TYFC Board Member Position Descriptions
President
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Run monthly meetings
Oversee all committees
Report to the Board
Ensure bylaws are followed
Handle all football and cheer complaints
Oversee all coaches
Attend NCFL meetings
Vice President Assist the president in any means necessary.
 Assist other members of the board with issues, questions or concerns if the
president is not available.
 Fill in for the president at meetings if an absence on the part of the president
is unavoidable.
Treasurer
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Receive all monies and securities, and deposit same in a depository approved by
the Board of Directors.
Keep records for the receipt and disbursement of all monies and securities of
the Organization, including the Auxiliary, approve all payments from allotted
funds and draw checks therefore in agreement with policies established in
advance of such actions by the Board of Directors.
Prepare an annual budget, under the direction of the President, for submission
to the Board of Directors.
Prepare an annual financial report, under the direction of the President, for
submission to the Membership and Board of Directors at the annual meeting.
Non-Profit Requirements:
Recordkeeping
Section 501(c)(3) organizations are required to keep books and records detailing
all activities, both financial and nonfinancial. Financial information particularly
includes information on its sources of support (contributions, grants,
sponsorships, and other sources of revenue). If the organization receives a
donation of $250 or more, an acknowledgment letter must be written to the donor
showing your club’s name, EIN#, the date and amount of the contribution.
The organization should have a bank account registered with the organization’s
name and EIN #. The bank account(s) must all be in the main organization’s name.
Filing Requirements
Organizations recognized as tax exempt under section 501(c)(3) are required to
file an annual information return with the IRS at the end of the fiscal year; Form
990-N (e-postcard), 990 or 990-EZ. The fiscal year of the organization is the
same as the tax reporting period, which is January 1st to December 31st.
Note, that with any 501(c)(3) entity, following IRS regulations, the organization
must file a final form 990 and disclose the amount of revenue or equipment which
is donated to another 501(c)(3), along with the appropriate backup.
Secretary/Website & Facebook Manager Record and maintain the minutes of each board meeting. Meeting minutes are
detail reports that highlight the agenda of each meeting as well as what
actually took place.
 Maintain addresses, phone numbers, and emails of all board members and
provides accurate numbers of board members to local organizations as
requested by the President.
 Become familiar with overall Bonzi registration/website system.
 Attend Bonzi system meetings (as offered by league).
 Maintain Facebook page and website
 Update Facebook page and website on a regular basis throughout the season
 Send Board Member emails (as requested by President and other Board
Members)
 Send league wide/team wide emails (as requested by President and other Board
Members)
 Assist registration coordinator (as needed) with Bonzi system
 Respond to emails and/or forward emails to appropriate Board Members
Volunteers & Registration Assist families with registrations of their child(ren) in the online Bonzi
registration system.
 Continually maintain and update participants on correct squad/team.
 Collect, verify, and file birth certificates and physician statement forms for all
participants.
 Organize all required paperwork by squad/team before football weigh-ins and
cheerleader verification dates.
 Communication with all squad/team head coaches regarding registration and
required paperwork.
 Provide requested registration reports to head coaches, TYFC board as
requested or when necessary.
 Initiate equipment/volunteer forms for all registered participants (grouped by
family).
 Be present at equipment/uniform handouts/returns to collect & give-back
uniform/volunteer deposit checks.
 Create volunteer sign-up pages for all volunteer needs throughout the season.
 Verify all families have completed required volunteer commitments.
 Provide volunteer game day spreadsheets.
 Work with website/computer design coordinator regarding Bonzi Registration
program and to communicate participant/league needs throughout the season.
 Communicate as needed with parents of participants.
 Maintain confidentiality regarding registered participates.
Equipment Manager
 Responsible for maintaining an organized equipment strategy for the league.
 Responsibilities may include equipment storing procedures, maintenance and
reconditioning plan.
 Recommends to the Board of Directors a strategy as it pertains to equipment
purchasing and coordinates all matters related to proper equipment fitting and
checkout procedures.
 Acts at the direction of the Board in purchasing or facilitating the purchase of
equipment.
 This position may be filled by two people.
Fundraising/Sponsors
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Brainstorm new and fun ideas to make money for the organization
Compile a list of potential sponsors
Go business to business asking for sponsorships
Email/call businesses asking for sponsorships
Execute all tasks that are needed after sponsor is acquired
Keep a good relationship with sponsors throughout season and after (ie thank
you letters)
Take on a fundraiser and execute all tasks that may go with said fundraiser
Work closely with other members involved in fundraising and novelty efforts to
promote growth within the league and its members, as well as benefit
monetarily.
Organize fundraisers that will help us grow as a league and at the same time
earn funds to support our expenses.
Delegate fundraisers to specific people involved and assist them in any way
necessary.
Collect and deposit money acquired during the 50/50 raffles held at our home
games.
Include pay out to our novelties vendor as well as collect and deposit funds
acquired from novelties.
Head up and delegate responsibilities involved in our season kick off picnic as
well as our end of season banquet.
Novelties
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Research vendors to ensure quality
Communicate with vendors
Pick up local vendor orders
Review logo/print request of orders prior to release
 Create costs for all items to ensure maximum profit
 Check in with volunteers at novelty tent at each home game
 Assist with set up and break down of novelty tent for all home games and
special events
 Request and review vendor quotes
 Ensure invoices are paid
 Check and sort all shipments/novelties upon arrival to ensure quality and
matches in invoice/order
Cheer Coordinator Attend monthly TYFC board meetings as well as monthly NCFL cheer
coordinator meetings.
 Participate in the planning and execution of the NCFL cheer competition.
 Ensure all cheer coaches have completed NYSCA and concussion certifications
and at least one coach/representative be AACCA certified by August 1 of the
playing season.
 Coordinate with head cheer coordinator to check that all coaches have
completed background checks by August 1 of the playing season.
 Organize uniform distribution and collection.
 At the end of each season ensure all uniforms are cleaned and damaged items
are repaired.
 Collect and count all uniform parts (vest/skirt) and pompoms.
 Responsible for ordering of uniform parts (middy, shorts, socks, sneakers,
bows, warm-up jackets, etc.) as determined with each head coach.
 Secure practice locations and submit necessary building use forms.
Flag Football Coordinator Start up and run the Tolland Youth Flag Football team per the NCFL rules and
regulations.
 Attend monthly TYFL and NCFL meetings
Bylaw Committee Head/Disciplinary Committee Head
 Responsible for the creation and maintenance of the organization’s bylaws
 Reviews NCFL bylaws and attempts to mirror such rules for TYFC
 Makes note of updates needed throughout the year and creates revised drafts
regularly, either when a number of updates and changes are required or ahead
of TYFC’s general meetings
 Bylaws must be implemented in the areas where they apply and enforced by
committee/board members
 Makes copies available for all and ensures that bylaws are posted on the TYFC
website
 Head Disciplinary Committee that handles all formal complaints, investigates,
interviews, and determines proper discipline
Concessions Manager
 Maintain the operations of concessions
 Organize the purchase of concession products
 Responsible for the management of concession sales at league and non-league
events
 Work closely with the volunteer manager to coordinate proper amount of
volunteers for each event
 Collect and review concession related offers, discounts and bulk purchasing
opportunities to get the maximum profit
 Organize, tally and keep records of all concessions sales and purchases
 Responsible for having a board member to operate cash register at any event
 Responsible for counting down drawer and making deposit after each event
Assistant Concesions
 Assist Concessions Manager with concessions duties as needed
Cheer Head Coach (4 Positions A, B, C, and D team)
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Teach sideline cheers
Responsible for half time routine/ competition routines
Work with cheer coordinator on responsibilities for NCFL
Attend recommended NCFL meeting for cheer coaches
 Responsible for communication between parents/coaches/cheerleaders
 Keep a safe environment where all cheerleaders are treated equally and are
expected to work to their potential
 Create a " cheer family" which includes excellent attendance at games and
practices
Football Head Coach (4 Positions A, B, C, and D team) Teach football fundamentals to players
 Teach good sportsmanship
 Communicate between assistant coaches and parents
 Hold a board position and attend monthly meetings
 Attend Heads Up training and complete necessary certification
 Adhere to and follow bylaws and code of ethics