PLEASANT VALLEY YOUTH ASSOCIATION BOYS LACROSSE Standard Operating Procedures
(initially known as Guidelines; title amended in 2012, as per PVYA by-laws)
Created 2005; Amended 2012; Amended 2015; Amended 2016; Amended 2017, Amended 2018, Amended 2019 Table of Contents
Article I: ORGANIZATION & AFFILIATION………..… 2
Section 1- Mission Statement………..………... 2
Section 2- Association Name……….. 2
Section 3- Regulating Entities………. 2
Article II: MEMBERSHIP………... 3
Section 1- Membership………... 3
Section 2- Voting Members……….……... 3
Article III: BOARD OF DIRECTORS AND THEIR ELECTIONS 3-4 Section 1- Board of Directors (BOD)..………... 3
Section 2- Eligibility……….…... 3
Section 3- Elections & Terms………...………... 4
Section 4- Vacancy………... 4
Article IV: MEETINGS………... 4-5 Section 1- Meetings……….. 4
Section 2- Order of Business……… 5
Section 3- Voting Procedures………... 5
Article V: STANDARD OPERATING PROCEDURES……….. 5-6 Section 1- Rosters………... 5
Section 2- Tournament Play……….…… 5
Section 3- Donations & Financial………... 5
Section 4- Playing Time………..……….……… 6
Article VI: COACHES………. 6-7 Section 1- Rules & Conduct………... 6-7 Article VII: PARENTS……… 7
Section 1- Responsibilities & Policies……..…………..…….. 7
Article VIII: ATHLETES/PARTICIPANTS………. 7-8 Section 1- Conduct & Behavior………... 7-8 Section 2- Residency Requirements………. 8
Section 3- Equipment Distribution………... 8
Article IX: MISCONDUCT, OFFENSES, AND PENALTIES… 8 Section 1- Fines………,………... 8
Section 2- Chain of Command/Protocol………,,……… 8
Article X: Scholarships……… 9
Section 1- Criteria………. 9
Section 2- No Applicants……….. 9
Article XI: AMENDMENTS TO BYLAWS…..……….. 9
Section 1- Proposed Changes………... 9
Section 2- Review………. 9
ARTICLE I – ORGANIZATION & AFFILIATION Section 1- Mission Statement
The Pleasant Valley Youth Association Boys Lacrosse program is a volunteer program dedicated to:
1. Teaching the skills of boys’ lacrosse to all age appropriate youth, regardless of experience in, or knowledge of, the sport in a fun, yet competitive, controlled environment.
2. To encourage exercise and a life-long love of the sport of lacrosse
3. To work in collaboration with the regional lacrosse programs to ensure that PVYA Boys Lacrosse coaches follow coaching guidelines that may assist players who wish to participate in the sport
4. To foster the positive attributes of competitiveness, teamwork, and leadership as they relate to lacrosse and to life
Section 2- Association Name
a. The organization shall be known as the PVYA Boys Lacrosse Program, and may be referred to as PVYA Boys Lacrosse.
b. The current Board of Directors (BOD) must approve any use of the program’s name and logo for fundraising and attire.
Section 3- Regulating Entities
a. PVYA Boys Lacrosse shall operate under the guidelines of the Constitution and By-Laws of the Pleasant Valley Youth Association.
b. PVYA Boys Lacrosse shall follow any and all guidelines established by the Pleasant Valley School District (PVSD), as required for usage by outside organizations. Notice of such guidelines shall be given to coaches annually. These guidelines shall include, but are not limited to:
1. Following all PVSD rules of respect of facility usage 2. Start and end time as indicated through scheduling
3. No entrance into facilities that are being used by a school program 4. Respect for all PVSD staff
5. No smoking (including e Cigarettes), alcohol, or controlled substances on school grounds.
6. Broken equipment is charged to PVYA, which in turn may be charged to the offending individual.
7. PVYA Boys Lacrosse is responsible for facilities, and failure to maintain them can result in the removal from the facilities with no prior notice.
8. If school is dismissed early or canceled due to weather, all PVYA activities are canceled.
c. PVYA Boys Lacrosse shall operate under the rules and regulations of any and all leagues in which PVYA Lacrosse teams participate. Notice of such guidelines shall be given to coaches annually, either in writing, or referral to the league’s website for such rules.
d. PVYA Boys Lacrosse shall follow any and all guidelines established by the Pleasant Valley School District, as required for usage by outside organizations. Notice of such guidelines shall be given to coaches annually.
ARTICLE II – MEMBERSHIP Section 1- Membership
“Members” of PVYA Boys Lacrosse shall be defined as Participants, Parents, Guardians, Siblings, Coaches, Board of Directors Members, Committee Members, and any person who attends practices, games, meetings, activities or otherwise participates in attending or supporting the PVYA.
Section 2- Voting Members
A Member who is over the age of 18, and has been present at the board meetings for fifty-percent (50%) of the year or more, will be a “voting member”. Fifty-percent equates to 5 or more meetings.
ARTICLE III – BOARD OF DIRECTORS AND THEIR ELECTIONS Section 1. Board of Directors (BOD)
The Board of Directors of this organization shall be a President, a Vice-President, a Secretary, a Treasurer an Event/Fundraiser Coordinator, a Lacrosse Coordinator and an Equipment/Field
Manager and shall be known as the PVYA Boys Lacrosse Board of Directors. Criminal background checks and Child Abuse clearances for all board members are required and must be performed and submitted according to the State of Pennsylvania’s Rules and Regulations.
a. The President shall preside over all meetings of the Association, delegate and coordinate the work of the BOD towards fulfilling the purpose of PVYA Boys Lacrosse, and shall perform all other duties usually pertaining to the office.
b. The Vice-President shall act as an aide to the President, and shall perform the duties of the
President in the absence of that officer. The Vice-President assumes the duties of the Treasurer in the absence of that officer. The Vice President delegates and coordinates the work of the committees.
c. The Secretary shall issue notification of all meetings, including information about any planned votes, at least 24 hours in advance, and prepare agendas. The Secretary shall keep a record of all meetings of PVYA Boys Lacrosse. The secretary should bring the current PVYA Boys lacrosse by-laws to each meeting, as well as the PVYA by-laws.
d. The Treasurer shall receive and issue receipts for all monies paid to PVYA Boys Lacrosse, and shall maintain an accurate and detailed record of receipts and expenditures. The Treasurer shall present a monthly treasurer’s report at each monthly meeting, to the current acting Board of PVYA, and at other times when requested by the President.
e. The Event/Fundraising Coordinator shall manage/execute all fundraising efforts and work with the treasurer to create a plan to meet the financial needs of the program. They will recruit parents and other volunteers to assist in this process and publicize all fundraising efforts to the community and league.
f. The Lacrosse Coordinator shall recruit and retain qualified coaches at each age level. Shall conduct & schedule coaches’ training. Using the US Lacrosse model, setting guidelines and standards for coaching, as well as curriculum and goals for teams. The Lacrosse Coordinator will work with the coaches to develop skill goals for each level, and answer lacrosse related inquiries.
The Lacrosse Coordinator may also work directly with the players and teams at practice, to provide additional instruction.
g. The Equipment/Field Manager shall oversee the purchase and distribution of all equipment for the organization. Will be responsible for maintaining an inventory log of all equipment as well as making sure all equipment is in compliance with safety standards. As the field manager they are responsible for designating facility use to teams for practices in games, ensuring the preparation of
the fields.
Section 2. Eligibility
a. The privilege of holding office shall be limited to all voting members when available.
b. In order to be nominated to any board position, the nominee must have attended 50% of prior year board meetings, if possible.
c. The PVYA Boys Lacrosse Board of Directors has the authority to establish additional members of the Board that hold specific responsibilities, who must work with the PVYA Boys Lacrosse Board of Directors, must report to monthly meetings, and must carry out their duties in a manner that reflects the mission and nature of PVYA Boys Lacrosse.
Section 3. Elections & Terms
a. President, Secretary and Field/Equipment Manager shall be elected on even years, and Vice President, Treasurer, Event/Fundraising Coordinator and Lacrosse Coordinator shall be elected on odd years. The Board of Directors are elected every two years by a majority vote of voting members at the last meeting of the season.
b. Nomination of officers for the BOD will occur in July, in August there will be elections, and the new officers will assume their positions during the September meeting.
c. Officers shall assume their duties at the next regular meeting, and shall serve a term of two (2) years or until their successors are elected.
d. The President shall accept "REQUESTS TO BE NOMINATED" and "NAMES OF INTERESTED PARTIES", and present them at the July meeting.
e. Nominations for officers shall be made by any member in good standing. In the absence of nominations, the current slate of BOD of the organization will make nominations.
f. The consent of each candidate must be obtained before her or his name is placed in nomination.
g. Additional nominations may be made from the floor, provided the consent of each candidate has been obtained before her or his name is placed in nomination.
h. In the event a candidate cannot be present prior to the August meeting, a "LETTER OF CONSENT"
shall be acceptable.
Section 4. Vacancy
Between terms, a vacancy occurring in the office of Vice-President, Secretary, Event/Fundraising Coordinator, Equipment/Field Manager or Lacrosse Coordinator, shall be filled by a vote of the members of the BOD at the next regular meeting. Due notice of such election will have been given by the President. In the case of a vacancy in the office of President, the Vice-President shall assume the office of President, and at the next regular meeting a new Vice-President shall be elected. In the case of a vacancy in the office of Treasurer, the Vice-President assumes the duties of the Treasurer until a new Treasurer is elected at the next regular meeting.
ARTICLE IV — MEETINGS Section 1. Meetings
a. A regular meeting of PVYA Boys Lacrosse shall be held each month at a date, time and place determined by the membership. The President, with sufficient notice having been given, may call special meetings of the BOD. Meetings may be rescheduled at the option of the officers due to special circumstances.
b. Coaches or team representatives for each level must be present at each meeting during the season,
which will run from February through June.
Section 2. Order of Business
a. The order of business shall proceed as follows:
1. Call to order 2. Officers’ reports
3. Reports of committees (in season only) 4. Coaches’ Update (in season only) 5. Old business
6. New business
7. Adjournment
b. The order of business may be suspended or changed at any meeting by majority vote.
Section 3. Voting Procedures
The PVYA Boy Lacrosse Board of Directors shall vote on all issues concerning PVYA Boys Lacrosse.
ARTICLE V – STANDARD OPERATING PROCEDURES Section 1. Rosters
a. Players shall be rostered on the age appropriate team according to the US Lacrosse Age Guidelines.
Players are not allowed to play in a game at a level below their age appropriate team. Players may, on occasion, play in a game at one level above their age guidelines in cases of not enough players for the game. This will be decided upon by both the rostered coach and the coach from the next age bracket.
b. In the instance of 2 teams in one age bracket (designated “A” and “B”) any “B” team participant may play in an “A” bracket game on occasions in cases of not enough players for the game. Players designated to the “A” level may never participate in a “B” bracket game.
Section 2. Tournament Play
PVYA Boys Lacrosse may decide to sponsor tournament teams, including during summer. If this occurs, the following guidelines must be adhered to:
1. A tryout process may be used to determine roster.
2. All rules of the tournament must be adhered to.
3. Extra fees may apply, such as tournament entry fees.
4. Players are not guaranteed play time at tournaments.
Section 3. Donations & Financial
a. PVYA Boys Lacrosse may donate monies to the PVHS Boys Lacrosse Booster club for team sponsorship, equipment, or other needs.
b. PVYA Boys Lacrosse may donate monies/free registration to the PVSD PTO.
c. Individual officers of the PVYA Boys Lacrosse Board of Directors (President, Vice President, Treasurer, Secretary, Event/Fundraising Coordinator, Equipment/Field Manager and Lacrosse Coordinator), without Board approval, may make routine, emergency or critical expenditures of less
than $100.
d. PVYA Boys Lacrosse Board members who have completed 1 full year of volunteer service may have their child(s) registration fee waived. All other fundraiser fees will still apply.
Section 4. Playing Time
a. Practices - Practice is instructional time, and no properly prepared athlete will be excluded from practice with the following exceptions:
1. Injury
2. Safety concerns, including not having all equipment present, or in good condition 3. Insubordination or disciplinary issues, including lateness
4. Athletes may sit out for short periods during scrimmages or drills that alternate personnel.
This is at the discretion of the coaches.
b. Games - When evaluating playing time, the goal is to balance the needs of the team, the program and the individual athlete. The amount of playing time that athletes receive, will be based on a number of factors: attendance, effort, ability to take instruction, and skill level. Additionally, at the older age levels, coaches will take competition into consideration. At the younger levels, coaches will lean more towards balanced play time and instruction. PVYA Boys Lacrosse believes that no player should "sit the bench" and receive zero playing time, but can make no promise of equal playing time in games. Playing time will be allocated at the coach's discretion.
c. PVYA Boys Lacrosse is a recreational program and our goal is to include all athletes in games, but we expect players to honor the commitment they make to the team. This includes adhering to the code of conduct. A coach may take away play time for disciplinary reasons.
ARTICLE VI – COACHES Section 1. Rules & Conduct
a. Coaches must complete our coaching application. Not all applications will be accepted. Coaches are chosen at the discretion of the BOD.
b. Coaching must be considered to be a privilege, not a right of an individual. Prior coaching involvement in the PVYA is not a guarantee of future coaching involvement in any capacity.
c. Coaches must conduct themselves in a sportsmanlike manner at all times.
d. PVYA Boys Lacrosse will strictly enforce a zero-tolerance policy towards any coach's inappropriate behavior. Inappropriate behavior can be considered to be, but not limited to, verbal or physical abuse of a child, another coach, parents, or officials.
e. It is the coach’s responsibility to teach the sport to the best of his/her ability and to learn the specifics of the game and the overall rules governing the sport, prior to teaching the game.
f. Coaches must remain with players at practices or games from parental drop off until parental pick up.
g. Coaches must maintain discipline on their team at all times. Any discipline problem must be reported to the BOD immediately.
h. Coaches must know and follow the league rules and policies for each league their team is involved in. PVYA Boys Lacrosse will honor and support any organized league by-laws accordingly, and will support any legitimate decisions made by said league against any PVYA Boys Lacrosse coach.
i. Coaches must know and follow the Standards of Operation set forth by PVYA Boys Lacrosse, and follow any rules that mandate more attention than the rules established by the league in which the
individual coaches.
j. All coaches must agree to submit to a criminal background investigation and child abuse history clearance prior to being allowed to coach or work with youth enrolled in PVYA programs. Criminal background checks and Child Abuse clearances for all coaches must be performed and submitted according to the State of Pennsylvania’s Rules and Regulations. Refusing to submit to a criminal background and child abuse history clearance removes that candidate coach from consideration for coaching any PVYA team.
k. Any disciplinary actions, which result in a dismissal or suspension of a coach, will be carried across all sports governed by the PVYA.
l. It is the coach’s responsibility to inform the parents of his/her players of the rules and regulations of the PVYA, PVYA Boys Lacrosse, and any league in which the team is registered.
ARTICLE VII — PARENTS
Section 1. Responsibilities & Policies
a. Parents should conduct themselves in a sportsmanlike manner at all times, or they may be removed by the coach, PVYA BOD, or league official.
b. A parent and/or legal guardian registering a child for a youth sports program will be provided with a PDF copy of the code of conduct via email at the end of registration. The parent and/or legal
guardian must acknowledge that they have read, and will abide by the code of conduct prior to completing online registration. Current copies can be found on our website.
c. Parents are responsible for their children's transportation to and from all PVYA activities in which their children participate.
d. If any equipment is lost, stolen, damaged (beyond normal wear), or not returned at the end of the season, restitution must be made before said student athlete would be allowed to participate in any future PVYA programs. In addition, the equipment check which was post-dated at time of
registration will be cashed.
e. If any money is owed for fees or fines, restitution must be made before said student athlete would be allowed to participate in any future PVYA programs.
f. If a parent has a problem or complaint, the following procedure should be followed:
1. Discuss the problem with the coach.
2. Discuss the problem with the appropriate PVYA Boys Lacrosse BOD Member.
3. Discuss the problem with the PVYA Board of Directors.
g. Parents will be required to participate in a mandatory fundraiser, outlined prior to the start of the season, by the PVYA Boys Lacrosse Board of Directors.
h. Parents will be required to provide a work bond check of $150, post dated at registration. If work bond requirements are met, said check will be returned to the parent. If work bond requirements are not met, said check will be cashed by PVYA Boys Lacrosse.
i. Parents/Guardians who are using PVYA Boys Lacrosse equipment and uniforms, will be required to provide a $200 postdated check. If the uniform/equipment is returned with more than minimal wear, said check will be cashed by PVYA Boys Lacrosse. If the athlete only uses the PVYA Boys
Lacrosse issued uniform, the postdated check will be $100.
ARTICLE VIII – ATHLETES/PARTICIPANTS Section 1. Conduct & Behavior
a. Children must conduct themselves in a responsible manner at all times. PVYA will strictly enforce a
zero-tolerance policy towards inappropriate behavior by any participant. Inappropriate behavior can be considered to be, but not limited to, verbal or physical abuse of another child, coach, program personnel, parent, or official.
b. Children will show sportsmanlike conduct at all times.
c. Children will show respect to all adults affiliated with PVYA programs, including but not limited to all coaches, officials, parents, spectators, PVYA staff members, PVSD staff.
d. Children will clean up after themselves after every practice or game.
e. Children will not deface or destroy property of PVYA, PVSD, or any other program affiliated with membership in PVYA Boys Lacrosse. Such damage could result in restitution to the affected organization.
Section 2. Residency Requirements
a. Children must be residents of the Pleasant Valley School District or reside within a school district that does not have an existing youth lacrosse program.
b. If a player receives a release from their existing “home” program, then the BOD may approve them for play at PVYA.
c. If a player wishes to play for another youth lacrosse program within the same league, then they must request a release from PVYA BOD as per league rules.
Section 3. Equipment Distribution
Players from U12 and U14 will be required to provide their own equipment, unless they are new to the lacrosse program. PVYA Boys Lacrosse will provide equipment on a loan basis to U6, U8, U10 and first year participants (see Article VII Section h.)
ARTICLE IX – MISCONDUCT, OFFENSES, AND PENALTIES Section 1. Fines
If in the PVYA Boys Lacrosse Board of Directors’ opinion, a member has violated any of the terms or provisions of the Standard Operating Procedures, the By-Laws, or the rules set forth by PVYA Boys Lacrosse, the BOD can impose against the member a suspension, fine ($100) or expulsion.
Section 2. Chain of Command/Protocol
a. Proper protocol must be followed to initiate misconduct penalties, which includes proceeding through the chain of command. The chain of command is defined as coach, PVYA Boys Lacrosse BOD, PVYA Executive BOD.
b. If the accused willfully fails to attend the meeting cited in the letter, PVYA Boys Lacrosse shall proceed to hear and determine the case just as though the accused was present.
c. Should any player or parent verbally or physically abuse another player, coach, parent, official, or a board member, the coach of that team must immediately remove the offender and do the following:
1. In the case of verbal abuse, immediately report the situation based on the chain of command outlined in Section 2a.
2. In the case of adult to adult or adult to child physical contact, 911 should be called immediately, and assault charges should be considered. The coach should then follow the protocol set forth in line a.
3. In the case of child to child verbal assault, the child should receive immediate reprimand, made to apologize, and be excluded from the remainder of practice and or games. The
situation should be discussed with the parents, and reported to the appropriate individual as stated in line a.
4. In the case of child to child physical assault, the offender(s) shall be immediately removed from practice/game, parents of offender and victim shall be notified immediately, contact of the President of the BOD should be made immediately, and the police should be called on an as-needed basis.
ARTICLE X- SCHOLARSHIPS- (2) $500 Section 1. Criteria
Student must be a Senior in good standing from Pleasant Valley High School, be continuing his education at an institution of higher learning (including trade schools), have participated in Pleasant Valley Youth Association Boys Lacrosse, be a current member of the Pleasant Valley Bears’
Lacrosse Team, and have been active in community service.
Section 2. No applicants
If no applications are received by the due date of May 31st, the budgeted scholarship money will be reallocated to be spent on an additional scholarship the next year.
Section 3. Available Funds
The board reserves the right to offer scholarships based on the financial state of the association.
Article XI- AMENDMENTS TO BYLAWS Section 1. Proposed Changes
a. These bylaws may be amended each calendar year with proper notice of proposed changes.
b. Proposed changes will be presented to the program members for review at the September Board meeting. They will be read with discussion at the October Board meeting under New Business.
Then read again with no discussion at the November Board meeting.
Section 2. Review
The BOD will present revisions, review adjustments in September and October and vote on changes in November. A member must be present at 50% of the meetings thus far to be eligible to vote on by-laws in November.
