BIDDEFORD YOUTH CHEERING

January 7, 2023
 

(revision dates to be listed here)

CONSTITUTION

Section 1 Executive Board and Board of Directors 

Section 2  Terms 

Section 1  Executive Board

Section 2  Terms of Office

(Name of Organization)

This organization shall be called the “Biddeford Youth Cheering”. Hereafter, referred to as BYC.

(Purpose)

The purpose of this organization is to provide a well-rounded cheering program with rules and regulations to the children of the various communities that are served by BYC.

(Organization)

Section 1  The elected Executive Board consists of President, Vice President, Secretary, and Treasurer. 

The elected Board of Directors consists of President, Vice President, Secretary, Treasurer, Social Media Content Administrator, Fundraiser Coordinator and Parent Liaison.

Section 2   The officers of the Board of Directors shall be elected as stated within the bylaws of BYC.

(Government)

Section 1  The government of this organization shall be vested in the Executive Board. The Executive Board shall be the highest governing body of BYC.

Section 2    The terms of officers shall be for two years with the election of officers being held at the end of the season every other year. In the event the President becomes incapacitated or is unable to fulfill his/her duties, the Vice President shall assume the duties for a period not to exceed 30 days. An election shall be held as soon as possible to elect a new President under the previous rules of election procedures.

(Meetings)

All meetings shall be called at the discretion of the President with the approval of those in attendance at each meeting.  The President, at his/her discretion, can call a “special” meeting of the Executive Board, to address emergent situations concerning the association. Such meetings shall not require Board of Director approval. Upon calling such a meeting the President will contact the Secretary who shall notify all appropriate officers and association representatives of said meeting date, time, and location.

(Amendments)

Any proposed additions or amendments to the Constitution and/or the bylaws must be submitted at a regular meeting and announced to those present. The proposed additions or amendments must be voted upon at the next meeting. A proposed amendment shall become part of the Constitution or bylaws if approved by a majority vote of those in attendance at meeting.

Table of Contents

 Section 1 Name

Section 2 Purpose Mission and Goals

Section 1  Executive Board 

Section 2 Board of Directors

Section 3 Board Members

Section 1 President

Section 2 Vice President

Section 3 Secretary

Section 4 Treasurer

Section 5 Social content administrator

Section 6 Fundraiser Coordinator

Section 7 Parent Liaison

Section 1 Appointment

Section 2 Equipment

Section 3 Grievance

Section 4  Awards and Banquet

Section 5   League Sponsorship

Section 6  Director of Coaching

Section 7   Evaluation/Clinic Coordinator 

Section 8    Safety Committee

Article VI  Coaches

Section 1 Selection/Approval

Section 2 Qualifications

Article VII  Conduct

Article VIII Complaints

Section 1  Commitment

Section 2 Eligibility and Teams

Section 1 Playing Time
Section 2 Injuries

Section 3 Terminology
Section 4  Fans, Parents and Guardians
Section 6 Safety Heat Index

Article I

Organization and Purpose

The Name of the teams participating are Middle School (Tigers), Peewee, Mites and Tikes.

The mission of BYC is fostering and developing well-rounded children with fundamentals of cheering. We have the perspective that academics and athletics works together to teach all youth self-discipline, teamwork, concentration, friendship, leadership, and good sportsmanship. Our goal is to inspire youth, regardless of race, creed, or national origin, to practice the ideals of sportsmanship, scholarship and physical wellbeing. Having our mission and goals in mind, we seek contributions that allow us to economically provide children an opportunity to participate in an organized and supervised environment with emphasis on involvement, fun, and safety.

Article II

The Executive Board shall consist of a minimum of 4 persons with the following elected: (1) President, (2) Vice President, (3) Secretary, and (4) Treasurer.

Section 2 Board of Directors

The Board of Directors shall consist of a minimum of 7 persons with the following elected: (1) President, (2) Vice President, (3) Secretary, (4) Treasurer, (5) Social Content Administrator, (6) Fundraiser Coordinator and (7) Parent Liaison.  

Section 3  Board Members 

The remainder of the board shall be appointed by the President and voted in by a majority vote. Voted Board Members shall be defined as “Director of Coaches, Head Coaches and Assistant Coaches”).
 

The Executive Board, Board of Directors, and Board Members shall consist of a minimum of 13 members with no maximum. Members will vote, make motions, and engage actively in board business. Each member will be expected to be involved in one or more committees, which are necessary for the operation of the association. Board members shall be required to attend monthly meetings. If a member cannot attend a meeting, they must contact an officer of the Executive Board to be excused from the meeting.  A prospective member must have NO criminal matters including unresolved issues. This will prevent their involvement with the cheering programs. All volunteers must fill out a volunteer form and pass a background check prior to approval. The background checks are processed at a cost to the league. 

The President shall be chief administrative officer and registered agent for incorporation of the association. He/she shall preside at all board meetings and may appoint representatives to act as his chief points of contact for essential information. The President will help prepare annual budgets and has check signing authority. The President must attend important city meetings that are important to our program. The President shall refrain from voting at a meeting except to eliminate a tie vote.  

The Vice President shall fill in for the President in his/her absence and will be the second point of contact for information. The Vice President shall reside over assets (equipment and property etc.) of the association. Also, he/she will work synonymously with the President to fulfill the mission and goals of the program. He/she shall oversee and work synonymously with the board members to process budget request and purchasing of all sporting equipment and apparel.

The Secretary shall be the legal record keeper for the proceedings of all board meetings. The Secretary will provide the minutes from previous meetings for board approval and maintain all essential documents for the management of the program. The Secretary is responsible for ensuring BYC Constitution and Bylaws are current and up to date with the needs and requirements of BYC. Also, if approved, the Secretary may be granted banking privileges.

Section 4  Treasurer

The Treasurer shall oversee the finances of BYC. He/she shall maintain full and complete records of all the financial transactions of income and expenses for an annual year ending audit. The Treasurer must provide the secretary with financial data in advance for monthly reports. Also, the treasurer is accountable for all monetary affairs, which are approved by the official board. This will include co-signing checks, paying bills, and distributing funds for activities and purchases. The Treasurer must maintain nonprofit status and file all necessary legal documents including tax forms and background checks. 

Section 5  Social Content Administrator 

The Social Content Administrator will update social media. Posting of all essential documents, records, notifications required for announcements and information distribution. This includes advertising, registration, and game reporting, etc.

Section 6 Fundraiser Coordinator

The Fundraiser Coordinator oversees all fundraising of BYC. All initiatives are subject to board approval and any unapproved fundraisers shall be deemed unofficial or fraudulent. The Fundraiser Coordinator is responsible for coordinating activities based on the needs of BYC.

Section 7 Parent Liaison

The Parent Liaison shall act upon and control all incidents that may arise during BYC functions and associated areas to include practice fields, playing fields, and parking lots. The Parent Liaison shall also be responsible for resolving sudden conflicts with coaches, players, parents, and fans at such events.

Article IV

Committees

The Appointment Committee shall consist of the Board of Directors and is responsible for nominating Head Coaches for all cheering teams. Head Coaches will be voted in each year. Available Head Coach’s positions will be assigned according to seniority with the league and requirements further defined in Article VI of BYC bylaws. Head Coaches will be voted in by June of upcoming season. 

The Equipment Committee shall consist of the Vice President and Head Coaches. They will process budget requirements for requests of equipment and apparel for BYC and its teams to be approved. Also, the equipment committee will be responsible for maintaining said equipment and ensuring the league has all required cheering supplies.

Section 3  Grievance

The Grievance Committee shall consist of the Parent Liaison, Executive Board and a neutral party(ies). The Grievance Committee will be responsible for handling any grievances filed to the league. The committee will read all grievances, meet with persons in question if necessary, and recommend in writing recommendations for resolving conflicts or complaints. The Parent Liaison will be the primary point of contact for families and coaches. If any one member of the Grievance Committee is involved with the actual grievance or protest, the most senior member by position of placement of the Board of Directors will be called upon to act as said member of the grievance committee until resolved.

Section 4 Awards and Banquets

The Awards and Banquets Committee is responsible for planning the season ending showcase. Also, coordinating and requesting a budget for yearly awards for cheerleaders.

Section 5  League Sponsorship

The League Sponsorship Committee shall consist of the Social Media Administrator and other voluntary members. They will be responsible for working with existing sponsors and procuring new sponsorship when necessary. This committee will also be responsible for the placement/removal and maintenance of all sponsorship advertisement. 

Section 6  Director of Coaching

The Director of Coaching will be responsible for the entire BYC coaching staff, The committee will also be responsible for assignment of practice fields, and they will also assist the Executive Board with the election of coaches. The Director of Coaching may also be a Head Coach or hold another board position. 

Section 7  Evaluations/Clinic Coordinator 

Will be responsible for the set up and coordination of the week of “Clinic(s)” which will consist of reviewing fundamentals, identifying/organizing fundamental skills, and incorporating conditioning for evaluations.

Section 8  Safety Committee

The safety committee is responsible for first aid, equipment checks, injury follow-up and communication with the Executive Board and coaches. 

Article V

Elections

Selection of board positions is strictly on volunteer basis and must be a person affiliated with BYC. Any person seeking eligibility for leadership roles must be actively involved in the activities of BYC. These persons must genuinely prove their interest in our purpose, mission, and goals. The voting body shall consist of Vice President, Secretary, Treasurer, Social Content Administrator, Fundraiser Coordinator, Parent Liaison and Board Members.
The election of officers will be at the biannual October or November meeting. The elected officers shall serve for two-year terms. The majority of votes shall win. In case of a tie, the incumbent will retain their position. If there is no incumbent, then the newly elected President will determine the winner. 

All officers may be elected to the same office for more than 2 consecutive years. The newly elected officers will assume their duties immediately following elections. Nominations will only be accepted from the floor on the night of elections or in writing with a letter of intent to uphold BYC missions and goals if candidate is unable to attend election meeting. 

In the event no person declares their candidacy for President at the October/November election meeting, then the current President may stay in office for the next year if he/she desires. After a two-year term, the process shall begin again. If the current President does not want to serve another term in office, and no one else declares their candidacy, then the Vice President will assume the responsibilities of the President’s office. The Vice President shall serve as acting President for 30 days or until a candidate comes forth. 

Article VI

Coaches

A coach is a volunteer who dedicates his/her time to promote and assist in developing a cheering team. This person must be willing to accept responsibilities of a coach, which includes all aspects of developing a team. A prospective coach must have NO criminal matters (including unresolved issues) concerning children that prevent their involvement with children’s programs. All volunteer coaches must fill out a volunteer coaching form and pass a background check prior to approval. The executive board and Director of Coaching will choose Head Coaches, Assistant Coaches, and Junior Coaches for each team annually. There will be one Head Coach and one Assistant Coach per team and if applicable a max of two junior coaches per team. The executive board has authority to assign/re-assign head and assistant coaches as needed to balance teams, or for any extenuating circumstance the board may encounter. 

Section 2  Qualifications

The Head Coaches must be 25 years of age and Assistant Coaches must be 18 years of age or a high school graduate. Junior Coaches will have no age requirements but must have a cheering experience. All Coaches must fill out the volunteer form and attend Head Coaches’ clinics (if applicable). Coaches must be knowledgeable with the fundamentals of cheering. Developing volunteer coaches is a goal of BYC. BYC depends on the willingness of the coach to commit to a consistent minimum weekly coaching time period. The coaching commitment includes preparation of practices, preparation for competition, special events, games, and regular Board meetings (unless excused).

Conduct

All Board Members must conduct themselves in a professional manner on and off the field/mat. Smoking or use of smokeless tobacco or use any alcoholic beverages or illegal substances are not permitted in the presence of the cheerleaders. Board Members will never verbally or physically abuse a cheerleader, opposing coaches, referees, or parents at any time. Head Coaches will be responsible for the actions of their Assistant Coaches and Junior Coaches. Any occurrence of this type of conduct will be reviewed by the grievance committee, at which time disciplinary action may be taken. This action can include suspension from games and practices, as well as the removal from the BYC Board. 

Article VIII

Complaints

Complaints shall be addressed to the Parent Liaison of the Board and the Director of Coaching in

conference or writing. The Parent Liaison/Director of Coaching will contact the Grievance

Committee to have them meet to discuss what actions, if any, are to be taken. The individual will

have the chance to meet with the Grievance Committee to respond and/or defend himself/herself

prior to any board decision. The secretary will document any decision made by the officers and

shall follow up any complaint with a letter to the complainer and the individual in question. The

letter will address any actions taken or decisions made by the board. There will be NO appeals

process. Any board member may receive any other complaint; however, they must be endorsed,

so, the complaint can be reviewed and acted on accordingly. 

Removal from Office

Any member of the Board of Directors may be relieved of his/her duties, or directorship when he

or she becomes incapacitated and cannot, or will not fulfill their duties, by a two-thirds vote of

the Board.

Article X

Meetings

Meetings shall be held once a month excluding months in which the cheering season is active or at the discretion of the President.

Article XI

Amendments

The Board of Directors shall have the authority to amend BYC Constitution and Bylaws when

a proposal has been submitted to the Secretary. The Secretary will submit an amendment at the 

next board meeting for approval by the board. Amendments will be approved by a majority vote 

of board. Bylaws cannot be changed, amended, or altered during the active cheering season

within current season. 

Article XII

Participants

Participants are expected to show up for all practices and games on time. Participants are committed for one season and are expected to give “100%” all the time at practices and games. They must be prepared to play with proper dress and equipment. Horseplay during practice will not be tolerated. Participants must show respect always to coaches, referees, and athletes on both their own team and other teams. No matter the skill level, no matter the personal relationships, all are on the same team and must work together for the success of each team. Coaches will report to the Parent Liaison and President/Vice President any particulars of any issues, matters or situations that disrupt coaching periods. This includes but is not limited to parental concerns or disciplinary problems that exceed a coach’s ability to resolve in a short time.

A statement must be obtained from parents, guardian, or family doctor, stating that participant’s physical condition provides for the ability to participate in BYC.

The Tikes Team will consist of kindergarten, 1st and 2ndgraders. The Mites Team will consist of 3rd and 4thgraders. The Peewee team will consist of 5th and 6th graders. The Middle School team will consist of 7th and 8th graders.

Exceptions to the eligibility rules may be made on a case-by-case basis by the executive board in consultation with coaches.

Article XIII

BYC Rules

Section 1  Rules

Disciplinary exceptions will be as follows:

Cheering time can be changed if disciplinary actions are needed. Lack of practice or a player’s behavior can affect playing time. The Coach must notify the President/Vice President prior to opening kickoff if a participant is not allowed to cheer due to disciplinary action.

Section 2  Injuries

Any participant injured and required attention of coach, medic, referee, and/or board member will be removed until approved to be able to participate. During games days the Medic on the field has final say if cheerleader can return. During non-game days the Head Coach has the final say if a cheerleader can return. If any participant’s injury is a possible concussion, they will be removed immediately and will not be able to return until a doctor’s note stating they are able to fully participate is given to the Secretary. A participant that has a cast or splint will not be able to participate until cast or splint is removed and a doctor’s note is given to the Secretary. A participant that has any foreign medical equipment will need a doctor's note stating they are able to fully participate and will also need to meet with the President and Head Coach of her/his team to discuss what limitations will be set in place for all cheering activities. President will have the final say based on the safety of the participant and all others involved.

Section 3  Terminology/Formations and Offensive Plays

Coaches must utilize and cannot modify the cheering terminology. The purpose of this rule is to ensure uniformity with all levels of cheering. 

Section 4  Fans, Parents and Guardians

Fans, Parents and Guardians will not be allowed on the of field where teams are located; only the teams, their coaching staff, and BYC Board of Director members. 

Section 5 Safety Heat Index 

Shall the Biddeford Schools cancel a practice and/or game due to the heat index, BYC will follow suit and cancel any practices or games scheduled that same day.