Edison Jets Athletic Association
By- Laws
Revised- November 2017
Table of Contents
Article 1- Name
Article 2- Objectives
Article 3- Officers
Article 4- Duties of Officers
Section 1- President
Section 2- Vice President
Section 3- Secretary
Section 4- Treasurer
Section 5- Sergeant-At-Arms
Section 6- Trustees
Section 7- Football Conference Representative
Section 8- Cheer Conference Representative
Section 9- Executive Board
Section 10- Officers
Article 5- Election of Officers
Section 1- Nominating Committee
Section 2- Nominations
Section 3- Elections
Section 4- Terms of Office
Section 5- Number of Terms of Office
Section 6- Vacancy
Section 7- Coaches
Article 6- Meetings
Section 1- General Membership Meetings
Section 2- Executive Board Meeting
Section 3- Special Meetings
Section 4- Robert Rules
Page 2
Article 7- Meeting Requirements
Section 1- Quorum
Section 2- Motions
Article 8- Procedure of Meetings
Article 9- Committees
Section 1- Standing Committees
Section 2- Ad Hoc Committees
Article 10- Expenditures and Appropriations
Section 1- Appropriation of Money and Disposal of Property
Section 2- Petty Cash
Section 3- Apparel
Article 11- Coaches
Section 1- Head Coaches
Section 2- Assistant Coaches
Section 3- General Rule for Coaches
Article 12- Rules of Eligibility for Participating Children
Article 13- Extra Curricular Activities
Article 14- Membership Eligibility
Article 15- Amendments
Article 16- Revision of Bylaws
Article 17- Appointed Positions
Article 18- Standing Rules
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Article 1--- Name
The Name of the organization shall be the Edison Jets Athletic Association, hereafter referred
to as the Organization, and is incorporated as a nonprofit, charitable, tax exempt organization under
the laws and regulations of the State of New Jersey and of the Internal Revenue Service of the United
States. The organization shall be operated in accordance of Section 501 (c) (3) of the Internal
Revenue Service
Article 2--- Objectives
The objectives of the Organization are to inspire youth to practice ideals of health, citizenship
and character by bringing area youth together in direct contact through the means of a common
interest in athletics; to educate youth in the fundamentals of tackle football, cheerleading and related
athletic programs. To instill sportsmanship, fair play and fellowship, bearing in mind that scholastic
achievement is uppermost. To impart the game elements of safety and prudent and intelligent
supervision keeping the welfare of the youth first, foremost, and entirely free of adult lust for glory.
The Organization shall be nonpartisan, nonsectarian, and shall function without regard to race, creed
or national origin.
Article 3--- Officers
The Officers of the Organization shall be President, Vice-President, Secretary, Treasurer,
Sergeant-at-Arms, Football Trustee Representative, Cheer Trustee Representative, Football
Conference Representative and Cheer Conference Representative. The Officers shall hold a term of
two years and shall constitute the elected Executive Board
Article 4— Duties of Officers
Section 1- President
The President shall be the chief executive officer and preside at all meetings of the
Organization. He or she shall appoint all chairpersons of committees. He or she shall be vested with
authority to co-sign membership approved checks for the Organization. He or she shall appoint all
Head Coaches with the approval of the Executive Board regarding any vacant Head Coaching positions
(AMENDED 2017)
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Section 2- Vice President
The Vice President shall assume all the duties of the President in the absence of the
President. He or she shall oversee and coordinate all fund raising activities He or she shall oversee all
Committees. He or she shall be vested with the authority to co-sign membership approved checks for
the Organization.
Section 3- Secretary
The Secretary shall keep minutes of all meetings which shall be memorialized in writing and
presented at the next monthly Executive Board meeting for approval. The Secretary shall keep an up
to date mailing list of all members, prepare all correspondence, and bring to the attention of the
President any correspondence between meetings. The mailing list must include the names of all
participants, their parent or guardian, email addresses, home addresses and all phone numbers.
Section 4- Treasurer
The Treasurer shall be custodian of all money belonging to the Organization. He/she shall
maintain an Organization bank account and shall keep a record of all money disbursed and all money
due the Organization. He/she shall be vested with the authority to draw and cosign all checks, with
the President, which has been approved by the Executive Board.
Section 5- Sergeant at Arms
Sergeant at Arms shall coordinate maintenance of current records of equipment and uniforms
and inventory needs; ensure coordination of necessary activities/facilities, e.g., fields, transportation,
payment of officials and maintenance, rescue squad, for the playing of all games; coordinate with the
assessments and purchases (with respective purchasing agents ) of all equipment and uniform needs;
assist the President in preserving order at all meetings, ensure that only members in good standing
participate in voting; and preside at the annual election of officers.
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Section 6- Trustees
1. Football Trustee Representative- There shall be one Football Trustee Representative who
shall serve as liaisons between all the various football squads and the other members of the Executive
Board for the purpose of facilitating the football player’s participation in the Organization sponsored
activities.
2. Cheer Trustee Representative- There shall be one Cheer Trustee Representative who shall
serve as liaisons between all the various cheerleading squads and the Executive Board for the purpose
of facilitating the cheerleaders’ participation in the Organization sponsored activities.
The Football Trustees Representative and Cheer Trustees Representative shall examine the
Treasurer’s books and audit the financial records of the Organization on a yearly basis and at the time
of the change of Treasurer, and shall report their findings at the next regular general membership
meeting of the Organization. A minimum of two additional trustees, at least one Trustee shall be a
football individual team Trustee and one shall be a cheerleading individual team Trustee, shall perform
the said examination/audit of the book/financial records. It shall be the duty of the Football Trustee
Representative to set the dates, times and places of the audit, and to notify the Treasurer and other
persons involved with the said audit.
Section 7- Football Conference Representative
The Football Conference Representative is the liaison between Central Jersey Pop Warner and
the Edison Jets. The Football Conference Representative will be responsible for attending all Central
Jersey Pop Warner meetings and disseminating the information to the other Edison Jets Executive
Board members and all head football coaches. He or she shall also be responsible for coordinating the
scheduling of all games and events with Central Jersey Pop Warner.
Section 8- Cheer Conference Representative
The Cheer Conference Representative is the liaison between Central Jersey Pop Warner and the
Edison Jets. The Cheer Conference Representative will be responsible for attending all Central Jersey
Pop Warner meetings and disseminating the information to the other Edison Jets Executive Board
members and all head cheer coaches. He or she shall also be responsible for coordinating the
scheduling of all games and events with Central Jersey Pop Warner.
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Section 9- Executive Board
The Executive Board shall be made up of all the Organization Officers duly elected by the
membership. The Officers of the Organization shall consist of President, Vice-President, Secretary,
Treasurer, Sergeant-at-Arms, Football Trustee Representative, Cheer Trustee Representative, Football
Conference Representative and Cheer Conference Representative.
The immediate past president shall be an ex-officio member of the executive board during the period
of his/her successor’s term of office.
Committee Chairpersons Team Trustees and coaches may participate in Executive Board meeting
without voting privileges.
Any officer missing two (2) consecutive Executive Board Meetings or two (2) consecutive general
membership meetings without valid excuse can be accused of acting detrimental to the Organization
and may have their voting privileges suspended. Voting privileges will be reinstated at the third
consecutive meeting attended.
Any Member of the Organization may be removed from the Organization for behavior deemed
detrimental to the Organization by the Executive Board. The Executive Board shall be the sole judge
as to whether any member is or has acted detrimental to the Organization and will recommend
penalties to the membership. A 2/3 majority of those members present and voting shall be required
to impose such penalties.
Section 10- Officers Amended 2001
The President may appoint the following positions: 2 nd Vice President and 3 rd Vice President.
Each of these Executive Board members will have voting rights and will oversee a specific area for the
organization, such as: Apparel Sales Coordinator and Equipment Manager.
The President will appoint a Webmaster Who will be a member of the Executive Board and have
voting rights. The Webmaster shall post all league information on the team website in an expedited
manner.
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Article 5- Election of Officers
Section 1- Nominating Committee
A Nominating Committee shall be appointed by the President of the Organization. The
Nominating Committee, consisting of five members in good standing, shall report to the October
general membership meeting its recommendations for Officers to be elected at the November
meeting. No officer may be on the nominating committee.
Section 2- Nominations
All nominees must acknowledge their willingness to serve ten days prior to the election.
Section 3- Elections
The following officers shall be elected at the November general membership meeting:
President, Vice President, Secretary, Treasurer, and Sergeant at Arms, one (1) Football Trustee
Representative, one (1) Cheerleading Trustee Representative, a Football Conference Representative
and a Cheerleading Conference Representative.
Section 4- Terms of Office
The terms of the President, Vice President, Secretary, Treasurer, Sergeant at Arms, the
Football and Cheerleading Conference Representatives and Football Trustee Representative, Cheer
Trustee Representative shall be for two (2) years, commencing on the first day of February following
the election. Each of the Football and Cheer Individual team Trustees shall serve one (1) year term
(commencing on the first day of February of each year.)
Section 5- Number of Terms of Office
There is no limit to the number of terms an officer may be elected or appointed.
Section 6- Vacancy
In the event of a vacancy in any office, the President, with the approval 50% of the executive
board shall appoint an eligible member to the said office for the remainder of the term.
Section 7- Coaches
All Board Members can hold a coaching position.
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Article 6- Meetings
Section 1- General Membership Meetings
General membership meetings shall be held at such place and time as designated by the
President or in his/her absence, the Vice President. A minimum of six (6) meeting shall be held in one
(1) elected term. General membership meetings must be held in October and November. General
membership meetings will be held the first Wednesday of every month unless it falls on a holiday at
which time the meeting will be held on the next day (Thursday).
Section 2- Executive Board Meeting
Executive Board meetings shall be established by the President, except that a minimum of
one (1) Executive Board meeting per month shall be held during the months of July, August,
September and October of each elected term. Executive Board meetings will be held on the first
Wednesday of every Month immediately following the general membership meeting.
Section 3- Special Meetings
Special meetings may be called by the President or by a petition of the general membership
requesting a special meeting. The said petition must be signed by at least ten percent (10%) of the
total membership. The Special meeting date must be established within ten (10) days from the date
said petition is delivered to the President, Vice President or the Secretary of the Organization. Notice
of the meeting shall be sent to each member via email. Notices shall be sent at least five (5) days
prior to the time of said special meeting. Notice of special meetings shall contain the purpose for
which the meeting is being called, and no other business, other than that expressly stated in the said
notice shall be conducted.
Section 4- Robert Rules
Roberts Rules of Order shall prevail at all meetings unless they conflict with the By-Laws at
which time the By-Laws shall prevail.
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Article 7- Meeting Requirements
Section 1- Quorum
The General meeting shall be opened at the time prescribed if seven (7) members in good
standing, as long as the President or Vice President, are present. seven (7) members in good
standing shall constitute a quorum for the transaction of business at either an Executive Board,
General or Special meeting.
Section 2- Motions
All motions must be seconded and passed by a majority vote.
Article 8- Procedure of Meetings
1. Call to Order
2. Introduction of New Members (when applicable)
3. Reading of Minutes of Previous Meeting
4. Reading of Treasurer’s report
5. Reports of Committees.
6. Communication Report (Correspondence received after the last Executive
Board meeting regarding the organization
7. Old Business
8. New Business
9. Adjournment
Article 9- Committees
Section 1- Standing Committees
Standing committees shall consist of the following:
1. Membership and Registration
2. Banquet and Scholarship
3. Fund Raising
4. Kitchen
5. Apparel
6. Social
7. Field
8. Budget
9. Nominating
10. Newsletter
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Section 2- Ad Hoc Committees
An ad hoc committee shall be designated by the President.
Article 10- Expenditures and Appropriations
Section 1- Appropriation of Money/Disposal of Property
There shall not be an appropriation of money greater than that allowed by the approved
budget or disposal of property made without a majority vote of the members present at any Executive
Board meeting of the Organization. Payments shall be made by check and endorsed by the Treasurer
and President.
Section 2- Petty Cash
The treasurer may have at their disposal, a maximum of Fifty Dollars ($50.00).
Section 3- Apparel
Any organization jacket will be obtained by direct purchase or by an individual fund raising
project approved of by the membership. There will be no awarding of free jackets to graduating
Football or Cheer participants. All Apparel must be approved by and purchased thru the Edison Jets
organization. This section does not apply to personal equipment such as protective cups, mouth
guards, and cleats
Article 11- Coaches
Section 1- Head Coaches
All head coaches shall be a minimum of twenty-one (21) years of age at the time of their
appointment shall be members in good standing of the organization and shall be approved by vote of
the Executive Board for each Cheerleading or Football squad.
Head coaching applicants must be nominated by an executive board member or send in a written
request to an Executive Board member prior to May 1st of the year they wish to be considered for a
Head Coaching position. Upon nomination or written request of more than one individual for a
particular Head Coaching position the Executive Board will vote on the position. Prior to the vote each
applicant or nominee will have the opportunity to address the Executive Board for a maximum of 10
minutes on the reason they want to be a Head Coach. (AMENDED 2017)
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Section 2- Assistant Coaches All assistant coaches and coach trainees shall be
selected by the Head Coaches and approved by the executive board.
Section 3- General Rule for Coaches
All head coaches, advisors, assistant coaches and coach trainees must adhere to the General
Rules as developed and approved by the Organization.
Article 12- Rules of Eligibility for Participating Children
1. The Organization shall work within the established rules of the Central Jersey Pop Warner
Football and Cheerleading Conference.
2. All children must adhere to the General Rules as developed and approved by the
Organization or be subject to disciplinary action determined by the Head Coach of the Football or
Cheerleader Squad and the Executive Board.
Article 13- Extra Curricular Activities
All Extracurricular activities sponsored by the Organization including fund raising must be
approved by the Executive Board
Article 14- Membership Eligibility
Anyone eighteen (18) years of age or older who is interested in the objectives of the
Organization is eligible for membership. Only members in good standing can participate in meetings
and vote on motions made during said meeting. The membership shall be from August 1 through July
31 of the following year. Only general members in good standing as of the date of the October
General Membership meeting shall be permitted to vote or otherwise participate in the annual election
of Officers. Coaches, parents and legal guardians of participants in good standing are eligible to vote.
To be in good standing a member must be paid in full, fulfilled their work bond requirement and
returned all equipment.
Article 15- Amendments
These by-laws and standing rules may be amended in the following manner:
1. A proposed amendment must be presented from the floor at a regular meeting and a
written copy of said proposal shall take place at the second regular meeting following the introduction
of the proposed change.
2. The proposed amendment must be read at the next regular meeting.
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3. Discussion and voting upon a proposal shall take place at the second regular meeting
following the introduction of the proposed change.
4. A two-thirds (2/3) majority of those present shall be necessary to carry the amendment.
Article 16 Revision of Bylaws
By-laws of the Organization must be reviewed, revised as deemed necessary, voted upon and
approved every three (3) years commencing with the adoption of these by-laws in 2014.
Article- 17 Appointed Positions
Section 1- Webmaster
The webmaster will be responsible for maintaining the Edison Jets website and updating all
information in a timely manner. All information regarding the organization should be on the website.
The Webmaster is an Executive Board member appointed by the president with voting right.
Section 2- 2nd and 3 rd Vice Presidents
The Assistant Vice Presidents are responsible for a specific area of the organization such as
Equipment manager who will assist the Sergeant-at-Arms in organizing and maintaining the
equipment inventory, storage and field maintenance. The Assistant Vice-Presidents are Executive
Board member appointed by the president with voting rights.
Section 3 Individual Team Trustees (Non-Executive Board Position)
1. Football Trustees- There shall be one trustee per each football team who shall serve as
liaisons between their football squad and the Executive Board for the purpose of facilitating the
football player’s participation in the Organization sponsored activities. Each team’s trustee shall act as
liaison between the parents and coaching staff and shall assist the head coach with all paper work
including but not limited to keeping the team book updated, fulfilling all Pop Warner requirements,
informing the team of schedule changes and requirements.
2. Cheerleading Trustees- There shall be one trustee per each squad who shall serve as
liaisons between their cheerleading squad and the Executive Board for the purpose of facilitating the
cheerleaders’ participation in the Organization sponsored activities. . Each team’s trustee shall act as
liaison between the parents and coaching staff and shall assist the head coach with all paper work
including but not limited to keeping the team book updated, fulfilling all Pop Warner requirements,
informing the team of schedule changes and requirements
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Article 18 Standing Rules
1. The Edison Jets Athletic Association shall use the Central Ave. Park football field as their
“Home Field” unless otherwise approved by the executive Board.
2. The Organization’s fiscal year shall be from January 1, through December 31.
3. The size of all Cheerleader squads shall be determined by the Executive Board and shall be
compromised of Cheerleaders ages five (5) through fifteen (15). Cheerleading shall be run in
accordance with the Rules and Regulations of the Central Jersey Pop Warner Football and
Cheerleading Conference.
4. A transition fund of not less than five thousand dollars ($5000.00) shall be established and
included in the budget to be utilized at the sole discretion of the new Executive Board to allow it to
function properly prior to the adoption of the annual budget. The annual budget shall be finalized no
later than the March general membership meeting.
5. Every child in the Organization, who upon completion of the season is considered a
member of the squad, shall be entitled to an award.
6. A scholarship award hereafter referred to as the Kittim Sherrod Award shall be presented
to one football player and one cheerleader at a competitive level.