Board Manual

ARTICLE XXI — DUTIES OF OFFICERS

SECTION 1: DUTIES OF ALL OFFICERS

A. Officers shall follow the CFL Conflict of Interest Policy

https://docs.google.com/document/d/1aAB6HQJN9I77Pj-Hscmy8UMjxdwyG0HWo74Bn2-85eU/

B. Each officer shall be asked to sign the Officer Consent Form prior to the start of her/his term.

Items 1 and 2 shall be required; items 3 and 4 shall be optional.

https://docs.google.com/document/d/1O01cfFtgAyqsOHb9aIDo6LDd_b-FagH8GpmElOzBoks/

C. Officers shall attend Board meetings.

D. Officers shall have read through the full current text of the CFL bylaws and Board Manual (not counting appendices).

E. Officers shall, if necessary, serve on protest committees.

F. Officers may delegate part of their duties to a designee (see V.3, V.24).

SECTION 2: DUTIES OF THE PRESIDENT

A. The President shall serve as representative to CHSSA by attending CHSSA meetings, serving on CHSSA committees and helping to run the State Tournament as assigned. The President shall inform CFL members of any changes in CHSSA rules or policies. (See Article III Section 11 of the CHSSA Rules and Regulations).

B. The President shall schedule and chair official CFL meetings (see XII.1). The President shall distribute proposed amendments to the CFL bylaws to members.

C. The President shall, with the assistance of the Treasurer and the CHSSA Area Chair, ascertain schools' eligibility to compete in league tournaments.

D. The President shall designate an individual to tabulate sweepstakes awards for the State Qualifying Tournaments (see XIII.9).

E. The President shall sign off scripts for the State Qualifying Speech Tournaments.

F. The President shall appoint student volunteers to league intern positions. The President shall direct student interns to compile data needed for league operations.

SECTION 3: DUTIES OF THE VICE-PRESIDENT OF DEBATE (VP/D)

A. The VP/D shall act as the Tournament Director (see XXVI.4) for all CFL Lincoln-Douglas Debate, Policy Debate, Parliamentary Debate, and Public Forum Debate tournaments.

B. The VP/D shall verify that all debate state qualifier entries are eligible to attend (see XIV.4.A.3)

C. The VP/D shall manage the drafting of novice Policy Debate topic areas (see XV.3).

SECTION 4: DUTIES OF THE VICE-PRESIDENT OF SPEECH (VP/S)

A. The VP/S shall act as the Tournament Director (see XXVI.4) for all CFL speech tournaments.

B. The VP/S shall obtain competent personnel to write U.S. and Foreign Extemp and Impromptu topics for all league tournaments.

SECTION 5: DUTIES OF THE TREASURER

A. The Treasurer shall collect and deposit all dues payments (see XI.2) and tournaments fees (see XI.3).

B. The Treasurer shall pay all CFL expenses in a timely manner and keep all receipts on file (see XI.5 and XI.6).

C. The Treasurer shall maintain and disclose accurate records of all CFL income and expenses (see XI.9.B).

D. The Treasurer shall maintain the CFL account at Chase Bank. The President and the Secretary may also have access to this account. The Treasurer shall create a ‘See activity only’ user account that can see check images, statements, and documents, but not authorize transactions, and shall give all other officers access to this account.

E. The Treasurer shall adjust all dollar numbers in these bylaws for inflation (see XI.1)

F. The Treasurer shall set up the Tabroom Finances Template to implement the current league finances bylaws (see XI) in the current Tabroom.com software.

https://docs.google.com/document/d/1dyCIiNhUthGPAJDuv5Y6p38eB32m33WwqozQPIkhFqA/

G. The CFL fiscal year shall start June 1. By June 30 of each season, the Treasurer shall submit form 990-EZ to the IRS, form 199 to the Franchise Tax Board, and form RRF-1 to the Registry of Charitable Trusts for the fiscal year that ended during that Treasurer's term.

SECTION 6: DUTIES OF THE SECRETARY

A. The Secretary or designee shall take minutes of each CFL meeting and publish them on the official CFL website within 30 days of the meeting.

B. The Secretary shall maintain a roster of all member schools. The secretary shall update the schools' voting eligibility (see XII.4). The secretary shall maintain a list of member school head coaches and ensure that it is updated prior to each league meeting.

C. The Secretary shall post an up-to-date CFL tournament calendar to the official CFL website.

D. The Secretary shall be responsible for maintaining a public record of all CFL bylaws changes that are passed by the CFL Legislature. Within 30 days of passage of any such change, the Secretary shall make the appropriate edits to the CFL bylaws on the official CFL website.

E. The Secretary or designee shall keep a record of all member schools, the addresses to which invoices should be sent, and the names, emails, and phone numbers of all school-approved CFL tournament chaperons. The Secretary shall provide this information to all other CFL officers upon request as soon as possible.

F. The Secretary shall see that all necessary awards are ordered.

G. The Secretary shall maintain a spreadsheet listing every entry that received an award at a league tournament, noting the date, host school, event, division, record, name(s) of the student(s), and school of the student(s).

H. In October of every odd year, the Secretary shall submit an updated form SI-100 to the California Secretary of State and pay the required filing fee (see XXV.1.F). The Secretary shall not list a street address for CFL and shall list the CFL PO Box as the mailing address. The President, Treasurer, and Secretary may provide their business addresses instead of their residential addresses. If two people run to be co-Presidents, their candidate statement must list which of the two would be listed on the SI-100 (see V.3).

I. In January of every year divisible by 3, the Secretary shall renew the league’s subscription with its registered agent (see XXV.1.G). The registered agent of CFL shall be CALIFORNIA CORPORATE AGENTS, INC. (C3035398).

SECTION 7: DUTIES OF THE VICE-PRESIDENT OF CONGRESSIONAL DEBATE (VP/C)

A. The VP/C shall act as the Tournament Director (see XXVI.4) for all CFL Congressional Debate tournaments.

B. The VP/C shall receive those bills and/or resolutions selected by the Senate for competition in the next tournament and select and forward four to the next Congress tournament host. The VP/C shall obtain competent personnel to write bills for first Congress of the year.

C. The VP/C shall collect bills and resolutions from schools that have qualifying students to the State Tournament. These bills and resolutions must adhere to the three topic areas for the State Tournament as assigned to the CFL, and will be submitted to the CHSSA Director of Congress.

D. The VP/C shall be responsible for the operation of the State Qualifying Tournaments for Congress. Specific duties include:

- Distributing bills and/or resolutions for competition to member schools to participate in the State Qualifier for Congress.

- Assigning Parliamentarians to Houses.

- If necessary, when the number of Presiding Officers exceeds the number of houses, administering such test accepted by the membership to reduce the number of applicants to the acceptable number.

E. The VP/C shall provide proposed bills and/or resolutions to CHSSA Student Congress Committee for possible selection for use at the State Tournament.

SECTION 8: DUTIES OF THE VICE-PRESIDENT OF SCRIPTS (VP/Sc)

A. The VP/Sc will determine a date that is reasonable and request scripts be submitted by that date.

B. A site for script reading shall be determined. Every school which has students attending the tournament will be invited. Anyone who would like to submit a script at the reading date must attend the meeting and read scripts.

C. The scripts will be read and within 4 school days after the reading, coaches will be sent a list of scripts that are on on file with the VP/Sc for the Speech Qualifier. Scripts that were returned which need revision will be returned to the coach of the school. These must be revised and submitted to the VP/Sc at registration before the start of the Speech tournament.

D. The VP/Sc will maintain a list of scripts and their status, for each event. A copy will be forwarded to the VP/S.

E. The VP/Sc will compile a list of approved scripts, by event, and provide it at the Speech tournament to that event's tabulation team.

F. The VP/Sc shall organize a script training training during at least one regular-season speech league tournament. A representative from each school present at the tournament shall be required to attend.

SECTION 9: DUTIES OF VP OF TOPICS (VP/T)

A. The VP/T shall chair the Topic Committee (see XV.4).

B. The VP/T or designee shall run the Parliamentary Debate prep room.

C. The VP/T shall publish on the CFL website a list of resolutions and side bias data from each league tournament once it has concluded.

ARTICLE XXII — MEMBERSHIP REGISTRATION

To register for CFL membership, a school must submit all of the following:

SECTION 1: Membership Form (see II.2.1)

A. The CFL Membership Form shall be

https://docs.google.com/document/d/1mBEkk4t_IFxmaQgzVsccQWEwLel1e434GR0vez4Acag/

B. The text of the Membership Form may be changed by a joint decision of the President and the Secretary. The Secretary shall notify the Board of any significant changes.

C. The Membership Form must submitted digitally. The form must be scanned and the scan must be emailed to coast DOT forensic DOT league AT gmail DOT com

SECTION 2: School Information Form

A. The CFL School Information Form shall be

https://docs.google.com/forms/d/e/1FAIpQLSdUgdGTZaE3JPn5uyq17zWUCDDU2wANLQzm_sfYQsRUB39ojw/viewform

B. The text of the School Information Form can be changed by a joint decision of the President and the Secretary. The Secretary shall notify the Board of any significant changes.

C. The text of the School Information Form shall, at the minimum, ask for the name of the school, the name, email, and phone number of the head coach (see II.2.1), and the name and email of the person to whom invoices for that school should be sent.

SECTION 3: Membership Dues (see II.2.2, XI.2)

A. The Membership Form shall contain the invoice for membership dues.

B. A single check or PayPal payment cannot cover both membership dues and another item.

C. See XXIV.1.B and XXIV.1.C.

ARTICLE XXIII — TOURNAMENT ELIGIBILITY

SECTION 1: To attend a tournament, a school must satisfy all tournament eligibility requirements (see XIII.1, XXII, XI.4.C, XXIII.2) as of the entry deadline for that tournament (see XIII.6.B) (contingent on treasurer notification of outstanding dues at least 30 days prior to the tournament date).

SECTION 2: Invoice Payment

A school that loses tournament eligibility due to failure to pay its invoices (see XI.4.C) may request that its eligibility be extended. The request must be emailed to coast DOT forensic DOT league AT gmail DOT com prior to the entry deadline for that tournament (see XIII.6.B), must include the rationale for extension, and must specify by when the school intends to pay the invoices. Upon such request, tournament eligibility may be extended (see XI.4.E) by a joint decision of the President and the Treasurer for up to 30 active-season days (see I.5) beyond the deadline (see XI.4.C).

ARTICLE XXIV — COLLECTION OF PAYMENTS

SECTION 1: Checks

A. CFL shall accept check payments mailed to the CFL address. The Treasurer may announce additional methods through which she/he is willing to accept checks.

B. Check payments submitted on time shall be considered received if they arrive at the CFL mailbox within 30 days of the school receiving the invoice (and by October 1 for membership dues).

C. Check payments submitted late shall be considered received when they are picked up from the CFL mailbox by the Treasurer or designee.

SECTION 2: PayPal

A. CFL shall accept payments submitted through PayPal buttons on coastforensicleague.org

B. CFL shall absorb the PayPal transaction fees (2.9% + ¢30).

C. The Treasurer may refuse to accept PayPal payments that are over $1000.

SECTION 3: Memos

A. Checks and PayPal payments shall not be credited to a school if they do not contain the school name.

B. Checks and PayPal payments shall not be accepted if they do not contain the memos required by the Treasurer.

SECTION 4: Errors

If an invoice contains an error, the school must report that error to coast DOT forensic DOT league AT gmail DOT com prior to the payment deadline for the original invoice (see XI.4.A). The Treasurer should then issue a corrected invoice, which shall be due within 30 days of receipt of that new invoice. Failure to either pay the invoice or to report an invoice error by the deadline shall result in a late payment fine (see XI.4.B).

ARTICLE XXV — BUDGET

SECTION 1: Regular Expenditures

The following list of regular expenditures is exhaustive. Any expenditure that is not a regular expenditure shall be considered a special expenditure.

A. 990-EZ category 13: Professional fees. Sub-category: Compliance.

Description:

- California Corporate Agents subscription renewal

- Boman Accounting tax preparation

B. 990-EZ category 13: Professional fees. Sub-category: Topic writers.

Description: payments to Extemporaneous Speaking topic writers (see XV.5.D), not exceeding $599 per person per fiscal year, not exceeding $200 total per tournament.

C. 990-EZ category 13: Professional fees. Sub-category: Hired judges.

Description: payments to hired tournament judges, not exceeding $599 per person per fiscal year, not exceeding $100 per person per day.

D. 990-EZ category 14: Occupancy. Subcategory: Tournament facilities.

Description: reimbursement to host school for custodial and security (see XI.6.C).

E. 990-EZ category 15: Printing. Sub-category: Printing.

Description: printers, cartridges, toner printing/copying tournament materials.

F. 990-EZ category 16: Schedule O. Sub-category: Tournament food.

Description: reimbursement to host school for feeding coaches/judges (see XI.6.B).

G. 990-EZ category 16: Schedule O. Sub-category: Non-tournament events.

Description:

- reimbursements for Demo Day expenses

- reimbursements for league meeting food expenses

- reimbursements to representatives CFL sends to CHSSA meetings (see XI.6.E)

H. 990-EZ category 16: Schedule O. Sub-category: Government fees.

Description:

- SI-100 filing fee

- RRF-1 filing fee

I. 990-EZ category 16: Schedule O. Sub-category: Awards.

Description: see inventory https://docs.google.com/spreadsheets/d/1GWKCdWV9UmFV5tpzU_fNuJsoU253qpCZU1HjIaupCoo/

J. 990-EZ category 16: Schedule O. Sub-category: Insurance.

K. 990-EZ category 16: Schedule O. Sub-category: Logistics.

Description:

- GoDaddy fees for the coastforensicleague.org domain

- OPAvote.com election expenses

- P.O. Box expenses

- PayPal transaction fees (see XXIV.2)

- Chase bank fees

SECTION 2: Expenditure Authorization

A. The President shall have the power to unilaterally authorize any regular expenditure.

B. The Treasurer shall have the power to unilaterally authorize any regular expenditure.

C. The Secretary shall have the power to unilaterally authorize any regular expenditure that falls under Section 1.G, and Section 1.H of this article.

D. The VP/S shall have the power to unilaterally authorize any regular expenditures that fall under Section 1.B of this article.

E. Any special expenditure may be authorized by a joint decision of the President and the Treasurer. The Treasurer shall notify the Board of any special expenditure exceeding $100 at least 24 hours before the expenditure is made. A series of payments to the same person or entity between one Board meeting and the next shall be considered one expenditure.

F. Every CFL officer shall have the right to request that the decision on any special expenditure (see 2.E and 3.C) exceeding $100 be delayed until the next Board meeting.

G. The Treasurer shall note in the CFL financial records which officer(s) authorized which expenditure.

SECTION 3: Assistance to Member Schools (see XI.8)

A. CFL shall waive membership dues and tournament entry fees (but not fines) for any member school that requests this in writing and has a Speech and Debate program that is in its first year of competition and/or is a public school where at least 60% of the student population is eligible for free or reduced-price lunch. (see XI.8.B)

B. The President and the Treasurer may, by a joint decision, waive membership dues and tournament entry fees (but not fines) for any member school that requests this in writing, and that is public school where at least 40% of the student population is eligible for free or reduced-price lunch, and that makes active efforts to promote and financially support Speech and Debate participation of students from its school who are socioeconomically disadvantaged. (see XI.8.B)

C. Free/reduced-price lunch data shall be based on the California Department of Education “Unduplicated Student Poverty – Free or Reduced Price Meals Data” spreadsheet from the previous season (see https://www.cde.ca.gov/ds/sd/sd/filessp.asp ). The percentage to be used to determine waivers for the League is the column titled: “Percent (%) Eligible FRPM (K-12)”.

D. The President and the Treasurer may, by a joint decision, give grants to member schools that satisfy the criteria in 3.A or 3.B. The total per-season amount of such assistance to member schools shall capped (see XI.8.A), but waiving membership dues and tournament entry fees shall not count toward this cap. A member school that requests a grant on the basis that it is a new program must submit a plan to become financially self-sufficient once the CFL grant runs out.

ARTICLE XXVI — TOURNAMENT OPERATIONS (Board Manual)

SECTION 1: Judge Requirements

All schools entered in a tournament are responsible for providing a number of eligible (see XIII.3) judges based on the following ratios:

LD, Parli, PF (regular season): 1 judge for every 3 entries.

Policy (regular season): 1 judge for every 2 entries.

Speech (regular season): 1 judge for every 4 entries unless a school’s entries made up 20% or more of the total entries at the most recent speech tournament. These schools may bring unaffiliated judges at a rate of 1 judge per 12 entries. These schools are obligated to bring judging at the standard ratio of 1 judge per 4 entries for any judging requirements not covered by unconflicted judges.

Congress (regular season): 1 judge for every 8 entries.

Debate (state qualifier): 1 judge for every 2 students.

Speech (state qualifier): 1 judge for every 2 students.

Congress (state qualifier): 1 judge for every 1 school.

League members will be informed at least one week before the start of the tournament of any increase in the judging commitments arising from Board action.

SECTION 2: All events at the debate state qualifier except Policy shall be double flighted.

SECTION 3: Regular-season debate league tournaments must have an invitation on tabroom.com that follows the guidelines of following template:

https://docs.google.com/document/d/1aNQ5opFYkCg29xMZs8lr6p5D9-1P5_eY4O9tGRtyxsE/

SECTION 4: Duties of Tournament Director (TD)

A. No later than 21 days prior to the tournament, the TD shall open tournament registration on Tabroom.com and finalize competitor entry deadlines, judge entry deadlines, and drop deadlines (see XIII.6, XIII.7).

B. The TD shall set up the ‘Money’ settings of Tabroom.com in accordance with the Tabroom Finances Template (see XXI.C).

C. The TD shall publish a tournament invitation containing the tournament location, schedule, entry fees, judge requirements, and a link to the CFL website (see Section 3).

D. The TD shall ensure that tournament campus maps and CFL written judge instructions are provided to each judge.

E. The TD shall ensure that schools receive their students’ ballots after each tournament.

F. The TD shall assign coaches at the tournament (see XIII.5.B) to duties including:

- checking school medical forms during Registration

- managing coach check-in before Round 1

- giving oral judge instructions

- running the judge room

- answering the phone helpline

- managing runners

- tabulating pairings on Tabroom.com

- running the awards ceremony

G. The TD shall ensure that by the end of the tournament a finalized invoice for each school in attendance including all fees and fines (see XI.3) is made available to the Treasurer.

H. The TD shall ensure that all students at the tournament are eligible to attend (see XIII.1, XIII.2).

I. The TD shall ensure that all schools at the tournament provide the required number of judges (see Section 1).

J. The TD shall work with the host school site director to obtain a room list and ensure that the site director knows how many coaches, judges, and students the host school will need to provide food for.

K. The TD shall, at their discretion, appoint an Assistant Tournament Director. The TD shall make an effort to appoint a different person to that position for each tournament. The TD shall make an effort to avoid appointing to that position people who served as league TDs in previous seasons. The TD shall use the tournament to train the Assistant Tournament Director in how to direct a tournament. The Assistant Tournament Director shall perform all TD duties at any time when the TD is not present on the host school campus during the tournament.

SECTION 5: Novice-only Tournaments

A. This section shall only apply to novice-only league tournaments. Such tournaments shall be run by varsity student volunteers under the supervision of the TD.

B. The TD shall excuse most coaches from tournament operation duties (see XIII.5.B and Section 4.E of this article), though not from chaperone duties.

C. Each school attending a novice-only tournament shall be required to provide at least one varsity student, preferably the club president or another senior officer, to perform tournament operation duties (see Section 4.E of this article). The TD shall guide the student volunteers in the process of delegating specific tournament tasks.

D. Parliamentary Debate and Extemporaneous Speaking prep rooms shall nonetheless be run by a coach.

ARTICLE XXVII — LEAGUE MEETINGS (Board Manual)

SECTION 1: Scheduling

The first league meeting of each season shall be held on the last Tuesday of August, 5PM - 7:30PM, unless it is re-scheduled (see IV.6, IV.8, XII.1.A).