Bylaws of the White Bear Youth Football Association — adopted 2026.
Adopted 2026 · 10-page document
BYLAWS OF THE WHITE BEAR YOUTH FOOTBALL ASSOCIATION 2026
Section 1. Name
The name of the organization is the White Bear Youth Football Association "WBYF"
Section 2. Mission and Purpose
The White Bear Youth Football Association exists to build and maintain a united community committed to developing character and resilience in its youth through the game of football. Our program is rooted in belonging, personal growth, and the belief that every child deserves a positive, supportive environment in which to learn and thrive. WBYF is guided by three core symbols/foundations that shape our culture: ● The Lake (Unity) – Regardless of where you come from, what you look like, or the circumstances life has thrown at you or your family, we ALL TOUCH THE LAKE. North side, south, east or west, the shores of White Bear Lake unite us all. When we engage in youth football with this mentality, nothing can divide us. ● The Bear (Culture) – "Be a B.E.A.R.!" From Kindergarten through 12th grade, all athletes, their families, coaches and everyone in between have a clear understanding of what it means to "Be a B.E.A.R.". If one is a true B.E.A.R., they are on "Built on Effort, Attitude and Resilience." When we walk and talk like a B.E.A.R., no matter the circumstance of any game, at any level, all athletes, their families and our community win. This is how WE do things in White Bear Youth Football. ● The Ball (Fun) – If WE make football fun for our athletes, they'll want to continue to play. If they want to continue to play, they'll have the opportunity to continue to build relationships, character, and positive memories that will set them up for success the rest of their lives. White Bear Youth Football will strive to win games, while also making football fun for as many players as possible. ● The Association provides a safe, inclusive, full-participation football experience where players learn fundamentals, teamwork, responsibility, and respect. Our focus is on developing confident young people, strengthening community connections, and creating an environment where every participant feels valued and supported.
Section 3. Offices
The official mailing address of the Association is 4707 Hwy 61, Suite 251, White Bear Lake, MN 55110, or such other address as the Board may designate.
Section 1. Authority and Eligibility
1. The Board of Directors is responsible for overseeing the business, property, and affairs of the Association.
2. Board Eligibility is offered to any adult residing within the White Bear Lake Area School District, any parent or legal guardian with a child enrolled in the program, any alumni parents or players and any adult employed by the White Bear Lake Area School District.
3. All prospective Board members must be vetted by the Board to ensure alignment with the Association’s mission, values, and expectations for conduct and service, including a demonstrated commitment to youth development, community standards, and ethical behavior.
4. Board eligibility is determined as needed, and the Board reserves the discretion to approve candidates based on alignment with the Association’s mission, values, and standards of conduct.
5. The Board reserves the right to decline any candidate whose participation may present a conflict of interest or otherwise compromise the integrity or effective operation of the Association.
Section 2. Board Composition
1. The Board shall consist of The Officers: One (1) President, One (1) Vice President, One (1) Secretary, and One (1) Treasurer.
2. Additional Director and Coordinator roles as defined in the Board Member Roles document.
3. The Board shall include no fewer than ten (10) and no more than eighteen (18) Directors and Officers.
4. All position descriptions are maintained in the Board of Directors Roles document.
5. No individual may hold more than one Officer role simultaneously.
Section 3. Compensation and Reimbursement
1. The Board may compensate or reimburse Directors or Officers for reasonable and documented expenses incurred on behalf of the Association.
2. Any payment exceeding the allotted Board stipend or any other budgeted amount must be approved by a simple majority vote of the Board.
3. All expenses within Board stipend will be approved by President, Vice President
Section 4. Removal of Officers and Directors
(Board Members)
1. Any Officer or Director may be removed by a majority vote of the Board when such action is deemed to be in the best interest of the Association.
2. The individual shall be notified of the proposed action and shall be given the opportunity to address the Board before a vote is taken.
3. The Officer or Director subject to removal shall be excluded from quorum and majority calculations.
4. A Board member who is absent from three consecutive (3) Board meetings without reasonable cause may also be removed by majority vote
Section 1. Officer Election and Term
1. Officer Definition
1) An Officer is a Board member elected by a quorum of the Board to serve in one of the Association’s four executive roles: President, Vice President, Treasurer, or Secretary.
2) Officers hold primary responsibility for the leadership, oversight, and administrative functions of the Association.
2. Officer Eligibility
1) Any Board member who has served for at least one season-defined as completing one full football season from June to November is eligible to run for an Officer position.
2) If no eligible or willing current Board member stands for an Officer role, the Board may open the position to a newly appointed member who meets the qualifications for service.
3. Officer Elections
1) Officer elections shall take place each year following the Annual Meeting.
2) Candidates shall submit their name for consideration, along with a brief written statement expressing their interest in the position and their perspective on WBYF’s future direction.
3) This submission shall be completed within one week following the Annual Meeting.
4) A digital ballot for Officer elections shall be distributed no later than the third week of November.
5) Officers shall be elected by a majority of the quorum.
6) Elected Officers shall be introduced at the December Meeting and shall assume their roles at the start of the new calendar year.
4. Officer Terms
1) Officers serve one-year terms and may be re-elected and are not subject to term limits.
2) Officers who do not plan to seek re-election are encouraged to notify the Board as early as possible so it is clear that the incumbent will not be standing for the upcoming election.
Section 2. Officer Responsibilities President
1) The President serves as the overall leader of the Association and is responsible for guiding the Board, supporting volunteers, and ensuring the program operates in alignment with its mission and values.
2) The President presides over Board meetings, facilitates communication among Directors and Officers, and helps maintain a collaborative, organized, and transparent governance environment.
3) The President represents the Association in all official capacities, including communication with league officials, community partners, and external organizations.
4) The President works closely with Officers, Directors, and committee leads to ensure consistency across all areas of the program, support long-term planning, and address questions or concerns that arise within the Association.
5) The President serves as an ex-officio member of all committees and provides oversight of the general business affairs of the Association, ensuring that decisions are made in the best interests of players, families, volunteers, and the broader WBYF community.
White Bear Lake Youth Football Association Bylaws Vice President
1) The Vice President supports the President in leading the Association and ensuring smooth day-to-day operations. The Vice President helps coordinate Board initiatives, assists committee leads, and promotes alignment between program activities and the Association’s mission and values.
2) The Vice President serves as a key partner to the President, offering guidance, continuity, and support across all areas of the program. In the absence or inability of the President to serve, the Vice President assumes the President’s duties to ensure stability and uninterrupted leadership.
3) The Vice President may also oversee specific projects or operational areas as assigned by the President or the Board, helping maintain consistency, communication, and accountability throughout the organization. Secretary
1) The Secretary is responsible for maintaining the official records of the Association and ensuring that Board operations remain organized, transparent, and well-documented. This includes preparing and preserving meeting minutes, maintaining bylaws and corporate documents, and ensuring that Board actions and decisions are accurately recorded.
2) The Secretary supports communication within the Board by distributing agendas, meeting notices, and relevant materials in a timely manner. The Secretary also assists in maintaining historical continuity by organizing records, tracking Board terms, and ensuring that institutional knowledge is preserved for future leadership.
3) The Secretary performs additional duties as assigned by the President or the Board to support effective governance and communication. Treasurer
1) The Treasurer is responsible for managing the financial affairs of the Association with accuracy, transparency, and accountability.
2) This includes maintaining complete and accurate records of all receipts and expenditures, preparing financial reports for the Board, and ensuring that funds are handled in accordance with approved budgets and financial policies.
3) The Treasurer oversees the collection and disbursement of funds, coordinates with committee leads on budget needs, and ensures that financial practices support the long-term sustainability of the program.
4) The Treasurer also assists in preparing annual budgets, monitoring financial trends, and advising the Board on financial considerations that impact program operations.
5) The Treasurer performs additional duties as assigned by the President or the Board to support responsible financial stewardship.
Section 3. Director Election and Term
1. Director Definition
1) Director is any duly appointed or elected Board member who serves in a non-Officer role and carries out the responsibilities assigned to their position in support of the Association’s mission and operations
2) For complete narrative descriptions of all Officer and Director positions, including expectations and role-specific duties, see the Board Roles document maintained by the Association. Board Position Definition
2. Director Elections
1) Director elections may be conducted at the Annual Meeting or afterward by digital ballot.
2) Election of Directors requires approval by a majority of the quorum.
3) Vacancies may be addressed at any regular Board meeting and may be filled by either new residents or current members.
4) The appointment of a new resident requires approval by a majority vote of the quorum.
5) The appointment of an existing member does not require a full quorum and may be approved by the Directors present.
3. Director Terms
1) Directors serve two-year terms and may be re-elected for additional one-year terms.
2) Directors who are unable to complete their full term shall notify the Officers as soon as possible to support a smooth and orderly transition.
3) Upon resignation, removal, or completion of a term, all departing Board Directors are required to support a smooth transition to their successor. This includes: a) Transferring all WBYF-related documents, records, and materials in their possession, whether digital or physical. b) Providing full access to the official WBYF Director email account associated with the role, including login credentials and any relevant communication history. c) Offering reasonable guidance and orientation to the incoming Board Director to ensure continuity of operations, including an overview of ongoing tasks, timelines, vendor relationships, and role-specific processes.
Section 1. Annual Meeting
1. The Annual Meeting shall be held on the first Wednesday in November at a location designated by the President.
2. The Annual Meeting will conclude the business of the year and include year-end reports, recognition of service and the introduction and consideration of new members.
3. New members may be voted in at this meeting.
4. At the end of the meeting the board will start the initiation of the Officer election process and shall open the one-week window for Officer nomination requests.
Section 2. Monthly Meetings
1. Regular monthly meetings shall be held at 6:30 p.m. on the first Wednesday of each month, at a location determined by the Board.
2. Monthly Board meetings shall address agenda items, receive updates from Directors, and ensure progress on assigned responsibilities.
Section 3. Quorum
1. A majority of all Members constitutes a quorum.
2. A quorum is defined as a simple majority of the total Board membership. For example, if the Board consists of 12 members, a quorum is 7.
3. No official business may be conducted unless a quorum is present.
4. If a quorum is not present, the Board may meet for discussion but may not take any binding action.
5. Any action taken when a quorum is present requires the affirmative vote of all members of the quorum.
Section 4. Special Meetings
1. Special Meetings may be called by the President or by any two Directors
2. The Secretary shall provide notice of the time, place, and purpose of any special meeting to all active board members.
3. Notice may be delivered by email, phone, or other reliable electronic communication
4. Only the business stated in the notice of the Special Meeting may be transacted.
5. A full board quorum must be present to conduct business.
6. All Board members shall receive notice of any vote to be taken to ensure full transparency and equal opportunity for participation
Section 5. Board Action
1. Official actions require a majority vote of the Directors and Officers present, and may only be taken when a quorum, as defined, is established.
2. Voting may occur in person or by digital ballot.
3. Actions may also be taken without a meeting if the action is presented in writing and members are given adequate time to review and respond.
4. Adequate time is subjective to urgency, response, and awareness. But it should be around a week.
5. Actions without a meeting will be cast by digital vote or in writing and kept on record.
6. A quorum is required to pass any action, and may be met through in-person participation or approved digital responses.
Section 1. Executive Committee
1. The Executive Committee is composed of the Elected Officers of the Association. Its role is to address routine or timesensitive matters when convening the full Board is impractical, ensuring continuity of operations and alignment with established policies and the mission of the Association.
2. This committee is responsible for maintaining the Association’s official records and for overseeing the administration, interpretation, and periodic review of these Bylaws.
3. All Executive Committee actions must be reported to the Board at the next regular meeting for review and, when required, ratification.
4. The Executive Committee may not take any official action without approval from board quorum.
Section 2. Standing Committees
These committees support the ongoing operations of the Association and ensure consistent oversight and alignment with the mission and values of the program. Rules Committee
1) The Rules Committee is responsible for league rules, playbooks, coach qualifications, coach training and review, clinics, and sign-ups.
2) The committee is composed of the Officers and the Coaching Director, who work together to ensure consistency in coaching standards, player development, and program operations across all grade levels. Finance Committee
1) The Finance Committee provides general oversight of the Association’s financial affairs by reviewing financial reports, monitoring expenditures, and supporting the Board in making informed financial decisions that align with the mission and operational needs of the Association.
2) The committee consists of the President, Vice President, and Treasurer, who work together to ensure responsible budgeting, transparent financial practices, and long-term financial sustainability for the program. Property Committee
1) The Property Committee is responsible for equipment acquisition and maintenance, field maintenance and lining, and the procurement of apparel, and uniforms.
2) The committee is composed of the Officers and the Field Coordinator, and/or a designated board member.
3) The goal is to ensure that all facilities, equipment, and program materials are safe, well-maintained, and aligned with the operational needs of the Association. Communications Committee
1) The Communications Committee is responsible for Community outreach, published materials, website maintenance, and liaison work with external organizations such as White Bear Recreation and the High School Football Program.
2) The committee is composed of the Officers, the Communication Director, High School Liaison and Special Events Coordinator.
3) The committee ensures that information shared within the Association and with the community is accurate, timely, and aligned with the mission and values of the program.
White Bear Lake Youth Football Association Bylaws Code of Conduct Committee
1) The Code of Conduct Committee is responsible for upholding the behavioral standards, expectations, and community values of the Association.
2) The committee oversees the development, communication, and enforcement of the Code of Conduct to ensure a safe, respectful, and supportive environment for all participants.
3) The committee is overseen by the President and consists of the Vice President, Secretary, and Coaching Director, with no fewer than three (3) and no more than five (5) members.
4) The committee reviews conduct concerns, supports conflict-resolution efforts, and recommends actions that promote accountability, sportsmanship, and positive youth development.
5) It also collaborates with coaches, families, and volunteers to provide education, guidance, and consistent expectations across all grade levels concerns, support conflict-resolution processes, and recommend actions that promote accountability, sportsmanship, and positive youth development.
6) The committee also collaborates with coaches, families, and volunteers to provide education, guidance, and consistent expectations across all grade levels. Coach Selection Committee
1) The Coach Selection Committee is responsible for recruiting, interviewing, and recommending qualified coaching candidates for all grade levels.
2) The committee ensures that coaching candidates reflect the program’s mission, values, and developmental philosophy, prioritizing safety, positive communication, inclusivity, and age-appropriate instruction, while evaluating applicants, verifying qualifications, and upholding a consistent, fair selection process.
3) The committee is composed of the President, Vice President, Coaching Director, and at minimum one (1) member appointed by the President to provide an independent viewpoint. a) The independent appointee may be a Board or non-Board community member.
4) The Committee shall consist of no fewer than four (4) appointed members and no more than six (6) appointed members. a) A seventh (7th) appointed member may be added only in the event that more than one appointed Committee member is also a candidate for a coaching position. b) In the event that a White Bear Varsity coach participates in candidate interviews, their presence shall be advisory only and shall not count toward the total number of Committee members.
5) Members shall recuse themselves where a conflict of interest exists, including family relationships, business or financial connections, or any circumstance that could reasonably compromise impartial judgment. a) A conflict also exists when a committee member is applying for the same coaching position, requiring full recusal of that grade level. b) Familiarity through school, community activities, prior seasons, or having a child on the applicant’s team does not constitute a conflict unless it compromises impartial judgment.
6) The committee recommends coaching candidates to the Board for approval and ensures that all selections align with the Association’s mission, values, and developmental philosophy.
Section 2. Additional Committees
1. The Board or President may establish additional committees and assign duties as needed
Section 1. Storage Digital Records Drive
1) All Board information shall be stored digitally in the shared Google Drive maintained under the White Bear Youth Football Association. This drive serves as the central repository for organizational documents, records, and materials.
2) The President and Vice President shall hold administrative-level access to the Board Records Drive to ensure proper oversight, continuity, and management of all stored information.
3) Board members are expected to save all relevant documents, minutes, communications, and operational materials to the Records Drive in accordance with WBYF’s record-keeping practices.
4) Access to drive will be through WBYF official email address.
Section 2. Email Accounts Member Accounts
1) All Board members will be issued a personalized WByouthfootball.org email account for use in their duties with the Association.
2) Board members are expected to conduct official Board business through this email account to ensure clear public authentication of communications made on behalf of WBYF.
3) Special exceptions for use of personal emails can be approved by the officers.
4) Personalized Board email accounts will remain active for one year following the member’s departure from the Board to allow for record retention, continuity of communication, and access to historical information needed for organizational operations
5) Misuse or misrepresentation of an Association account may result in immediate denial of access Director Email Accounts Certain Board positions are assigned an official WBYF email account for conducting all Association business related to that role. This system streamlines communication and ensures that information is preserved and passed down seamlessly as roles transition.
1) All official Board role email accounts are the property of White Bear Youth Football Association and are maintained for organizational continuity. These accounts are not personal email accounts and must be used exclusively for WBYF business.
2) Upon transition of a role, the departing Board member must: a) Transfer full access to the official role email account to the incoming Board member b) Ensure all relevant emails, documents, and communication history remain intact c) Refrain from deleting or altering any information that may assist the incoming member in understanding past decisions, vendor relationships, or ongoing tasks
3) The incoming Board member is responsible for updating the account password upon assuming the role and notifying the President and Secretary of the updated credentials for secure recordkeeping.
4) Email content created or received through a role account is considered part of the Association’s official records and must be retained in accordance with WBYF’s record-keeping and data retention policies.
5) Committee shared email falls into these same governing rules.
Section 3. Minutes Board Meetings
1) All Board meetings shall be documented in written minutes. Minutes must be reviewed and approved at the next regular Board meeting.
2) Approved meeting minutes shall be posted on the Association’s website to ensure transparency and public access to Board actions.
3) All meeting minutes shall be stored in the WBYF Records Drive as part of the Association’s official records and maintained in accordance with WBYF’s record-keeping practices.
Section 1. Financial Instruments
1. All bills must be submitted to the Treasurer for payment.
2. Checks, drafts, and payment orders must be approved by the President and countersigned by an Officer or agent designated by the Board.
3. All accounts shall be kept current and up to date to the last full month.
Section 2. Contracts and Agreements
1. When execution of a contract or instrument is authorized without specifying signatories, the President or Vice President and the Secretary may execute it on behalf of the Association.
2. All Contracts entered into will be approved by vote by the board
3. A list of all contracts and terms will be filed with board documents and be managed by the secretary and treasurer
1. The fiscal year of the Association is the calendar year
2. A Season is June 1 to Oct 31st
1. Meetings of the Board shall be governed by Robert’s Rules of Order unless otherwise specified by adopted rules.
2. The President, or the presiding officer, has the authority to maintain order, recognize speakers, and guide discussion to ensure productive and respectful deliberation
3. Any Director or Officer may make a motion, which must be seconded before discussion or vote
4. In the event of a tie vote, the motion fails
5. All actions taken by the Board shall be recorded in the minutes, including motions, votes, and any approved actions taken outside a meeting
1. These bylaws, or any section thereof, may be amended or repealed by a majority vote of the Board of directors
2. All Amendments are to be made for the good of the program and community