coaches on scheduling practices and scrimmages.
Be responsible for managing weight scale.
Submit an equipment report to D1SA at the monthly meetings.
Create a budget per season by collecting competitive bids from quality vendors and accounting for all expected expenses (i.e. Officials, field fees, insurance, association fees, etc.) All bids should be jointly worked on with the Equipment Manager.
Scheduling dates, times, locations and gathering materials for registration. All school flyers, digital media, and registration forms have to be approved by the Executive Board prior to printing, distribution, or posting online.
Each commissioner will be responsible for the distribution of equipment/uniforms to their respective sport specific coaches. An inventory of all equipment must be taken at distribution and a log must be kept showing what the commissioner received.
Attend pre-season rules and code of conduct meeting run by your individual sport.
Each commissioner will be responsible for holding their sport specific coaches accountable for their duties.
Each commissioner will communicate frequently and honestly with their sport specific coaches on all business affairs related to their sport.
Create all game schedules (if applicable) and oversee practice schedules. Coordinate schedules with other participating associations.
Uphold all D1SA bylaws, policies and procedures. Commissioner should always lead by example.
Assist Treasurer with maintaining budget, collecting and completing all records and receipts involving your sport.
Attend monthly board meetings for both the Executive Board and individual sport meetings. Prepare to give a report on your sport as to any issues, praises, progress, etc.
Support the goals of D1SA by your actions, attitude and service.
Form a discipline committee when necessary and report findings, suggestions, etc. to The Executive Board for review.
Attend pre-season rules and code of conduct meeting.
Be responsible for the overall management of his/her coaching staff and team (Coaching Staff must also submit to a background check. Any candidate that has an unfavorable background check will be notified immediately by the current President or Vice-President of D1SA).
Be responsible for collecting and turn in all team monies due to D1SA.
Be responsible for collecting and turn in player registration fees.
Work jointly with the equipment manager on distribution of uniforms and equipment to his/her coaching staff and team.
Be responsible for collecting and turning in equipment that issued to his/her coaching staff and team.
Uphold all D1SA bylaws and policies and procedures. Coaches should always lead by example.
Attend monthly board meetings (MANDATORY) and/or coaches meetings. Be prepared to give a report on any issues, praises, progress, etc.
Assist groundskeeper with facility upkeep before and after games and practices and lining the game field.
Responsible for knowing Article X "D1SA General Rules" and Article Xl "Coaches Code of Conduct."
Note: Failure to Turn In All Issued Equipment and/or Team Monies Due
If a head coach fails to turn in all issued equipment and/or team monies due he/she may be relieved of his/her duties with a majority vote of The Board and may not be able to be a head coach candidate for period of no less than two (2) years.
The D1SA Board will meet no less than once per quarter at a location and time designated by the Executive Board. Notice of these meetings will be posted on D1SA’s website at least 7days prior to the meeting. All monthly meetings are open to the public.
Special meetings can be called at the request of the President of D1SA. These meetings may or may not be open to the public.
ANNUAL ELECTION MEETINGS
An election meeting for rule, organizational, or board member changes will be held annually in the first quarter of the calendar year and will not be open to the public.
SPECIAL ACTION MEETINGS
For situations requiring board action that occur where there is not time to hold a special meeting, the President may call for a vote via email on an issue. In this instance, a majority of The Board must vote affirmatively for the action to be declared passed.
FAILURE TO ATTEND MEETIGS
If an Executive Committee Member fails to attend three (3) meetings without adequate excuse he/she may be relieved of his/her duties with a majority vote of The Board.
EXPIRATION OF TERM, RESIGNATION, TERMINATION
Each officer, upon expiration of his or her term of office or in case of resignation or termination, shall turn over to the president, and/or successor, without delay, all records, books, or other materials pertaining to the office and shall return to the treasurer, without delay, all funds belonging to D1SA.
In the event that a board member fails to perform the prescribed duties of the office, or, if deemed to be in the best interest of D1SA, The Board, by majority vote, may declare the office vacant and appoint a replacement to finish out the elected term.
Any person residing within the D1SA boundary, as designated by FCYFL, who is willing to comply with and follow the D1SA Code of Conduct and abide by the Rules and Regulations of D1SA and partners may join the club.
D1SA is open to individuals residing outside of set boundaries, however they must be residents of Loudoun County VA, and will only be considered on a case by case basis. Any exception will be subject to formal review.
Any person with the desire to play regardless of skill level will be accepted into the club after registration fees are paid in full, or scholarship arrangements have been agreed to and fulfilled.
D1SA will not hold "Tryouts", but will evaluate all players to determine their skill level. No player will be cut for any reason.
DISA will make every effort to assign each player to a team that is appropriate for their skill level. Our goal is to ensure ALL players receive skill appropriate coaching, education.
All Players will pay all pre/post season registration and tournament fees and expenses, prior to being eligible to participate.
D1SA membership is established upon payment of the annual registration/participation
Fee, or fulfillment of scholarship agreement.
PLAYER PARTICIPATION POLICY
It is the policy of D1SA that all eligible players shall participate in each game of the season except in the case of injury, sickness, or absence.
D1SA player participation policy is that each player shall participate in every game for a significant portion of the total game time. It is the spirit and intent of D1SA and FCYFL that all players participate.
COACHES CODE OF CONDUCT
The term "Coach" shall include but is not limited to Head Coach, Assistant Coach(s), Manager(s), or any other person in a team leadership role.
The coach must never put the value of winning over the safety and welfare of players. Winning should be the result of preparation and discipline with emphasis placed on the highest ideals and character traits.
Coaches shall instruct players to play within the written laws of the game and within the spirit of the game at all times.
Coaches shall not seek unfair advantage by teaching deliberate unsportsmanlike behavior to players.
Coaches should not tolerate inappropriate behavior from players regardless of the situation.
Demands on players’ time should never be so extensive as to interfere with academic goals and progress. Motivation for excellence should include academics as well as athletics.
Under no circumstances should coaches authorize or encourage the use of medicinal or performance enhancing drugs. Players should be directed to seek proper medical attention for injuries and to follow the physician’s instructions regarding treatment and recovery. At no time should a player be put at risk by returning from injury prematurely or by being forced to play while injured.
Adherence to all league rules and policies, especially those regarding eligibility, team formation, recruiting and guest players are mandatory and should never be violated. It is the responsibility of every coach to know and understand these rules.
Player development and the growth of the player through participation are essential to the growth of the sport. Additionally, the coach must behave in such a manner that the principles, integrity, and dignity of the sport are maintained.
Officials must have the support of coaches, players, and spectators. Criticism of officials undermines their purpose in the game. Coaches must always refrain from criticizing officials in the presence of players.
Comments regarding an official should be made in writing to the appropriate organization assigning the official.
Under no circumstance, does a coach have the authority to decide not to play a game. Not showing up for a game without contacting the Athletic Director or another member of the Executive Board with a justifiable explanation, will be grounds for immediate termination of rights to coach in D1SA.
Any request that relates to not participating in a game or event must be communicated to the Executive Board of D1SA within 1 week of scheduled game. Failure to communicate will be grounds for removal as coach.
Head Coaches are responsible for all behavior of assistant coaches, players, and parents.
Head Coaches are responsible for effectively communicating game schedules, changes to game schedules and any other league news that directly impact the players or directly impacts the team.
PARENTS CODE OF CONDUCT
Children have more need for example than for criticism. Remember, your child is involved in organized sports for their enjoyment, NOT YOURS.
Attempt to relieve the pressure of the competition, not increase it.
Be kind to your child’s coach and officials. The coach is a volunteer, giving of personal time and money to provide a recreational activity for your child. The opponents are necessary friends. Without them your child could not participate.
Applaud good plays by your team AND by members of the opposing team. Do not openly question an official’s judgment and honesty. Officials are symbols of fair play, integrity, and sportsmanship. Accept the results of each game.
Encourage your child to be gracious in victory and to turn defeat into victory by working towards improvement. Teach your child that honest effort is as important as victory so that the result of each game is accepted without undue disappointment.
No parent or fan will be allowed to coach a child or the team from the stands. Failure to abide by this rule will result in removal from the field or facility.
PLAYERS CODE OF CONDUCT
No participant shall act in an un-sportsmanlike manner while on or near any playing field before, during or between games or practices.
Unsportsmanlike conduct by a participant includes but is not limited to:
The use of disconcerting acts or words,
Disrespectfully addressing the game officials,
Showing disgust with game officials’ decisions.
Using profane or insulting language or gestures or baiting or taunting participants
Making any contact, including spitting, with any other player which is deemed unnecessary and/or incites roughness.
DISCIPLINARY GUIDELINES & VIOLATIONS
Any person witnessing misconduct from any D1SA parent, coach, board member or spectator during any D1SA event, should report the incident directly to the Executive Board.
If any adult associated with D1SA is found guilty of misconduct in any way, such as fighting, Intoxication, using abusive language, etc. at games or practice sites, the Executive Board will take immediate action. The Executive Board for D1SA will not tolerate any violation of these guidelines.
Any coach failing to fulfill their duties as coach, fail to support the goals of D1SA, or conduct themselves in a manner detrimental to the welfare of the kids they coach or that is detrimental to the image of D1SA, will be subject up to but not limited to probation, suspension and/or termination.
The Executive Committee reserves the right on a case by case basis to determine the punishment for any violation outlined above or any conduct deemed unsportsmanlike.
Any punishment given for any violation will be voted on by the Executive Committee and notification of the results in writing will be provided.
If an individual wishes to appeal their punishment, they will do so in front of the entire Executive Board at the next scheduled monthly meeting.
AMENDMENT OF BYLAWS
Bylaw changes may be proposed at any time by a member of the Executive Board of D1SA and must be submitted to the Board for consideration. Bylaw amendments will require a simple majority vote of all paid members present for the special meeting.
Bylaw changes will be posted for 30 days on the D1SA website after they have been approved by a simple majority vote of D1SA paid members present at the special meeting to amend the bylaws. Once the 30 day period has expired, the amended bylaw will immediately supersede the original bylaw it is replacing.