Sparks Nevada Pop Warner Football League, Inc.
Standard Operating Procedures
Note: These Standard Operating Procedures were updated July 1st 2014. These S.O.P’s supersede all
previous Standard Operating Procedures
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Table of Contents
Standard Operating Procedures
Page #
000 – Purpose
001 – Meetings
002 – Registration
003 – Financial Assistance
004 –Refund Policy
005 – Team Selection
006 – Team Names & Colors
007 – Coaches
008 – Coaches Selection
009 – Certification
010 – Equipment & uniforms
011 – Recruiting Of Participants
012 – Newsletter
013 – Association Memory Book
014 – Poker Tournament
015 – Pop Warner Day
016 – Fundraising
017 – Scholastic
018 – Team Binders
019 – Insurance
020 – Fiscal Responsibilities
021 – Budget
022 – Pictures & Plaques
023 – Snack House
024 – Golden Eagle Regional Park
025 – Association Penalties
026 – Legal Liabilities
027 – Discrimination
028 – Disciplinary Action
029 – Hearings & Appeals
030 – Team Account Rollover
031 – League day
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STANDARD OPERATING PROCEDURE – 000
Purpose
The purpose is to standardize the operating policies and procedures of Sparks Pop Warner. It is felt that setting
standards will help alleviate controversy between association personnel, team personnel and parents. Any deviation
from the Standard Operating Procedures must be revised by a majority vote of the board of directors and this document
updated within 30 days of the revision.
ASSOCIATION CODE OF CONDUCT
Adults or youth affiliated with Sparks Pop Warner will not criticize, taunt or degrade the opposing team, game
officials, coaches or fans by improper comment or gestures, will not incite unsportsmanlike conduct, will not use
abusive language , will not strike or threaten to strike any coach ,manager , game official , board member of any
association or league(regionally or nationally) or booster club ,parent ,guardian or spectator. There is no alcohol, or
tobacco products allowed on or near the fields. All activities will be conducted for the youth, not the adults. All
participants, parents, coaches and board members are required to fill out code of conduct form.
STANDARD OPERATING PROCEDURE – 001
Meeting
Board meetings are necessary to maintain appropriate oversight of the daily operations of Sparks Pop Warner.
GENERAL BOARD MEETINGeneral Board Meetings
Monthly general board meetings will be held on the second Sunday of each month at 5:00 p.m. at Round Table pizza
on Baring Blvd. or at a location TBA via the league website. These public board meetings will be limited to ninety
(90) minutes and will address board business only. Board business includes daily operations, fiscal management,
policies and procedures, SYF, HLA, regional and national league information in addition to any concerns and/or
complaints regarding association operations. The board has the ability to terminate a meeting at any time by majority
vote of the board. Board members and coaches must attend 51% of board meetings to be eligible to vote at the next
election. This percentage is from the time the application is approved not the beginning of the season.
BOARD OF DIRECTORS MEETING / E-BOARD MEETINGSoard of Directors Meeting /E-Board Meetings
All meetings of the Board of Directors / E-board are private and closed to the public. The decisions that are made at
these meetings are to be addressed at the next monthly board meeting to the entire board as new business. All coach
selections are to be discussed and made at closed meetings only.
COACHES MEETINGS
A special meeting of the coaches can be called by the cheer coordinator, football commissioner and/or Board of
Directors to discuss issues related specifically to the coaching staff, football and cheerleading teams. This includes
information regarding equipment, uniforms, clinics, coaching policies and procedures, schedules, practice fields, etc.
TEAM BUSINESS MANAGERS MEETING (football and cheer)
Special meetings of team business managers can be called by the treasurer and/or Board of Directors to discuss issues
related specifically to the football and cheerleading teams. (Example paper work, deposits, team accounts, etc.)
STANDARD OPERATING PROCEDURE – 002
Registration
Registration dates shall be selected by the board of directors. The first date shall be a non-advertised date for returning
players. New players will not be turned away but the date will only be advertised to all returning players. A fee
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structure for registration dates will be established by the Board of Directors each year before registration begins.
Registration dates shall be advertised where ever the board deems necessary. (Example: February $135 for returners,
March and April one registration $165, May/ June 2 dates each month $175, July/ August two dates in July one in
August $185)
The absolute cut-off date for all registrations is the third Wednesday of August. Some circumstances may allow
further registrations, filling of a team, high school player returning. All registrations must be closed by the end of
August, in order for the player to fulfill the required practices before playing in the first game.
STANDARD OPERATING PROCEDURE – 003
Financial Assistance
It is the policy of Sparks Pop Warner and that of Sagebrush Empire not to turn away any participants because of lack
of funds. The philosophy is to grant financial assistance on a requested basis. A financial aid application must be
submitted prior to the Board of Directors consideration of the request. Applications will be decided upon the by the
Board of Directors and notice in writing issued upon decision.
A budget shall be established before the first registration to determine the number of financial assistance applications.
At this time Sparks has set this number at 10 applicants worth $100 each to the budget.
A requirement for accepting any financial aid will be volunteering a minimum of 10 hours. The parent or guardian of
the player who receives financial aid will be responsible for completing the 10 hours of volunteer time. This can be
completed through field directing, setup or cleanup of fields or other association needs.
STANDARD OPERATING PROCEDURE – 004
Refund Policy
There are no refunds for registration fees however, if there is an extenuating medical circumstance or if a player is
moving out of the area an exception can be made. The refund request procedure is to have the parent submit a written
request explaining the medical circumstance or the fact that they are moving out of the area. The Board of Directors
will review the request. Upon board approval a check will be mailed to the address on the registration form unless a
different address is requested. There is always a $50.00 processing fee. Absolutely no refunds will be issued after
July 31st and no refund will be issued until all equipment and uniforms have been returned.
STANDARD OPERATING PROCEDURE – 005
Team Selection
GOALS:
1.
2.
Team parity through random selection (no team “stacking”)
Flexibility and “customer Satisfaction” while maintaining fairness
The team member selection process outlined here makes several assumptions: 1. Coaches will be encouraged to work
their way through the age/weight divisions beginning at Tiny Mite and moving up through Unlimited. This will allow
a group of youth athletes to work with the same coaching staff for a prolonged period in an attempt to maximize their
learning through continuity of approach over time.
2. Since teams once formed with this approach to be outlined below will create a “core group” of athletes who will
remain together throughout their Pop Warner football experience. Random team assignments will be focused at the
Tiny Mite level initially and subsequently with the addition of newly registered players at weight divisions above
Mighty Mite. This approach is intended to allow a “core group “of players to stay together for the sake of coaching
continuity, friendship development, and to enhance skill-building efforts across their entire Pop Warner Football
career.
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All returning players may return to their team or head coach from the previous year. No other team assignment may
be given to the player regardless of a division change. Never shall a newly forming team benefit by pulling players
from more than one team from the previous year if a coach changes weight divisions or team mascots.
A first assistant coach that is applying for a head coaching position will be allowed to take the players that would like
to follow him. The coach must have been rostered as a first assistant coach on the previous team. Players will only
be allowed to follow him to his new team that first year. The players that chose to follow the assistant coach will now
be his returners.
If returning players or their parents desire a different team/coach, they will be placed in a hat pick to be drafted by
someone other than their former team/coach. Returning players are on a first come first serve basis. All non returning
participants will be placed in the hat pick automatically.
All football participants may be weighed to aid in the determination of their division of play. The President, 1st and
2nd Vice President along with the Football Commissioner may make suggestions as to division of play based on
experience, weight and age.
By June 1st, (at the earliest) the Board of Directors is to form the team selection committee consisting of a minimum
of two non-coaching board members. This team selection committee will hold the hat pick June 15th at the earliest,
sitting board of directors may push further into June if necessary. The hat pick is designed to ensure parity in numbers
on all rosters. The hat pick will be executed in a two –step fashion in this particular:
1.
All participants placed in the hat pick that have special considerations (see below) will be assigned to
a roster first.
2.
The balance of the new participants in the hat pick will be distributed to each roster to equalize the
number of participants in that division for each team. This will occur by first identifying and
distributing older/lighter players randomly to teams in each weight division and then subsequently the
balance of the hat pick players will be distributed randomly to teams in each weight division.
After the hat pick is closed the Secretary will prepare the rosters. All preliminary rosters are to be given to the coaches
by July 1st. Registrations for all divisions will continue until the third Wednesday in August or until division is full.
The division is full when the maximum number of participants is on each team. National rule book has determined
size of teams; however Sparks builds teams as follows:
Tiny Mites to 22
Mighty Mites thru Junior Pee Wee at 25
Peewee thru Unlimited at 28
Sparks will not turn players away; we will fall back on National rules if we need to place more players on teams.
The Board of Directors will bring all new players after the hat pick to the team selection committee for proper
allocation to the appropriate roster. Each time a football player, is added to a football roster, the Board of Directors
is to inform the coach of the roster change. The Secretary will give a revised roster to the head coach prior to the
Jamboree.
Final rosters are to be prepared by the secretary and given to the head coaches with time to ensure national guidelines
are meet and approvals are received by the guidelines set forth by nationals. Upon any revisions, they are to be signed
by the appropriate association personnel and forwarded to the Sagebrush Empire President this is now done through
League One. Keep in mind that all documents must reach Pacific Northwest region by the first Monday in October.
SPECIAL CONSIDERATIONS should be in the best interest of the player with regards to fairness within the league.
Any unexpected deviation from the random assignment process will be done solely for the benefit of the child, keeping
in mind the “It’s about the kids” mentality.
Special consideration for team selection:
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1.
2.
3.
Personality conflicts between the player /parents and coach/staff.
Logistical considerations (e.g. ride sharing, practice field locations, sibling’s team assignments, etc.)
Children of coaching staff—Assignment will be made based upon the “Child following the returning
coaching parent”.
In the event of an unforeseen expansion or elimination of a team, the Board of Directors will meet and assign
participants to a new team using the above rules as a guideline.
STANDARD OPERATING PROCEDURE – 006
Team Names and colors
All team names in a division are to be decided by the Board of Directors based on equipment and uniform on hand for
that particular division. The preferred team names for each division shall be Wolf Pack, Steelers, Cardinals and Saints.
If additional teams are needed then the Chargers shall be used. Teams will be built in the following order: Wolf Pack,
Steelers, Cardinals, Saints then Chargers. The Board of Directors may allow a coach to take his team name to the
next division, if there is a need for a new team and no players will be pulled from other teams and there is enough
equipment to do so. This will be on a case by case basis and will be thoroughly looked at and reviewed by the Board
of Directors. No new equipment will be purchased just to take a team to a new division when there is enough
equipment in a different mascot.
Primary Jersey Colors:
Wolf Pack – Navy Blue and/or Silver
Steelers – Black/Yellow
Cardinals – Scarlet Red
Saints – Black/Gold
Chargers – White
The cheer uniforms are to follow the same color scheme as the football teams.
STANDARD OPERATING PROCEDURE – 007
Coaches
Coaching is an extension of the Sparks Pop Warner Board and League. Coaches represent the integrity of the program
being conducted and must support program objectives and policies. Coaches must be aware of the positive and
negative impact they can have on their players/members and the Association. Coaches must maintain an atmosphere,
which promotes and supports the philosophy of the Association. Coaches must be responsible to young athletes,
parents, officials, and other coaches by being knowledgeable of the policies and procedures pertaining to the Pop
Warner program to include:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Providing a safe environment during practices, games and related functions.
Acquiring necessary training to coach young athletes.
Being knowledgeable of the rules.
Communicating with parents.
Serving as a role model.
Reporting any suspected child abuse or neglect.
Adhering to the National Rules for Pop Warner Football and Cheer.
Completing current Sagebrush Empire coach’s application, coach’s contract and volunteer application.
Passing a background check.
Attending or a representative attends all Association general board meetings to ensure adequate knowledge
on the workings and support needs of the Association.
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10. Ensure proper behavior and sportsmanship of all team/family members during periods of competition.
11. Attending all equipment related events in coordination with the equipment and manager, i.e. equipment shed
organization, equipment safety checks, equipment handout, equipment turn-in, etc.
12. Turning in all players and coaches’ equipment and books at the end of the season, at appropriate time and
place scheduled by the equipment manager.
13. Not have an outstanding balance charged to your team account at the end of the season.
14. Notify football commissioner, cheer coordinator and Executive Board of any parental complaints.
15. Attend and help at the fields for the Jamboree, Snow Bowl and Regional.
16. Set-up and teardown fields when playing on home fields in Sparks.
17. Picking up garbage after game when playing on home fields in Sparks.
18. Attending Association sponsored Coaches Clinic and First Aid Class.
19. Maintain team book ensuring all player information up to date and accurate.
20. Completing online coach’s clinics and training.
COACHES’ REGISTRATION
Proper training must be provided for all coaches. The Board of Directors must ensure coaches’ training begins before
the volunteer coaches’ work with the children and that national certification is completed within 60 days of the
beginning of the season, preferably before. The Executive Board must approve any exceptions. Training will include
as a minimum:
First Aid and Cardiopulmonary Resuscitation (CPR)
Psychology of coaching youth
Injury prevention
Practice organization
Coaches’ liability
Training and conditioning.
Child and adolescent development
Diversity and sexual harassment issues
Techniques of coaching specific sport
The head coach and one assistant coach from each team (football and cheer) must attend the annual coach’s clinic
sponsored by Sagebrush Empire. In addition, the head coach and one assistant coach from each team (football and
cheer) must have current certification through December 31st in first aid and CPR. The head coach and team manager
must attend Sparks coaches’ clinic, assistant coaches’ are encouraged to come as well.
COACHES’ ASSIGNMENT RESTRICTIONS
A coach in one division is not permitted to manage or coach in a second division during the same season.
EVALUATION OF COACHES
The Board of Directors has developed an evaluation program to identify those coaches who are able and willing to
support the purposes of the football/cheer program. The Board of Directors has also established and implemented
procedures to identify those whose services should not be continued because they are not fulfilling the objectives of
the program. The coach selection procedure is outlined in the Standard Operating Procedures. The Board of Directors
should observe each coach’s performance within the first month of volunteer service. Coaches must be able to present
evidence of competency in coaching football/cheer and must be judged by the association administrators to be among
the most qualified to serve as youth coaches. The results of the evaluation program for youth coaches should be used
to determine the most qualified. The Executive Board will keep a file on all head coaches and staff for the year.
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Complaints and/or problems, good or bad will be kept on file for the following coaches’ selection, assistant coaches
of the head coach will go in the same file.
REMOVAL OF COACHES
The Board of Directors is authorized to remove any coach for failure to follow the guidelines for coaches’ duties in
the football/cheer program. Or, for, failure to adhere to acceptable behavior for coaches as outlined in National,
Sagebrush and Sparks Pop Warner Rules.
TRAINING COACHES
When new coaches without experience enter football/cheer program, it is desirable to place them with experienced
coaches with proven abilities. Those abilities include use of proper teaching techniques, skill in communicating with
players and other coaches, and presenting a positive self-image at all times.
NUMBER OF COACHES
Each team should have, as a minimum, the following number of authorized and designated managers, coaches, or
assistants.
-
Head coach, Business and assistants so that the ratio of participants to coaches is 12:1 or better. Refer to
National rule book for amount of coaches and positions.
Head coach must assign assistant coaches in a position, 1st assistant etc.
COACHES CODE OF ETHICS
I hereby pledge to live up to my responsibilities as Coach by following the Association Coaches’ Code of
Ethics:
I will place the emotional and physical well-being of my players ahead of a personal desire to win.
I will treat each player as an individual, remembering the large range of emotional and physical development
for the same age group.
I will do my best to provide a safe playing situation for my players.
I will promise to review and practice basic first aid principles needed to treat injuries of my players.
I will follow all concussion rules for my players.
I will do my best to organize practices that are fun and challenging for all my players.
I will be knowledgeable in the rules of the sport that I coach, and I will teach these rules to my players.
I will use those coaching techniques appropriate for all of the skills that I teach.
I will remember that I am a youth sports coach, and that the game/competition is for children and not adults.
STANDARD OPERATING PROCEDURE – 008
Coaches Selection
The following criteria (in no particular order) will be used when evaluating all head coaches: head coaching
experience, assistant coaching experience, supportive of the association, regularly attends the general board meeting,
helpful throughout the year, positive and negative feedback, and children in the program. Using the criteria, the Board
of Directors will rank each coach with a number, #1 being the top pick.
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A prospective head coach must submit the proper paperwork in order to be considered for a head coaching position.
This paperwork includes the coach’s application, questionnaire, coach’s contract, volunteer form needed for the
background check, copy of driver’s license, and copies of first aid and CPR certification.
Coaches will be selected for teams starting with the Tiny Mite division on up through Unlimited. After a list of possible
coaches has been generated, team names will be assigned to each coach. Team assignments to coaches will be based
on the following criteria: Number ranking, Seniority in division, seniority in league, and prior affiliation with team
name or hat pick in particular order.
The same method will be used in choosing cheer coaches.
All assistant coaches are selected by the head coach but their applications must be approved by the Executive Board.
STANDARD OPERATING PROCEDURE – 009
Certification
Certification is the process whereby the team or association will file Sagebrush Empire, a complete roster of
participants for the regular season schedule. All required paperwork must be included in the team binder in the proper
order for each participant. The player contract must include their picture showing their number. All football players
are to have their weight certified per league rules. These certifications are all done thru League One.
STANDARD OPERATING PROCEDURE – 010
Equipment and Uniforms
FOOTBALL
The Equipment Manager will be in charge of football equipment distribution. He will recruit help from board
members’ and coaches. As a set of equipment is distributed, each parent must sign an equipment agreement requiring
them to return the equipment at the end of the season and to maintain it in its existing condition. The agreement will
include the cost of each item.
The Equipment Manager will be in charge of football equipment return. The Equipment Manager will recruit from
board members’ and coaches. As the equipment is returned, the equipment is inspected and the agreement signed by
the parent is discarded or given to the head coach. The head coach will collect all equipment and turn into the
Equipment Manager. The head coach will also sign an equipment agreement for the coach’s bag and its content. The
head coach will receive only the plaques and pictures for the players that have turned in to the equipment manager.
All others are to be held until the equipment is returned or paid for.
A complete inventory by the Equipment Manager is to be submitted to the President by the December board meeting
along with a proposed budget for the following year’s equipment needs.
Football helmets are to be certified and/or purchased as needed and new purchases for pants and other equipment are
to be made as needed. Helmets are to be black or blue.
This is to include jerseys, helmets, decals, shoulder pads, all girdle pads, knee pads and thigh pads. Any additional
equipment used by players must conform to league rules. Players may bring their own helmets, shoulder pads, etc.
this equipment must be brought to equipment handouts for the Equipment Manager or Board Member to inspected
and it must be certified and reconditioned appropriately.
CHEER
The Equipment manager and cheer coordinator will be in charge of cheerleading equipment distribution. The head
coach must sign a cheer equipment agreement requiring them to return the equipment at the end of the season and to
maintain in its existing condition. The agreement will include the cost of each item.
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The Cheer Coordinator and Equipment Manager will be in charge of cheer uniform return if applicable. The Cheer
Coordinator will recruit help from Board Members and coaches. As the uniform is returned, it is inspected and the
agreement signed by the parent is discarded or given to the head coach. The head coach will collect all uniforms and
turn into the cheer coordinator. The head coach will receive only the plaques and pictures for the cheerleaders that
have turned in their uniform. All others are to be held until the uniform is returned or paid for.
A complete inventory by the cheer coordinator is to be submitted to the president by the December board meeting
along with a proposed budget for the following year’s cheer needs.
STANDARD OPERATING PROCEDURE – 011
Recruiting of Participants
All Board Members, coaches, and parents may recruit participants to the SPW program, but they may not at any time
recruit them to a particular team. This is grounds for removal from the program.
STANDARD OPERATING PROCEDURE – 012
Newsletter
It is the intent of the board to have a newsletter posted on the website or published weekly as a way of communicating
with the parents. If it is in the newsletter, the board will assume the parents know about it. More than one copy can
be given because of a custody situation. The newsletter is to include all upcoming events with times and dates and
requests for volunteers, previous game results and upcoming game schedules and anything else the board deems
necessary to inform the parents about.
STANDARD OPERATING PROCEDURE – 013
Association Memory Book
The association reserves the right to produce a memory book for the given season. The president shall appoint a
chairperson to manage the association memory book. During the month of August and September sponsors shall be
sought to place ads in the memory book and team pictures shall be taken of all football and cheer teams. The memory
book orders or the memory book should be taken at Pop Warner Day and the memory book should be ready to
distribute at the end of the regular season.
STANDARD OPERATING PROCEDURE – 014
Poker Night
The association shall attempt to sponsor a poker night each summer at a local venue with the proceeds to go to the
association. The President shall appoint a chairperson and the chairperson shall form a committee to plan and organize
the event. All football and cheer coaches and parents shall be invited to participate as this is an association fundraiser.
The committee will propose the volunteer requirements to be approved by the board of directors. This fundraiser will
support scholastics banquet & equipment needs, at this time no money will go to the teams.
STANDARD OPERATING PROCEDURE- 015
Pop Warner Day
The association shall sponsor a Pop Warner Day to be held on a day prior to the beginning of the first game of the
season at a park in Sparks. This event is usually held the weekend prior to the Jamboree in August.
This event shall consist of an opening ceremony where all teams and coaches are introduced. The association should
try and get a speaker and announcer, D.J. and color guard for the opening ceremony. The association should have
food for sale, games, bounce houses etc. The raffle ticket fund raiser shall be used to generate money for teams and
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the association. Distribution of funds is to be evaluated and dispersed based on team participation and association
needs. Raffle ticket fundraiser is a70/30 split, 70 to the association and 30 to the teams. This split is based on dollars
earned after all purchases and rental contracts are paid. This split may be reduced or increased based on the needs of
the association. The president shall appoint a chair person and the chairperson shall form a committee to plan and
organize the event. This event will require a city event form from the City of Sparks and we use this day as our freebie.
STANDARD OPERATING PROCEDURE – 016
Fundraising
The Executive Board shall be in charge of association fundraising and sponsors. The appointed chairperson shall form
a committee to actively recruit association sponsors and manage all association fundraisers. All association
fundraising and sponsorship money is to be used in the general budget to keep cost of registration down as low as
possible.
Individual teams may offer fundraising to the parents to offset the cost of additional equipment or uniform items or
travel but team fundraising may not begin until the beginning of the season. All team fundraisers must have prior
approval from the Executive Board unless they are already listed below as approved fundraisers. Team sponsors can
be sought at any time. All items purchased with fundraising and sponsors money must be approved by the Board prior
to purchasing. Team fundraising cannot be made mandatory. Team fundraising is to be used for the whole team and
cannot be individualized to one child.
APPROVED TEAM FUNDRAISERS:
Candy Rummage Sale
Pizza
Beef Jerky
T-Shirts sales
Candles Raffles Scratch Cards
Magazines
Bake sale
Penny Power
Hot Chocolate
Coupon Books
Discount Cards
Car Wash
Donut Cards
Cookie Dough
STANDARD OPERATING PROCEDURE – 017
Scholastics
The Scholastics Coordinator will collect All-American applications for all eligible participants 90% and above to be
submitted to Region, 96% and above therefore will be submitted to Nationals to be considered for First Team AllAmerican status. The association shall offer its own scholastic program where all athletes with a scholastics
percentage of 90% are recognized.
STANDARD OPERATING PROCEDURE – 018
Team Binders
The Football Commissioner and Cheer Coordinator in conjunction with the Secretary will hold a mandatory coaches
meeting prior to the start of the season to go over the proper order of paperwork in the team binder. This process must
be in accordance with Sagebrush Empire, Pacific Northwest Region and National Pop Warner rules. It is the
responsibility of the head coaches to hold a parent meeting before handout to receive ALL required paperwork from
the parents to be able to put the binder together. The paperwork will be checked by the Football Commissioner and
Cheer Coordinator before equipment and uniforms are issued and before the first day of practice.
Failure to do so can result in, but is not limited to, head coach suspension, player suspension or forfeiture of games.
STANDARD OPERATING PROCEDURE – 019
Insurance
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TEAM LIABILITY
Sparks Pop Warner shall carry team insurance on each certified football and cheer team. This General Liability
insurance covers claims for bodily injury, property damage, and personal injury liability for each participant and
coach. It may be purchased through Pop Warner or through another agent but must cover everything the Pop Warner
policy covers. Policy must be a $2 million liability policy per the Sparks Recreation and must list the youth foundation
and city of Sparks, as well as Sagebrush Empire, Washoe County Schools, and the University of Nevada.
DIRECTOR’S LIABILITY
Sparks Pop Warner shall also carry General Liability insurance with a minimum $1 million limit. This covers all
volunteers such as board of directors, coaches, scorekeepers, agents, committee personnel for their error and
omissions. It covers not only damages, judgments, and settlement costs arising from legal liability suits but also the
cost of defense. This may be purchased through Pop Warner or through another agent.
EQUIPMENT & PROPERTY
Sparks Pop Warner shall also carry equipment and property insurance on all football and cheer equipment and
uniforms, field equipment and the snack house and its contents. The policy may be purchased through Pop Warner
or through another agent.
STANDARD OPERATING PROCEDURE – 020
Fiscal Responsibilities
The Executive Board is accountable for the financial affairs of the Sparks Pop Warner Football League based on its
role of steward and administrator. In this role the board requires assurances that financial management is responsible
and supports the Sparks Pop Warner program.
FISCAL YEAR
The fiscal year of the Sparks Pop Warner League shall be January 1st through December 31st, the calendar year.
ASSETS
An inventory list will be maintained and updated annually, for all Association assets. Included in this inventory will
be the location of said assets. This must be given the president by December 31st.
FINANCIAL REIMBURSEMENT
No Board Member, Associate Member, head coach, assistant coach, volunteer or another individual is authorized to
charge anything, personally or on behalf of a team, to Sparks Pop Warner Football League, Inc.
Travel, Lodging & Per Diem
Any Board Member requesting pre-travel financial assistance for Sparks Pop Warner board business will be
responsible to provide in writing the proposed travel and lodging costs in addition to a per diem rate of $10 for
breakfast, $15 for lunch and $25 for dinner. The written request must be presented to the board at least 30 days prior
to the date of travel and upon the approval of the Board of Directors.
Those individuals requesting reimbursements for travel, lodging and per diem may submit their request in writing for
board approval. Mileage reimbursement will follow IRS standards. Sparks Pop Warner will not be financially
responsible for the entertainment of any individual said travel.
COMMUNICATION DEVICES
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There will be absolutely no reimbursement for the use of cellular phones, pager, and/or other communication devices
used by a representative of the Association.
The Association will reimburse for all long distance phone calls made for the purpose of Association business with
the stipulation that an itemized bill is presented to the board for approval.
DISTRIBUTION OF CHECKS/REIMBURSEMENT
Absolutely no checks will be issued for any purpose other than those purchases that have been authorized by the
President and Treasurer. Supporting documentation (i.e. a receipt for the expenditure, purpose of the expenditure)
and any other information that may be deemed appropriate will be required upon the conclusion of the purchase.
There will be no reimbursement if these items are not submitted to the Treasurer.
Any expenditure of Sparks Pop Warner money for any reason other than to directly benefit children of the program
will require a vote and approval by the Board of Directors. The said expenditure will be announced at the next monthly
board meeting, noted in the minutes and open for public input.
Reimbursement of expenses to any individual, who later obtains sponsorship monies to cover those expenses, will
require the following written evidence of said expenditure.
1.
2.
3.
4.
Proof of check or money order given to association for expenditure.
Said check or money order must be dated prior to December 31st of the current year for
game/competition.
Copy of sponsor check.
Vote from board for approval of reimbursement at next regularly scheduled board meeting, with quorum
present.
INDIVIDUAL TEAM PURCHASES
Any representative of a Sparks Pop Warner football and/or cheerleading team to include head/assistant coaches, team
manager and parents, who purchase additional items for a specific team (i.e. sweats, sport bags, tights, etc.) will be
personally responsible for the payment of such items. Reimbursement will only be made for items approved by the
Board of Directors. If payment for said item is charged to an individual team account, it is the responsibility of the
head coach and business manager to assure the monies are in the team account. No check will be issued from a team
account without sufficient funds for said expenditures. Coaches whose accounts are overdrawn or owe money to a
vendor will be immediately suspended from his/her coaching position until such deficits are brought current. Sparks
Pop Warner is not responsible for any coach’s debt.
SNACK HOUSE
An accounting system will be developed and implemented by the Treasurer and Snack House Manager for the snack
house. All money collected and removed from the snack house at any time during the said event will be done so under
double custody, preferably by the Snack House Manager and an authorized Board of Director. In the event one or the
other is absent, any two other designated Bard of Director members will be allowed to collect the money. Money will
be counted before removal and a receipt signed by both custodians will be placed in the cash drawer. Money will be
placed in a secure, locked environment. At the end of the event all money will be counted and a receipt signed by
both custodians documenting the total amount to be turned over to the treasurer for deposit along with the adding
machine tape (or cash register tape). If the Treasurer is not present at the end of the event, the money will be turned
over to the Treasurer no later than the first Monday following the event. Upon receiving, the Treasurer will count all
money and sign the receipt as evidence of accuracy. A copy of the receipt signed by both custodians will be included
in the Treasurer’s report at each board meeting. This includes all events the snack house is used at including, cheer
competition, snow bowl, etc.
The contract for the snack house must be renewed each year at Reds bar and grill in Golden Eagle regional Park. Babe
Ruth has the snack house until the end of July, at that time the sitting President and/or Snack House Manager will
need to contact Babe Ruth and purchase there left over inventory and give them notice when to be out. Sparks Pop
Warner has the snack house from August thru December. It is strongly suggested that at the end of our football season
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in November that the snack house is cleaned and given back to Reds for contract sign off. Rent for the snack house
has been 200 dollars.
STANDARD OPERATING PROCEDURE – 021
Budget
In December of each year the President with the help of the Treasure will produce the next year’s budget based on the
previous year and the next year’s needs. The Equipment Manager shall prepare a complete inventory of football
equipment and a proposal of new football equipment prior to the December budget meeting. The Cheer Coordinator
shall do the same for the cheer equipment and the Snack House Manager shall do the same for the snack house
equipment. The President and Treasurer will have a meeting in December to put all information together.
The President will then type up the budget and submits it to the Board of Directors for approval at the January meeting.
If the President from the previous year is not reelected or has stepped down he will complete and give to the new
President at the January meeting.
STANDARD OPERATING PROCEDURE – 022
Pictures and Plaques
Competing bids shall be sought in the spring to provide bids on the association’s needs for the standard picture package
given to each participant. The decision shall be a majority vote by the Executive Board. A date shall be chosen and
the Secretary shall prepare the contract and get the required signature. Sparks Pop Warner has been using Scott
Westover Nevada Sports Photography, Scott continues to give a great deal and does all coaches badges for FREE.
Competing bids shall be sought by early summer to provide bids on the association’s needs for the standard plaque
given to each participant. The decision shall be a majority vote by the Board of Directors.
STANDARD OPERATING PROCEDURE – 023
Snack House
The snack house manager shall arrive at GERP house by 4 pm on each game day to prepare the snack house to open
by 5pm that night. The volunteers to run the snack house shall be provided by the football and cheer teams. The
snack house manager shall make out a schedule of working times in accordance with the game schedule and give it to
the head coaches at least one week prior to the scheduled game or within 24 hours of scheduling the game. The snack
house is to remain open until the last game has ended and the field begins to clear. It shall be cleaned up and all the
trash is to be deposited outside door for pickup. Each referee shall receive one meal and all they can drink for each
night of work. They are to sign in by referee number at the snack house. Each volunteer shall receive one drink for
every 30 minutes of work in the snack house and one meal every two hours of work in the snack house. If a snack
house manager cannot be located and the association must pay for someone to run it, the salary will be $200/night. A
check will be prepared by the Treasurer and issued each evening upon close of the snack wagon.
STANDARD OPERATING PORCEDURE – 024
Golden Eagle Regional Park
Golden Eagle Regional Park – GERP shall be home practice and game field for Sparks Pop Warner. At the park
there are no dogs, no tobacco no sunflower seeds and no alcohol permitted at ANY Pop Warner event at GERP. The
Field Director and /or Board Member or Executive Board Member will be responsible in making sure the home
football team with the 6pm game sets up the fields with yard markers, cones and sideline ropes. The home football
team with the 8pm game is responsible for putting away field equipment under the supervision of the Field Director
and/or Executive Board Member. All teams are responsible for picking up trash on all fields after the game and
depositing it in the trash cans on the fields. Trash bags can be found in the snack house.
STANDARD OPERATING PROCEDURE – 025
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Association Penalties
Any and all association penalties that are the direct result of a particular team shall be reimbursed by that team to the
Association and issued a warning. If the action continues the Executive Board has legal right to disciplinary action.
STANDARD OPERATING PROCEDURE – 026
Legal Liabilities
The Executive board has a moral and legal duty to protect the assets of Sparks Pop Warner program and must conduct
its business with due care. Exercising due care is demonstrating reasonable, prudent behavior.
SELF-DEALING
Board Members who vote on decisions in which they or their associates will realize personal or financial gain are
involved in self-dealing. Self-dealing (ie; authorizing a contract for a service owned by a board member or board
members family) will not be allowed under any circumstance.
CONFLICT OF INTEREST
A conflict of interest is determined to exist when the interests or concerns of any member of the Executive Board, or
any member of his or her family, or any party, group, or organization in which the individual is actively involved,
may be seen as competing with the interest of or violating the ethical integrity of Sparks Pop Warner.
A Board Member or any member of his or her immediate family shall in no way realize any personal gain from his
board position. Acceptance of any gifts, entertainment, services, loans, or promises of future benefits from any person
who might benefit from said individual’s relationship to the board.
A Board Member or any member of his or her immediate family shall not use for personal advantage or for the
advantage of any other group, organization, or business to which he or she has allegiance any confidential information
or material acquired in the discharge of the individuals responsibilities (such as roster, mailing lists, and telephone
directories).
DISCLOSURE STATEMENT
Any potential conflict of interest shall be disclosed in writing to the President of the Executive Board by the individual
concerned prior to engaging in a conflict-of-interest action.
When any such conflict of interest is relevant to a matter requiring action by the Board, the interested person shall call
it to the attention of the President, and such person shall not vote on the matter.
Moreover, the person having the conflict shall leave the room in which, the meeting is held and not participate in the
final deliberations or decision regarding the matter under consideration.
The minutes of the meeting shall reflect that a conflict of interest was disclosed and that the interested party was not
present during the final discussion or vote and did not vote.
When there is a doubt as to whether a conflict of interest exists, the matter shall be resolved by a vote of the body,
excluding that individual.
In the event that a potential conflict of interest is not disclosed, the matter shall be referred to the Board for
determination of continued membership of the individual concerned.
STANDARD OPERATING PROCEDURE – 027
Discrimination
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Sparks Pop Warner will not tolerate or condone discrimination with its participants, coaches, board members or
parents. We are all equal regardless of race, ethnicity, religion, color, gender, education, etc.
STANDARD OPERATING PROCEDURE – 028
Disciplinary Action
Sparks Pop Warner League Codes of Conduct Grievance Procedure
Our goal is to provide a positive experience to all members of our association. However, we realize that from time to
time an issue may arise within our organization that requires attention. We have designed our “Grievance Policy” to
provide a process in which an individual can present an issue for review. Grievances will be based on the conduct of
members of the Sparks Pop Warner during league related activities.
In an effort to resolve grievances in a reasonable and effective manner, we request your cooperation in complying
with the Grievance Policy. Any grievance should be presented on an individual basis; group (pack mentality) methods
will not be tolerated. Please note that Sparks Pop Warner will not tolerate any act of retaliation by any members
of the association including those that the grievance has been filed against, or the filing of the grievance as an
act of retaliation.
1.
Grievance Defined
a. A complaint against Association members’ actions or personnel including its Board of Directors,
coaches, youth participants, parents, officials, or fans, that violate Codes of Conduct, Sparks Pop
Warner Bylaws or Standard Operating Procedures. This is not a procedure to find fault with or change
the Codes of Conduct, Sparks Pop Warner Bylaws or Standard Operating Procedures.
b. A confrontation on the playing area, or an adjacent area, between Association members’ personnel,
coaches, youth participants, parents, officials, or fans.
2.
The object is to resolve issues at the most immediate level. Listed below are the steps that can be taken In
the event that a grievance isn’t resolved at the immediate level.
a. It is the responsibility of all Association representatives to report any grievance to the Board of Directors
in writing or via e-mail within 48 hours of occurrence. No grievance will be heard if filed outside of the
time limits.
b. The Board of Directors will only review cases that are submitted on the official Sparks Pop Warner
Grievance Form. The Board of Directors may request additional information deemed necessary in
rendering a decision.
c. The Board of Directors will convene either in person or via e-mail, and take the matter into consideration
within 48 hours of receiving the written complaint. The Board of Directors will hear both parties facts
regarding the grievance. A decision will be rendered within 72 hours of the date of the written complaint.
d. The Board of Directors has the right to reject any formal written complaint based on merit.
e. All Board of Directors decisions are final, and complaints will be retained on file and may be used in the
disposition of other complaints.
Sparks Pop Warner League Grievance Form
Your Name ___________________________________Phone # ________________ E-mail____________________
Division and Team _____________________________ Coaches Name ____________________________________
Date of Incident _______________________________ Time of Incident ___________________________________
Location of Incident _____________________________________________________________________________
Code of Conduct violation ________________________________________________________________________
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Please list a narrative of the events in writing. Please attach a separate page and attach if you need more room. List
what attempts have been made to resolve with the Head Coach first, if any.
Signature _________________________________________________Today’s Date __________________________
(Person reporting the concern)
Return this form and any attached submission to your Sparks Pop Warner President (Jim Taylor) or Commissioner
(Joel Christie) or via email to jt0199@yahoo.com
STANDARD OPERATING PROCEDURE – 029
Hearings and Appeals
Within ten (10) working days after the effective date of dismissal, a person who has been dismissed may request in
writing a hearing before the Board of Directors to determine the reasonableness of the action. This request must be
made in writing to the President and postmarked within ten working days after the effective date of dismissal.
The Board of Directors shall grant a hearing with a hearing officer within twenty (20) working days after receipt of
the written request unless the time limitation is waived, in writing, by the person dismissed. After the hearing, the
hearing officer shall render the decision in writing setting forth the reasons therefore. If the hearing officer determines
that the dismissal was without just cause, the action must be set aside and the person reinstated. The decision of the
hearing office is binding on all parties.
STANDARD OPERATING PROCEDURE – 030
Team Account Rollover
Any funds left in team accounts as of December 31 st of the season will be rolled into the general Sparks Pop Warner
account. The only exception to this is teams that go to Regionals will have until January 31 st following the season.
At that time the funds will be rolled into SPW account. NO EXCEPTIONS.
STANDARD OPERATING PROCEDURE – 031
League Day
League day will be a day where players will meet their coaches and other players. This is a day for coaches to get
appropriate paper work from participants/parents. Coaches shall go over policies, rules, and requirements of the
players and parents. This day is also a good time for coaches to inform participants of schedules, practice details,
what will be taught, etc. League day is held in early July at Sparks Parks and Recreation Center on Richards Way. An
event form from the City of Sparks Recreation is required. League Day will have onsite registration, physical exams
and possible vendors. Coaches are encouraged to keep the day fun but most of all inform players and parents what to
expect during the season.
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