​PORTLAND TACKLE FOOTBALL ASSOCIATION, INC Bylaws, Rules and Regulations 

Amended on June 8, 2025 

 

 

Article I 

Name 

The name of this non-profit organization is “Portland Tackle 

Football Association, Inc.” (PTFA)  

Article II 

Objective 

   

The objective of the PTFA is to provide a wholesome youth tackle football/cheerleading program that: (1) promotes sportsmanship and fair play; (2) affords all football players the opportunity to play each game and cheerleaders the opportunity to cheer at each game; (3) teaches the importance of character; (4) emphasizes athletic and social skills, and promotes a healthy attitude; (5) teaches that winning is not the most important objective; (6) requires and expects all coaches to teach and lead through positives examples; (7) encourages coaches to teach the basic fundamentals of football and cheerleading; and (8) with cooperation and coordination with the Portland High School Football and Cheerleading programs. 

 

Article III 

Governance 

 

Section 1.  Board Members. 

 

Election of Executive Board Officers. (EBO) The PTFA shall be governed by an Executive Board.  The Executive Board shall be elected positions and shall include the following officers: President, Vice President, Secretary, and Treasurer. To be eligible to serve on the Executive Board the person must have served on the Board of Directors for at least one of the last three years.  All Executive Board Officers shall serve a two year term and have the authority to co-sign checks. Executive Board Officers shall be elected at the January meeting of each new calendar year.  President and Treasurer terms will begin and expire in January of odd number years. Vice President and Secretary will begin and expire in January of even number years.  

 

Election of Board of Directors. The Board of Directors shall consist of the Executive Board and all actively involved Board Members.  To be an actively involved Board Member a person must attend 3 out of the last 5 board meetings.  The Board of Directors will assume all voting privileges once all criteria for membership are met.   

Meetings. The Board of Directors shall meet monthly, January through November, unless otherwise determined by a majority vote of the Board of Directors. 

Quorum.  There must be a minimum of five board members to hold a Board of Directors’ meeting or to vote on any issue (a “Quorum”).  The Board President may only vote in the case of a tie, but can be counted as a member for purposes of establishing a quorum.  

Closed Vote.  Any Board Member making a motion can request a closed vote at the time the motion is made. A closed vote is restricted to actively involved Board Members only. 

Resignation / Removal / Expulsion. Any member of the Board of Directors may resign upon written notice delivered to the President and/or Vice President of the PTFA, and filed with the Secretary.  Any Board Member, including Officers and/or Coaches and appointed Coordinators (see below) may be removed or expelled from the Board of Directors based on written notification of behavior unbecoming of a person affiliated with the PTFA to the Board.  The Board Member has the right to appeal before the Executive Board.  A two-thirds majority vote of the Board Members present is necessary to remove/expel a Board Member. If the Board Member who resigns, or is expelled or removed is an EBO, the remaining Board Members may fill the vacant position by conducting a vote as provided herein at the next regularly scheduled Board Meeting at which a quorum is present. The person filling the vacancy will fulfil the remainder the removed/expelled member’s term. 

Expenditures. All major purchases will be approved by the Board with the exception of league fees, referee fees, insurances, and start up monies for concessions to be reset to $3000.00 at the beginning of each season, and fund raising.  Any purchases under the amount of $50.00 will be at the discretion of the Treasurer unless approved by the Board. Upon an emergency situation where the board is unable to meet and decisions need to be made, the president or vice president has the ability to approve up to $500.00, Secretary or Treasurer up to $300.00.  All monies distributed by the PTFA will require the signature of two EBO’s if done by check, or documented approval by two EBO’s if done by Debit Card.  

 

Section 2.  Executive Board Officers (EBO) 

 

Nominations for the EBO positions shall be made             in November by any member of the Board of Directors.  Nominations may also be made from the floor at the January Board Meeting.  Election of The EBO shall be at the January meeting.  New EBO’s shall begin their term of office at the next Board of Directors meeting following the election of officers. 

An EBO may be removed for good cause by a 2/3rds vote of the Board of Directors providing there exists a quorum at the meeting.   

The Board of Directors shall elect the following EBO 

Members who shall also serve on the Board:  President, Vice President, Secretary, and Treasurer. EBO’s shall serve their term as noted in section 2E (below) or until the EBO is expelled, removed or the EBO resigns as provided in these Bylaws.  Vacancies which occur during an Officer’s term shall be filled by the Board of Directors at the next regularly scheduled Board of Directors’ meeting at which a quorum is present.  Board 

Members may nominate a person for the vacant EBO position. The person elected to fill a vacancy shall serve the predecessor’s remaining term. 

If a husband and wife both hold an executive board position they shall not co-sign on the same check, or be the only two approvers on a debit card purchase. 

The EBO’s shall perform the duties and exercise the powers prescribed by these By-Laws and as necessary to fulfill their position, including, but not limited to the following: 

 

  President. The President shall act as the Chairperson of the Board of Directors and shall be an Executive member of all committees established by the Board of Directors.  The President shall be responsible for the overall conduct of the PTFA and shall be responsible for assuring that the PTFA conducts itself in accordance with the current league affiliated rules.  He/She will only vote in the case of a tie.  The President shall have the authority to co-sign checks and approve debit card usage.  

  Vice President.  The Vice President shall carry out duties delegated to him/her by the President. The Vice President shall have the authority to co-sign checks and approve debit card usage. 

      Secretary.  The Secretary shall maintain the paperwork of the organization, take minutes at all Board of Directors Meetings, prepare agendas for upcoming meetings, notify members of meetings and events, and has the authority to co-sign checks and approve debit card usage.   

        Treasurer.  The Treasurer is responsible for managing the financial resources, and tax/corporate reporting requirements of the PTFA.  The Treasurer shall disperse funds as approved by the Board of Directors, prepare budgets and financial reports and maintain checking and savings accounts on behalf of the PTFA.   

Section 3.  Coordinator Positions.  The Board of Directors will appoint as many Board Members as it believes necessary to fulfill and carry out the following coordinator positions: 

 

Cheerleading Coach Coordinator 

Football Coach Coordinator  

Equipment Coordinator 

Team Parent Coordinator 

Fund Raiser Coordinator 

Concessions Coordinator 

Web Site/Social Media Coordinator 

Field and Grounds Coordinator  

Registration Coordinator 

8th Grade Banquet Coordinator 

Picture Coordinator  

 

Persons appointed to these positions shall serve at will until the person resigns or is expelled or removed by the 

Executive Board.  

Section 4. League Representative.  The Board of Directors shall appoint a member of the Board of Directors to serve as 

The PTFA's current affiliated league(s). This appointment shall be reviewed at the January meeting of each year.  

Section 5. Special Circumstances.   If necessary The EBO may make decisions on behalf of the PTFA without a full board meeting. The vote of the EBO must be a 2/3 vote.  Examples of possible Special Circumstances are, but not limited to coach or player expulsion, emergency disciplinary circumstances or field maintenance.  Any emergency situations that require immediate actions per the EBO are included in Special Circumstances. 

 

 

Article IV 

Coaches 

 

Section 1. Football/Cheerleading Coaches 

Each year, the Executive Board may convene a football and cheerleading coach selection panel.  The Selection Panel may consist of Board Members and/or persons not on the PTFA Board of Directors who are familiar with the PTFA and its mission / goals. Except as set forth in paragraph J below, any person wishing to serve as a football or cheerleading coach, including returning coaches, 1. must complete a coach’s application, 2. provide any information requested by the football/cheerleading coach Selection Panel, and 3. Participate in a coaches interview process conducted by the football/cheerleading coach selection Panel.  The written coaches application must be submitted to the Coach Coordinator no later than the date specified by the Board of Directors for that calendar year.  The written application shall indicate whether the person is interested in serving as a Head Coach or Assistant Coach. Coach applicants can indicate with whom he/she would like to coach with.  A returning coach in Good Standing will be given preference if requesting to return to the team he or she coached the year before.  In “Good Standing” means a Coach who has not violated the rules of the current affiliated league(s),  which govern the conduct of the PTFA and/or any other rules/regulations as determined by the PTFA Executive Board. The coach selection panel reserves the right 

to determine final coaching assignments in the event that two teams are merged into one.  

Head Coaches are responsible for all equipment issued to their team and their players/cheerleaders. However, the equipment coordinator(s) are responsible for organizing and maintaining equipment handout and turn-in activities / records. 

Head Football Coaches are responsible for ensuring that there are only five coaches on the sidelines during games.  There is no limit to the amount of coaches that can help at practice, but they must rotate on game day so that there are no more than five coaches on the sidelines at any one given time.  Only the five coaches that have been designated by the board of directors are allowed at Player Selection. Anyone coaching or directing a player(s) on a practice or game field must have current year coaching application and background check on file with PTFA. The EBO has final say of who is permitted to instruct players in practice or a game setting. 

Head Football and Cheerleading Coaches are responsible for communicating with the Team Parent to ensure all volunteer responsibilities are covered. 

Head Football Coaches are responsible for ensuring that each player on the team plays at least the minimum number of plays required by the current affiliated league(s) and that no player(s) dominate(s) or play(s) such that some player(s) receive(s) only the minimum number of plays. 

The Head Coach from each football/cheerleading team shall serve in an advisory capacity to the Board. The Head Coach Advisors shall have a voice but no vote on the Board proceedings, except that a Head Coach who is also a PTFA Board Member shall have a vote. 

Coaches may be removed for violation of the Coaches’ Creed or behavior unbecoming of the PTFA or the current affiliated league(s)  by a 2/3 vote of the Board of Directors. 

Coaches removed have the right to appeal before the Executive Board Officers. 

All coaches are required to attend one Coaches meeting facilitated by the PTFA and have a criminal background/history check done through the Michigan State Police.  All Coaches must also meet the minimum criteria set by the Michigan Public Schools as mandated by the current affiliated league(s), prior to coaching and/or the beginning of the season. Football Coaches must also attend a Coaches’ Rules Meeting, facilitated by current affiliated league(s),  and any other coaching clinics as determined by the Board of Directors. All coaches must sign and agree to PTFA Mandated Reporter Policy. All coaches must review, sign and adhere to PTFA Bylaws. 

All attempts will be made to allow Coaches to follow their team upon successful completion of the interview process.  If a coach volunteers for a particular team, the Board will try to place them where they wish, but may have to assign the coach where the positions are needed. Preference shall be given to coaches whose children are playing/cheering. 

After two consecutive years of coaching, coach interviews may be waived at the Board’s discretion. 

Head Coaches must have copies of the participants emergency contact list in their possession at all practices and games.  In the event that the head coach is absent at any time during the season they are responsible for appointing an assistant coach to be responsible for emergency contact list. 

In the event of any dispute, The EBO has final say in any and all coaching assignment/ Player selection decisions. 

 

 

 

 

 

 

 

Article V 

Tax Exempt  

 

Section 1. Tax Exempt.  PTFA is considered a non-profit organization under the laws of the State of Michigan and Federal law and has been issued a tax-exempt number. All funds of the corporation shall be deposited from time to time with the Portland Federal Credit Union or as otherwise directed by the corporation. 

 

Section 2. Use of Funds. All funds or properties of the 

PTFA of any nature, whatsoever, shall be used and distributed exclusively for use of carrying out the mission and purpose of this organization.  

 

Section 3. In the event of dissolution of the Portland Tackle Football Association, all assets shall be used for purposes like those of the original and shall be distributed as voted on by the Board. Under no circumstances shall funds or properties be distributed to or for the benefit of any Board member. 

 

Article VI 

Participants 

 

Section 1. Eligible Participants.  In accordance with the current affiliated league(s), rules, any child that attends school in the Portland Public School District, who is enrolled in the 3rd through 8th grade is eligible to play football/cheer.  2nd Graders who are 8 years old on or before September 1st may play in the 3rd Grade division.  If a child resides within the Portland Public School District, but attends school in another district, that child is only eligible to play football/cheer if the district in which he/she attends school DOES NOT have a football/cheer program. However, if a child lives in the Portland School District the PTFA Board may consider extenuating circumstances and permit the child to play for the PTFA. 

Section 2. Participants must attend two practices prior to a game to play/cheer unless approval is given by the Head Coach. 

Section 3. Football Participants must attend the last practice before a game in order to start, exceptions to be approved by the Head Coach. 

Section 4. Participants must be on time for all practices.  Calisthenics/warm-ups must still be completed regardless of time of arrival. All football participants must complete conditioning per current affiliated league(s),  rules prior to the start of live contact.  All 7th and 8th Grade players must complete 6 hours of conditioning and all other grades must complete 8 hours of conditioning. 

Section 5. Participants medical forms and physical cards must be submitted to the PTFA Board between the time of registration and conditioning.  If the physical form is not completed by the time the football player begins conditioning, the player must attend conditioning and watch until the paperwork is turned in. 

 

Article VII 

Sportsmanship 

 

Section 1.  Any use of tobacco products, consuming alcohol, foul language, poor sportsmanship and inappropriate behaviors will not be tolerated by coaches, players, parents, or any person associated with the PTFA during practices, conditioning or games.   

Violations for coaches shall result in the following:            First offense: Warning. Second offense: Out for the next game. Third offense: Removed from coaching position for the current season. 

Violations for players shall result in the following: First offense: Warning. Second offense: Out of the      1st half of next game. Third offense: Out for the     season, no refund of money. 

Executive Board Officers that hold a coaching position   will be held to higher standards.  Violations shall     result in the following: First offense: Out for one    game. Second offense: Removed from Executive Board     and coaching position. 

In the event of any serious violation of any PTFA                   rules The EBO may dismiss a coach without warning. 

 

Section 2. Any personality conflicts will not be tolerated.  Good sportsmanship is expected at all times by the Board Members, Coaches, Participants, and Parents. 

 

Any problems with coaches should be addressed to the Head Coach after taking a 24 hour cool down period. If after talking with the coach the parent is not satisfied with the results then they should file a written complaint to the  Football/Cheerleading Coach Coordinator. If need be, the Football Coach/Cheerleading Coach Coordinator shall raise the issue with the coach against whom a complaint/concern is lodged and/or with the Executive Board. 

 

 

Article VIII Non Liability 

 

No officer, director, employee or volunteer while actively engaged in conducting the business of the corporation shall be liable except for gross negligence or willful misconduct.  The corporation shall indemnify each such person, heirs and assigns against all expenses, including attorney fees, costs, fines and penalties.  

Article IX 

Amendments to the Bylaws 

 

These Bylaws may be amended or repealed by a 2/3rds vote of the Board of Directors present at any duly called meeting of the PTFA, provided that 7 days'  notice thereof shall be given. 

 

Article X 

Independent Organization 

 

PTFA is an independent organization and member of the Mid-Michigan Pony Football League. 

 

 

Article XI 

Player Selection 

 

Purpose is to ensure that all teams at any given level are as fair as reasonably possible. 

When a certain grade has enough Football players/ Cheerleaders so that more than one team is needed at that level, The Board of Directors will determine the appropriate number of teams. 

If more than one team is needed per grade, a Player Selection process shall occur to ensure that the teams are as even as possible in terms of player’s ability, skill, size, speed, strength, as well as any other physical characteristic.   

The Football Coach Coordinator and/or A member of the EBO must supervise the player selection process. 

All Head Coaches MUST be present for the player selection process. 

Assistant coaches are welcome to attend the player selection, but the final decisions are to be made by the Head Coach on the team. 

For player selection purposes, each team is permitted five coaches total. (1 Head coach and 4 Assistants)  Each team has 5 slots to choose their kids.  In the event that a coach does not have a child in the program they will be allowed to “catch up” their picks after the coaches have selected their children.  I.E.  During Lineman selection, one team has 3 “coach kids” that are lineman and the opposing team has no “coach kids” that are lineman.  The team with the “coach kids” that are lineman will pick their kids first during that selection time.  The opposing team will then select any 3 lineman that they want to “catch up” their picks. 

Siblings must stay together, but will count as 2 or 3 picks, depending on the number of siblings. 

Any discussion about player ability or player selection order is confidential and WILL NOT be shared with anyone (including parents) outside the coaching staff and the Board of Directors. 

At the beginning of the player selection process Head Coaches from each grade level will designate player positions.  Head coaches will determine player position as; 1. Lineman 2. Skilled position 3. Tweeners.  Tweeners will be players that will be selected at large.  Head Coaches will select first Lineman and Lineman only.  After Lineman have all been divided, next will be skilled position player selection.  Lastly, after each skilled position player is selected the players at large can be selected.    

Teams will go through a player selection process each year to ensure fairness.  Each year the player selection process will start from scratch and each player will be selected from the list.  No coach can keep players simply because they played on their team in prior years. 

If at the end of the player selection process, all Head Coaches at any given level do not agree that the teams are as even as possible, The EBO will conduct a private meeting in which players at the level will be fairly allotted.  The decision of the EBO is final.  If in the case that an EBO is a coach in the grade level in question, that EBO is exempt from the private meeting.  To replace the EBO during the private meeting, 1 member of the Board of Directors will be asked to take the place of said board member. 

There will be no promises made before or during the player selection process.  No member of PTFA including The Board of Directors or Coaches will make promises to parents regarding coach requests or personal requests regarding players being on friends/ cousins/ or neighbors teams.  We will do our best to accommodate special circumstance with Board of Directors approval. 

 

Article XII Policies and Procedures 

 

Without prejudice to the powers conferred by statute, the Articles of Incorporation, or as otherwise stated in the Bylaws, the Board of Directors shall have the power to adopt and amend policies for the PTFA. The policy manual shall be maintained separate and apart from the Bylaws.

                          

 

 

Adopted with Articles of Incorporation April 30, 1982.

Restated September 18, 2009.

Amended August 5, 2015.

Adopted March 9, 2018. 

 

 

Amended June 8, 2025 and approved by 2/3 vote meeting of the Board of Directors.