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Executive Summary
This document outlines the rules, regulations, and bylaws for the Township of Upper's sports and recreation programs. It establishes the Sports and Recreation Programs Advisory Board and defines its purpose, membership, meeting protocols, and officer roles. The document further details the requirements for organizations administering sports programs, including coaching certifications, player conduct, parental responsibilities, and complaint resolution procedures. The regulations cover facility usage, equipment, participation fees, and amendment processes to ensure the integrity and safety of the Township's recreational activities.
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Document Text
--- Document: Rules & Regulations Document ---
TOWNSHIP OF UPPER
CAPE MAY COUNTY
RESOLUTION
RESOLUTION NO. 226-2010
RE: ESTABLISHING THE SPORTS AND RECREATION PROGRAM ADVISORY BOARD
AND ADOPTING ADVISORY BOARD BY-LAWS AND RULES AND REGULATIONS FOR
UPPER TOWNSHIP SPORTS AND RECREATION PROGRAMS
WHEREAS, the Township Committee of the Township of Upper has determined that it is
appropriate to create an advisory board for sports and recreation programs in the Township and establish by-
laws for said board; and
WHEREAS, the Township Committee has also determined that it is appropriate to formally
establish rules and regulations for Upper Township sports and recreation programs and the use of Upper
Township facilities in connection with such programs; and
NOW, THEREFORE, BE IT RESOLVED by the Township Committee of the Township
of Upper, in the County of Cape May and State of New Jersey, as follows:
1. The allegations of the preamble are incorporated herein by this reference.
2. The Township Committee of the Township of Upper hereby creates the Sports and
Recreation Programs Advisory Board and establishes same in accordance with the by-laws attached hereto as
Exhibit A which are hereby approved and adopted.
3. The Township Committee of the Township of Upper hereby adopts formal rules and
regulations for the operation of Upper Township sports and recreation programs and the use of Upper
Township facilities in connection with such programs as set forth in Exhibit B attached hereto.
4. All Township officials and officers are hereby authorized and empowered to take all
action deemed necessary or advisable to carry into effect the intent and purpose of this Resolution.
Ruhind Paler
RICHARD PALOMBO, Mayor
Wanda Anglime
WANDA GAGLIONE, Township Clerk
Resolution No. 226 -2010
EXHIBIT A
TOWNSHIP OF UPPER
SPORTS AND RECREATION PROGRAMS ADVISORY BOARD BY-LAWS
ARTICLE I - Name
An advisory board has been created by the Township Committee of the Township of
Upper and is hereby known and referred to as the "Sports and Recreation Advisory
Board" (hereinafter referred to in these by-laws as "Board").
ARTICLE II – Purpose
The Board shall serve as the advisory body for the Department of Public Works, the
Department of Sports and Recreation Programs and the Township Committee of the
Township of Upper. The Board shall implement the approved rules and regulations
regarding sports and recreation programs as well as the related use of Township facilities
as directed by either the Township Committee, the Department of Public Works or the
Department of Sports and Recreation Programs. The Board shall offer advice and
recommendations to these Departments and the Township after receipt of a request for
same. The Board shall also serve as the body to which appeals of unresolved complaints
are heard with respect to individual sports and recreation programs of the Township.
Final action on any unresolved complaint shall be determined by the Township
Committee of the Township of Upper.
ARTICLE III – Membership
The Board shall consist of five members, one of which shall be the Township
Committeeperson in charge of the Department of Sports and Recreation Programs. The
remaining four members of the Board shall consist of volunteers who are residents of the
Township of Upper. Neither the volunteer members nor their family members shall be a
participant in or formally or informally associated with a current Upper Township sports
or recreation program or an organization operating an Upper Township sports or
recreation program. Prior participation or involvement in Upper Township programs or
sports shall be permitted so long as there is no current involvement. The Township
Committee shall appoint the members of the Board annually and shall have the power to
remove Board members in its discretion. Upon any vacancy, the Township Committee
may fill the position.
ARTICLE IV – Meetings
The Board shall meet as necessary upon notice to Board members and each organization
authorized to operate an Upper Township sports or recreation program. Annually, the
Board may provide one notice of regular meetings and no further notice shall be deemed
necessary for such regular meetings. The notice of a meeting may be sent by regular mail
or e-mail.
A meeting of the Board for any purpose may be called at any time by three members of
the Board, one of which must be the Township Committeeperson in charge of the
Department of Sports and Recreation Programs. Such meetings of the Board shall be held
upon not less than two days notice given personally or by telephone or e-mail, or upon
not less than four days notice given by depositing notice in the United States mail,
postage prepaid. Such notice shall specify the time and place of meeting. A majority of
the members of the Board shall constitute a quorum thereafter for the transaction of
business. The acts of a majority of Board members at a meeting at which a quorum is
present shall be the act of the Board.
ARTICLE V – Compensation
No Board member shall receive any fee, salary or remuneration of any kind for his or her
service as a member of the Board; provided, however, that a Board member may be
reimbursed for reasonable expenses incurred with the approval of the Township
Committee pursuant to current Township policy.
ARTICLE VI – Officers
The Board shall elect a president and such other officers as it shall deem necessary. The
duties and authority of the officers shall be determined from time to time by the Board.
Subject to any such determination, the President shall have general charge of and
supervision over and responsibility for the affairs of the Board and shall preside at all
meetings of the members.
ARTICLE VII – Parliamentary Authority
The Board shall be governed by Robert's Rules of Order, as currently revised, unless
otherwise provided for by these by-laws or by a unanimous vote of the full Board.
ARTICLE VIII – Force and Effect of By-laws and Amendments to By-laws
These by-laws are subject to the provisions of any applicable New Jersey law and the
approval of the Township Committee of the Township of Upper. These by-laws may be
altered, amended or repealed by the Township Committee.
TOWNSHIP OF UPPER
RULES AND REGULATIONS
SPORTS AND RECREATION PROGRAMS
AND USE OF TOWNSHIP FACILITIES
ARTICLE I - Purpose
The purpose of these rules and regulations is to set forth the Township of Upper
requirements for the operations of its approved sports and recreation programs and their
use of Township facilities.
Section 1.
Section 2.
ARTICLE II – Ongoing Programs
Organizations to administer programs.
Each ongoing sport or recreation program of the Township of Upper shall
be operated by an approved private nonprofit organization for such sport
or activity. The Township Committee of Upper Township shall authorize
such organization to operate said program and use Township facilities in
accordance with Township requirements. Attached hereto as Exhibit A is a
list of the currently approved organizations with respect to each current
ongoing sports or recreation program of the Township. Each approved
organization must strictly adhere to these rules and regulations.
Organization requirements.
Any nonprofit organization permitted to utilize the Township facilities and
participate in Township programs shall do so at the sole discretion of the
Township Committee. Such authorization may be withdrawn by the
Township Committee at anytime. Any such nonprofit organization is
required to provide the following:
A.
B.
Proof that the organization is a validly formed and existing
nonprofit corporation organized and existing under the laws of the
State of New Jersey and in good standing. The organization must
provide a copy of the certificate of incorporation of the
organization together with other documentary evidence that the
corporation is in good standing. The Township may also require a
copy of the by-laws of the organization.
Proof that the organization has qualified and is currently qualified
as a nonprofit corporation under both federal and state law. The
organization must provide a copy of the IRC 501c(3) registration
and confirmation.
Section 1.
C.
Proof that the organization remains in good standing with the State
and maintains its nonprofit status during the period of use of the
Township facilities. In other words, the organization must, upon
request, provide to the Township documentary evidence attesting
to such facts. In addition, the organization must provide proof that
the organization has registered under the New Jersey Charitable
Registration Act and has filed the appropriate annual forms in this
regard.
D.
The organization must provide reports from the organization to the
Township delineating that the activities of the organization are
undertaken in furtherance of its public purpose, the approximate
value or cost, if any, of such activities in furtherance of such
purpose and an affirmation of the continued tax exempt status of
the nonprofit organization pursuant to both state and federal law.
ARTICLE III – Sports and Recreation Program Requirements
Coaches
A.
B.
C.
D.
Ε.
F.
All coaches must complete the National Youth Sports Coaches
Association certification classes and must adhere to the National
Alliance Youth Sports guidelines and complaint resolution
procedures.
All coaches and assistants shall undergo background checks and be
fingerprinted as per the policy of the Township of Upper.
All coaches shall turn in a team roster with the child's name, the
telephone number of parents and the jersey number to the
Department of Sports and Recreation Programs within two weeks
of the first game played.
There is zero tolerance for bad behavior from any coach while
coaching a practice, game or when children are present.
There shall be no smoking on the fields when the children are
present.
There shall be absolutely no alcohol or illegal drugs permitted on
Township property.
G.
Section 2.
Players
A.
B.
Coaches are prohibited from participating in, or facilitating, the
recruitment of their players to other teams (regional, high school,
etc.).
Team members shall conduct themselves in a proper manner and
shall show respect to all coaches, officials and opposing team
members.
Team members shall be responsible for their uniform and
equipment and Township property.
C.
There is zero tolerance for bad behavior from any team member on
or off the field/court or at a sporting event.
Section 3.
Parents/Spectators
A.
No player shall be permitted to participate in any activity until the
parent or legal guardian has executed a player participation release
and indemnification form. The form must be approved by the
Township and a copy of the signed form must be provided prior to
participation to the Department of Sports and Recreation
Programs.
B.
C.
Parents must return the uniform and equipment of their child and
all other team property to the coach within two weeks after the
sport has ended.
All spectators shall conduct themselves in a proper manner and
show respect to all coaches, officials, Upper Township team
members and opposing team members on and off the field/court.
D.
There is zero tolerance for bad behavior from any spectator on or
off the field/court while at a sporting event.
Ε.
There shall be absolutely no alcohol or illegal drugs permitted on
Township property.
Section 4.
A.
Complaints
In the event of a complaint with respect to a sports or recreation
program of the Township of Upper, including but not limited to
complaints against coaches, the organization designated by the
Township to administer that sport or recreation program shall have
procedures in place to resolve the complaint within its membership
Section 5.
in accordance with the guidelines and complaint resolution
procedures of the National Alliance for Youth Sports Guidelines
(NYSCA). Attached hereto as Exhibit B is a copy of the current
NYSCA guidelines and requirements in this regard.
B.
In the event the complaint is not resolved by the organization
authorized by Upper Township to administer the program the
individual involved may appeal the decision of the organization to
the Sports and Recreation Advisory Board for a determination. The
determination of this Advisory Board shall be final unless further
appeal by an individual involved is taken to the Township
Committee of the Township of Upper.
Scheduling Use of Facilities.
Each organization operating a sport or program in the Township must
provide a proposed facility use schedule and request for use of facilities to
the Department of Sports and Recreation Programs by such deadlines the
Department may require. The Department of Sports and Recreation
Programs will notify the organization as to the availability of fields or
facilities for their requested events or games. There is no guarantee as to
availability of any field or facility at anytime. The scheduling and
availability of all Township facilities and fields is subject to the ultimate
approval of the Township of Upper.
Uniforms and Equipment.
Section 6.
Each organization operating a sport or program in the Township must
supply and maintain all appropriate and required uniforms and equipment
for that sport or program. Each organization may only use equipment
which has been certified as safe for that activity.
ARTICLE IV – Participation or Sign-up Fees
Section 1.
Any registration or sign-up fees charged by an organization authorized to
administer an Upper Township sports and recreation program shall be in a
reasonable amount and consistent with similar such fees charged by other
comparable and neighboring municipalities for similar activities.
ARTICLE V - Amendments and Additions
Section 1.
These rules and regulations may be amended, repealed or supplemented
from time to time by the Department of Sports and Recreation Programs
or the Township Committee of the Township of Upper.
EXHIBIT A
TO
RULES AND REGULATIONS
Upper Township Fall Baseball,Inc.a/k/a Upper Township Baseball, Inc.
Upper Township Basketball Association, Inc.
Upper Township Challenger Sports, Inc.
Upper Township Cheerleading Association, Inc.
Upper Township Dog Park Association A NJ NonProfit Corporation
Upper Township Football Association A NJ NonProfit Corporation
Upper Township In-Line Hockey Association, Inc.
Upper Township Lacrosse Association A NJ NonProfit Corporation
Upper Township Men's Softball
Upper Township Soccer Association, Inc.
Upper Township Girls Softball Association A NonProfit Corporation
Upper Township Wrestling Association, Inc.
EXHIBIT B
TO
RULES AND REGULATIONS
NYSCA COACH ACCOUNTABILITY AND ENFORCEMENT POLICIES
Accountability (along with screening, training and evaluation) is an important step in the process of
ensuring that quality volunteers are involved with the children participating in sports programs. The
National Alliance for Youth Sports (NAYS) has created the National Youth Sports Coaches Association
(NYSCA) Coach Accountability and Enforcement Policies to help local chapters achieve the highest
standards for its NYSCA member coaches. The policies listed in this document were designed so that
NYSCA members who do not adhere to the NYSCA Coaches' Code of Ethics are held accountable for their
behavior.
:
THE NAYS CHAPTER'S ROLE
The NYSCA Coaches' Code of Ethics is the foundation of NYSCA Membership. It is important for NAYS
Chapter Directors and Clinicians who conduct NYSCA coach training and oversee members to fully
understand and embody each expected behavior in the NYSCA Coaches' Code of Ethics in order to
implement these policies.
In cases where the Code of Ethics has been violated, it is the responsibility of the NAYS Chapter to report
the details to the NAYS national office so that an accurate database can be maintained for the protection
of other NAYS Chapters using the NYSCA program.
It is recommended that at the start of each sport season NAYS chapters establish a defined method for
dealing with complaints about coaches. In the absence of a clearly defined procedure, NAYS
recommends establishing a Coach Accountability Committee for the purpose of acting on coach
complaints and determining what action should be taken if a coach is in violation of the NYSCA Code of
Ethics. (See Organizing an Accountability Committee below for details.)
Note: It is not required that a NAYS Chapter form a Coach Accountability Committee if a method is
already in place to deal with coaching behavior issues. However, if a recommendation from a NAYS
chapter to revoke a coach's NYSCA membership is appealed by the coach, NAYS will require that a local
committee be formed to respond to the appeal at a local hearing.
Recommended: ESTABLISH A COACH ACCOUNTABILITY COMMITTEE
The following are some general guidelines for establishing a Coach Accountability Committee:
1. The committee should consist of 3-5 individuals.
2. The committee should be established at the beginning of each season.
3. Suggested committee members may include members of the recreation Advisory Board, league
administrators and parents, among others.
4. A copy of the Code of Ethics, either a printed copy or digital link, should be sent (email, mailed
or faxed) to each committee member upon their appointment to the committee.
5. One individual should be appointed as chair to establish appropriate meeting times and be
responsible for communicating details with other committee members.
Page 1 of 6
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:
RESPONDING TO A COACH COMPLAINT
There are many ways that a NAYS chapter can receive a complaint against a coach. We recommend
that, no matter what the complaint, you require that it be received in writing for proper documentation.
An official NYSCA Coach Complaint Form is highly recommended for use with situations which may
warrant some type of disciplinary action against a coach. The form is available by contacting NAYS
Chapter Services at (800) 729-2057 or by email at: chapterservices@nays.org.
Whether a coach complaint is filed directly with the chapter or sent by the NYSCA office to the chapter, it
is the duty of the chapter responsible for training the coach to respond to complaints lodged against an
NYSCA member within 10 days of the complaint.
The chapter has the complete authority to determine the severity of the situation and whether or not the
coach has violated the NYSCA Code of Ethics. As stated earller, if an established method is not already in
place for dealing with coach complaints, we recommend establishing a Coach Accountability Committee
to make that determination.
If It is determined that a violation of the Code of Ethics has occurred, it is the responsibility of the NAYS
chapter to determine the appropriate sanction and report it to the NAYS national office (see Reporting a
Violation of the NYSCA Code of Ethics listed below).
When reviewing a complaint and deciding what action is the most appropriate in a given situation, the
chapter must take into consideration various possible extenuating circumstances.
Factors that might suggest a more lenient sanction include:
•
First offense
Remorse
Apparent desire to perform
•
Other good coaching attributes
Factors that might suggest a harsher sanction include:
Violation of the law
•
Child endangerment
•
•
Prior complaints
Lack of remorse
•
•
Number of expected behaviors violated
Extraordinarily poor judgment around children
Possible actions against a coach include:
•
Written warning
Apology from coach
Probation (length of probation to be specified)
Suspension (length of suspension to be specified)
Recommending revocation of NYSCA membership
Page 2 of 6
:
REPORTING A VIOLATION OF THE NYSCA CODE OF ETHICS
1. Once the NAYS chapter has determined that a violation has occurred, the chapter must complete
and submit to the NAYS national office a Violation of the Coaches' Code of Ethics Form
reporting the chapter's findings and the sanction applied to the member. Again, this form should
be submitted within 10 days of receiving the initial complaint. The form is available by contacting
NAYS Chapter Services at (800) 729-2057 or by emall at: chapterservices@nays.org.
IMPORTANT: The chapter director must complete the Violation of the Coaches' Code of Ethics
Form for any breach of the Code of Ethics. All violations will be logged in the member's file for
future reference. A copy of the form must also be made available to the coach.
2. If the chapter determines the severity of the situation warrants a request for revocation of
membership by indicating it on the Violation of the Coaches' Code of Ethics Form, It is up to the
NAYS national office to determine if the information provided by the chapter is sufficient to
proceed with the request.
REVOCATION OF MEMBERSHIP PROCEDURES
If the NAYS national office accepts the chapter's request for revocation of membership, NAYS will notify
the coach in writing of the chapter's request and the coach will be given 10 days from the date of the
letter to appeal the chapter's request by notifying NAYS in writing of intent to appeal.
If the coach does not appeal the chapter's request for revocation of membership, the NAYS national
office will officially grant the chapter's request for revocation of membership and the coach's membership
and all benefits will be discontinued effective the date of the chapter's initial request. A letter will be sent
to the coach officially notifying him/her of the revocation of membership. This information will be logged
in the member's file.
If the coach submits an appeal, and the chapter did not previously hold a hearing, it will be required for
the NAYS chapter to hold a revocation hearing. After the hearing, the Committee will submit its
recommendation to NAYS.
The steps for setting up and holding a revocation hearing are as follows:
{
Step 1: Organizing a Revocation of Membership Hearing
1. A review committee to hear the complaint will need to be formed, consisting of 3-5 individuals.
2. Suggested committee members may include a member of the recreation Advisory Board, league
administrators, clinicians or chapter directors from a different community who understand the
Code of Ethics and parents of other children in the league.
3. The Individuals serving on the committee should have no blas or involvement with the coach in
question. Impartiality is essential when selecting the committee members.
4. A copy of the Code of Ethics should be sent (email, mailed or faxed) to each committee member
upon their appointment to the committee.
5. A copy of the completed Violation of the Coaches' Code of Ethics Forin should be sent (email,
malled or faxed) to each committee member upon their appointment to the committee.
i
!
1
Page 3 of 6
:
Step 2: Holding a Revocation of Membership Hearing
1. The chapter director must notify the coach of the date and time of the hearing and be given
reasonable notice to prepare to address the complaint to offer his/her side of the incident.
2. The committee chair is responsible for recording (audio) the meeting. If necessary, NAYS may
request the audio tape for review.
3. The meeting is not intended to judge a person's character. The sole purpose of the hearing is to
(a) determine whether there was or was not a violation to the Code of Ethics and (b) determine
whether the coach's membership should be revoked as a result.
4. Once the committee chair has presented the alleged facts, the coach should be asked to offer
his/her side of the incident and the members of the committee can ask about specifics that relate
to the reported incident(s).
5. Anyone who can provide direct testimony as to the facts that gave rise to the incident alleged in
the complaint should be encouraged to attend and speak at the meeting. However, the hearing
only goes to the question of whether or not the coach violated the Code of Ethics. Character
witnesses would not be appropriate to the hearing.
6. After the hearing, the committee has the authority to determine whether a violation has occurred
and, if so, to determine the appropriate disciplinary action, including revocation of NYSCA
membership or a lesser punishment.
7. The committee's determination is to be reported in writing to the local NAYS Chapter, who will
submit the findings to the NAYS national office.
8. Once the NAYS national office receives written notice of the local final determination for action
against the coach it will notify the coach of the final decision and his/her right to appeal.
9. If the coach appeals, members of the NAYS National Board of Directors will review the record of
revocation proceedings.
10. Any recommendation for revocation of a coach's NYSCA membership will be reviewed by the
NAYS National Board of Directors with a presumption of correctness and will be granted by NAYS
unless the revocation of membership process was not properly followed by the chapter. The
NAYS National Board of Directors will not address any questions of fact or substitute its judgment
for that of the chapter's in either assessing the seriousness of the offense or the appropriateness
of the assigned consequences.
11. The NAYS national office will provide written notification to the chapter and the coach as to its
final decision.
!
Page 4 of 6
VIOLATION OF THE COACHES CODE OF ETHICS
Coach's Name:
Member ID# (if known):
NATURE OF COMPLAINT:
Date of Incident:
1. Describe the reported incident or attach documentation, e.g. Coach Complaint Form,
which includes detailed information.
Text box
2. Provide detalled information on the chapter's findings.
How did the coach violate the Code of Ethics Pledge?
3. Did the chapter hold a hearing? Yes No If yes, date of hearing:
How was the panel selected?
Page 5 of 6
4. If chapter held a hearing, did the coach attend the hearing? Yes
5. What is the sanction to be applied to the coach?
Written warning
Apology from coach
Probation - Please specify length of probation:
Suspension - Please specify length of suspension:
Other:
Recommendation for Revocation of membership
6. Has the coach been provided with a copy of this form? Yes
If no, how was he/she notified of the sanction applied?
No o
Additional Information, if necessary:
Chapter Name:
Chapter Director Name:
Email Address:
Daytime Phone:
Completed by:
Page 6 of 6
Date:
No p
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First Discovered
Apr 2, 2026
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Apr 2, 2026
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