MCHENRY JUNIOR WARRIORS POM AND CHEER CONSTITUTION AND BYLAWS FEBRUARY 2002 Amendment No. 1 September 25, 2002; Amendment No. 2 December 5, 2002; Amendment No. 3 October 20, 2003; Amendment No. 4 November 20, 2003; Amendment No. 5 January 22, 2004; Amendment No. 5 February 10, 2004; Amendment No. 6 March 9, 2004; Amendment No. 7 May 25, 2004. Article I: NAME Article II: PURPOSE Article III: ASSOCIATION OPERATION Article IV: MEMBERSHIP Article V: VOTING MEMBERS Article VI: OFFICE Article VII: BOARD Article VIII: NOMINATIONS & ELECTIONS Article IX: TERMS OF OFFICE Article X: STAFFING Article XI: REGISTRATION FEES Article XII: MEETINGS Article XIII: LEGAL COUNSEL Article XIV: AMENDMENTS Article XV: DISSOLUTION ARTICLE I NAME 1.01 The name of this organization shall be the McHenry Junior Warriors Pom and Cheer, hereinafter referred to as MJW. ARTICLE II PURPOSE 2.01 The purpose of MJW shall be to provide an opportunity for youths to learn the fundamentals of cheerleading, dance and sportsmanship through participation in MJW. The objective of the Association shall include the development of good character and citizenship, physical and mental health and an appreciation of cheerleading and dance, to develop a sense of fair play, honest and fair competition and true sportsmanship, both on and off the field. 1
ARTICLE III ASSOCIATION OPERATION 3.01 No profits are to be derived through the endeavors of the Association. 3.02 Rule changes, amendments and/or repeals require a 2/3 vote of the voting members of the Board of Directors. Changes and/or amendments to the rules can be made at any time. 3.03 MJW, being a not-for-profit youth organization, cannot support any outside organizations financially or politically. ARTICLE IV - MEMBERSHIP 4.01 Membership of the Association shall be open to 1) the parents or guardians of participants in MJW activities; and active participants (to include cheerleaders and pom pons). Coaches are not considered members because they are providing a service. (S.O.S.) ARTICLE V VOTING MEMBERS 5.01 General members, at least 18 years of age at the time of voting, are the voting members of the Association. Each family who has a participant/s, is entitled to one (1) vote per family. 5.02 Only the Executive Board and Board of Directors are voting members of the Board. In the event an individual is simultaneously serving as an Executive Board member and Director, they shall have only one vote. Should a Director have a Team Assistant, the Director should be the only voting member. ARTICLE VI - OFFICE 6.01 The principal office shall be located at the residence of the President. The Association meetings to be held where and when at the discretion of the Board. ARTICLE VII BOARD The Board may consist of the following: 7.01 EXECUTIVE BOARD (Elected Position) 2
Executive Officers President Vice President Secretary Treasurer Cheer Head of Directors Pom Head of Directors 7.02 The Executive Board shall have the responsibility and authority for handling all affairs of the Association. These affairs shall include, but in no way limited to, content and modification of organizational rules, allocation of Association funds, coach selection and related procedures. The Executive Board shall fill any vacancy on the Board and that person shall fill such vacancy until the next election or appointment period. The newly appointed Board member will assume all the responsibilities, shall have the right to vote, and complete the term of the vacated position. The appointed position will be filled by election at the next Annual General Membership Meeting. 7.03 The Executive Board shall act as an advisory council to the Board of Directors. 7.04 The Executive Board may, at any time, create a new Executive Board position when the Executive Board deems it necessary. This position will be appointed and approved by the Executive Board. If this position is created in between an election period, this position will carry no vote until the position becomes filled by election at the next Annual General Membership Meeting. 7.05 An Executive Board Member may be a non-member; when deemed necessary and with the approval of the Executive Board. 7.06 BOARD OF DIRECTORS (Appointed Position) Varsity Cheer Director Jr. Varsity 7 th Grade Pom Director Varsity Pom Pon Director Featherweight Cheer Director Jr. Varsity 6 th Grade Cheer Director Featherweight Pom Director Jr. Varsity 7 th Grade Cheer Director Pee Wee Cheer Director Jr. Varsity 6 th Grade Pom Director Pee Wee Pom Director 7.07 All board members are responsible for notifying an officer if they are unable to make a meeting and the cause. If three meetings are missed, that member is subject to removal upon 2/3 vote of the Board. 3
7.08 With a 2/3 vote of the Board, determining that a rule should come up for review, the Board has the power to amend the rules at any time. 7.09 All purchases over $200.00 must be approved by the Board s 2/3 vote prior to purchase. The President or Vice President should approve all purchases under $200.00, prior to purchase. In order to reimburse an individual for expenses incurred on behalf of the Association, a receipt detailing the expense(s) shall be presented to the Treasurer. 7.10 In the event of a tie vote, the vote will be broken by the President s vote. 7.11 A Director may be a member or a non-member; with the approval of the Executive Board. 7.12 Powers and Duties of the Executive Board: 1. The powers and duties of the President shall be as follows: a) To guide and direct MJW. b) To carry out the will of the voting members. c) To preside at meetings of MJW. d) To call such general Membership and Boards meetings as are required and such other meetings as the President deems necessary to carry out the objectives thereof. e) To approve purchases under $200 and countersign all checks drawn by the Treasurer. f) To appoint Directors, as necessary. g) To preside at the annual recognition banquet. h) To establish the presence of a quorum, before convening any meeting of the Board. i) To carry out such other duties as are required under this Constitution and ByLaws. j) To suspend any member, with reasonable cause, for a period of seven (7) days pending a meeting of the Board. If the Board does not convene during the seven (7) day s suspension period, the suspended member is to be 4
automatically reinstated until the Board is able to convene. k) The President shall have the power, with the Board s 2/3 vote, to reprimand, suspend or expel any member from the MJW. Such power to reprimand, suspend or expel shall be exercised when it is deemed by the President and the Board to be in the best interest of MJW. l) At the direction of the Board, to work with all donors, sponsors, advertisers and other major contributors to promote MJW. m) To assist in the promotion of all fundraisers. n) Revise all registration forms o) President coordinates registration day with Vice President and the assistance on registration day of the executive board and board. p) Maintain a master list of all active participants. q) Investigate complaints and grievances (along with Vice President) including, but not limited to: participant safety, practice times, performance, harassment and other discrimination offenses. r) Review and follow presidential timeline. s) The President does not vote, except in the event of a tie vote. t) To coordinate grandfather registration procedures with the Vice President, with the assistance of the executive board and board. President to receive squad division lists and file boxes 2 days prior to open registration. u) To hold a meeting(s) as needed (along with the Vice President), for all new coaches for the purpose of reviewing the rules and regulations of the Association prior to the start of the first practice. v) To represent and speak for MJW. 5
2. The powers and duties of the Vice President shall be as follows: a) To assist the President. b) To act for the President in the absence or disability of the President. c) To hold a meeting(s) as needed (along with the president), for all new coaches for the purpose of reviewing the rules and regulations of the Association prior to the start of the first practice. d) To secure and schedule facilities for registration day, picture day, uniform sizing day, practices, meetings and recognition party. e) To organize professional pictures taken of MJW participants in early August of each year. f) May approve or sign all checks drawn by the Treasurer. g) To coordinate grandfather registration procedures with the President, with the assistance of the executive board and board. Gather grandfather registration forms daily from P.O. Box. Keep grandfathered registration forms filed by squad division. Compile squad division lists. President to receive squad division lists and file boxes 2 days prior to open registration. h) Investigate complaints and grievances (along with President) including, but not limited to: participant safety, practice times, performance, harassment and other discrimination offenses. i) Vice President coordinates registration day with President and the assistance on registration day of the executive board and board. j) To represent and speak for MJW. 3. The powers and duties of the Secretary shall be as follows: a) To call and keep the roll. b) To read, record and maintain minutes of all General Membership and/or Board Meeting, answer all official 6
correspondence of the Association and perform all duties associated with this office. c) To keep files of MJW papers. d) To keep a complete file of all requests for interpretations of MJW, Constitution and ByLaws, and upon request to make such file available to any member. e) To represent and speak for MJW. 4. The powers and duties of the Treasurer shall be as follows: a) To receive all monies. b) To keep a detailed account of all receipts, expenditures and monies on hand. c) To be prepared to give an accurate and current Treasurer s Report at all MJW meetings. d) To provide a detailed, written financial audit (including a profit and loss statement and a balance sheet at the Annual Meeting of the General Membership. e) To approve, distribute, oversee and collect monies from registration and any fundraisers and/or raffles that are intended to benefit the entire MJW Program. f) Purchase new First Aid kits for MJW Directors. g) Pick up mail and check P.O. Box weekly. h) Responsible for renewing insurance annually. i) Responsible for updating tax exempt status as needed. j) To represent and speak for MJW. 5. The powers and duties of the Board of Directors shall be as follows: a) Responsible for selecting and suggesting articles of clothing for the participants. The Board must, however, approve the decision and expense by a 2/3 vote. 7
b) Attend any and all meetings (board and competition) and vote at board meetings on issues pertaining to their squad (i.e. uniforms, shoes, etc.). Includes attending all important dates (registration, sizing, picture day, etc.) c) Responsible for providing supervision at practice, games, and competition. (i.e. participating with squad; hands on help, learning routines). Administers any and all discipline to squad. d) Inform the President and Vice President of any disciplinary action to participant or coaches. e) Order and/or purchase any equipment as necessary, as approved by the Board. f) Distribute equipment to participants after all registration fees have been turned in. g) Request and replace First Aid Kits as needed. h) Schedule practices as most appropriate for the benefit of the squad and the betterment of the Association. i) Director can choose a squad mom or assistant. If assistant is chosen; 1). Assistant is responsible to be at practices, games, and important dates. 2). Must attend board meetings if director cannot attend. 3). Must meet with coaches on own time to coordinate music, choreograph dances and cheers. 4). Supervise and participate with squad. j) Actively pursue involvement of parent volunteers for MJW, i.e.: Registration Party Future Directors k) To represent and speak for MJW. 6. The powers and duties of the Cheer & Pom Head of Directors shall be as follows: 8
a) Assist the Board, as deemed necessary. b) Assist in registration, forms, equipment, scheduling fundraisers and all other duties associated with this office. c) Be the liaison between Executive Officers and Directors, relaying important information to them throughout the year. d) Responsible for keeping inventory of the first aid supplies, directors bags, binders, and office supplies of squad directors. e) Keep attendance records of all squad directors and assistants. f) To represent and speak for MJW. ARTICLE VIII NOMINATIONS AND ELECTIONS 8.01 Newsletter to all members for nominations of Executive Board will take place at least 30 days prior to Elections/General Meeting (Early October) 8.02 - A newsletter listing all appointed one year Director positions (Which are appointed by November 30th prior to the new season) will be sent out in Early October. (This listing can be included in the same newsletter as nominations to Executive Board) 8.03 Votes required for election of Executive Board a nominee shall be elected if he received a plurality of the votes cast. 8.04 - Vacancy of President Should the office of President become vacant, the Vice President shall fill the office. The new President will then appoint the new Vice President with the concurrence of a simple majority of the Executive Board. 8.05 No member shall be eligible to stand for election for any office of the organization unless he/she is a full voting member in good standing. A member in good standing must not be in default in the full payment of any fees due to the organization, must abide by and uphold the Parents Code of Conduct, will comply with the Bylaws and the MJW informational handbook/guidelines. If the member is already an Executive Board Member or Board Member, then in addition, must abide by and uphold the Code of Conduct for Executive Board Members, Directors, Assistant Directors and Coaches. Must attend all monthly meetings and organization events. If a resignation has been 9
submitted by an existing Executive Board Member or Board Member, the Executive Board has the right to hold a review meeting to determine whether he/she is a member in good standing. 8.06 Any member elected or appointed to McHenry Junior Warriors Pom & Cheer must be a member in good standing at the time of election or appointment and through the duration of the term. If the elected or appointed member does not remain a member in good standing he/she will be removed from office as described in article 9.02. ARTICLE IX TERMS OF OFFICE 9.01 Term, Re-election and Appointments Executive Board members of the Association shall serve a two (2) year staggered term beginning December 1 st and continuing through November 30 th of the second year. (The President and Secretary and Cheer Head of Directors positions will be open the even years and the Vice President, Treasurer and Pom Head of Directors the odd years) Alternating Board officer positions will allow a few experienced officers to remain on the Board with new officers. The outgoing Executive Board Officers will use the months of December, January and February as a transition period, attending one or two of the new Board s meeting(s), to help bring new officers up to date on the procedures and methods of operation. Directors shall be appointed and approved by November 30th and serve until the year end party (approximately November 30 th ). 9.02 Removal from Office Any officers or directors may be removed from office by a 2/3 vote of the other officers and directors at a Board meeting, or by a 2/3 vote at a special meeting for general members. Prior notice of such removal from office action must be provided at least (10) days in advance of such meetings to the affected officer or director; aforesaid notice must be in writing. Responsibility for said notice shall be vested in the Association Secretary or, if the Secretary is involved, the President shall assume aforesaid responsibility. 9.03 Resignations Upon resigning, a written resignation is required and turned into the Board. ARTICLE X STAFFING 10.01 The President or a 2/3 vote of the Board may create and appoint any temporary staff positions, as they deem necessary. These temporary positions will expire at the Annual meeting unless reappointed by subsequent President and Board. 10
ARTICLE XI REGISTRATION FEES 11.01 Registration procedures and fees shall be voted on by the Board and changed as deemed necessary. 11.02 Any member of the Association who shall be ten (10) days or more in default in the payment of these fees shall by action of the Board, be suspended from all privileges of membership. If after written notice of such default, the default not be cured within a period of thirty (30) days, the participation of said participant should be terminated by action of the Board. ARTICLE XII MEETINGS 12.01 Elections/General Membership Meeting - to take place the week after competition; (mid November), but no sooner than 30 days after nominations notification. 12.02 Board Meetings shall be held once a month at a predetermined place. If less than one half of the Board is present no business that requires a vote by the Board shall be conducted. 12.03 Orientation Meeting - to take place the week prior to our Season starting. 12.04 Special Meetings A special meeting of general members may be called for any purpose by the President at the request of a majority of members of the Board. A special meeting may also be called for any purpose by twenty five (25) or more general voting members. If a special meeting is called by this latter method, it must be done so in writing. The written demand must specify the purpose of any meeting so called and must be signed by no less than twenty five (25) of the general members who initiated the request for said special meeting. The special meeting so called must be established and held by the President within three (3) weeks of the date of receipt of the call for the meeting. 12.05 Grievance Meeting Any grievances will be handled by a Grievance Committee consisting of at least one Executive Board member. ARTICLE XXIII LEGAL COUNSEL/ACCOUNTANT 13.01 The President will appoint, with Board approval, an attorney who will serve on a volunteer basis. The legal counsel shall not receive compensation for legal services rendered but may, with approval of the Board, receive reimbursement for the expenses 11
necessarily incurred on behalf of the Association. The Association Legal Counsel will serve in an advisory capacity to the Executive Board. The extent of the services provided by the Legal Counsel will be predicted solely upon that individual s availability to serve. ARTICLE XIV AMENDMENTS 14.01 These By-Laws may be amended, altered, changed, added to or replaced by the affirmative vote of a 2/3 margin of the Board present at any meeting. A quorum (2/3 of the Board total) must be present to vote on a rule change. Change in writing should be submitted to he Association Secretary (20) twenty days prior to the next regular Board Meeting. ARTICLE XV DISSOLUTION 15.01 In the event of disbanding or dissolving, all material items and monies are to be turned over to another similar organization, or proportionately distributed to the member organization once all MJW debt is paid. 15.02 The assets of this Association shall be permanently and irrevocably dedicated to tax exempt purposes. Upon dissolution of this Association for any reason whatsoever all assets, if any shall be distributed for one or more of the exempt purposes described n Section 501 (C) (3) of the Internal Revenue Code of the United States of America or under the applicable exempt provisions of either such laws at the time of dissolution, of the Federal Government, or to a State of Local government for an exempt purpose. 12
DATE: I have read, understood and agree to abide by the constitution and By-Laws of the McHenry Junior Warriors Pom and Cheer. Signed: Date: 13
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We will be voting on making changes to the By-Laws to change Board Member positions to a two year term and stagger when those positions are up, so that we always have a few members on the Board that have had previous experience. This is how the By Laws read now: ARTICLE IX TERMS OF OFFICE 9.01 Term, Re-election and Appointments Executive Board members of the Association shall serve for one (1) year beginning January 1 st and continuing until December 31 st. The outgoing Executive Board will use the month of December as a transition period to bring new officers up to date on the procedures and methods of operation. Directors shall be appointed and approved by January 15 th and serve for one (1) year commencing on January 15 th. Proposed Changes: ARTICLE IX TERMS OF OFFICE 9.01 Term, Re-election and Appointments Executive Board members of the Association shall serve a two (2) year staggered term beginning January 1 st following elections and continuing through December 31 st of the second year. (The President, Secretary and Cheer Head of Directors positions will be open the even years and the Vice President, Treasurer and Pom Head of Directors the odd years) Alternating Board officer positions will allow a few experienced officers to remain on the Board with new officers. The outgoing Executive Board Officers will use the month of December as a transition period to bring new officers up to date on the procedures and methods of operation. Directors shall be appointed and approved by January 15 th and serve for one (1) year commencing on January 15 th. By-Laws Revised 9/25/02 Signature: 15
This is how the section of our By-Laws reads now (this was amended on 9/25/02: ARTICLE IX TERMS OF OFFICE 9.01 Term, Re-election and Appointments Executive Board members of the Association shall serve a two (2) year staggered term beginning January 1 st following elections and continuing through December 31 st of the second year. (The President and Secretary positions will be open the even years and the Vice President, Treasurer and Head of Directors the odd years) Alternating Board officer positions will allow a few experienced officers to remain on the Board with new officers. The outgoing Executive Board Officers will use the month of December as a transition period to bring new officers up to date on the procedures and methods of operation. Directors shall be appointed and approved by January 15 th and serve for one (1) year commencing on January 15 th. This is the proposed changes to take effect immediately if passed tonight: (Bolded items are changes) ARTICLE IX TERMS OF OFFICE 9.01 Term, Re-election and Appointments Executive Board members of the Association shall serve a two (2) year staggered term beginning immediately following elections and continuing through January 31 st of the second year. (The President and Secretary and Cheer Head of Directors positions will be open the even years and the Vice President, Treasurer and Pom Head of Directors the odd years) Alternating Board officer positions will allow a few experienced officers to remain on the Board with new officers. The outgoing Executive Board Officers will use the months of December and January as a transition period, attending one or two of the new Board s meeting(s), to help bring new officers up to date on the procedures and methods of operation. Directors shall be appointed and approved by January 15 th and serve for one (1) year commencing on January 15 th. 16
This is how the By-Laws read now: ARTICLE XII MEETINGS 12.01 General Membership Meeting Press Release listing for Board positions for nominations goes out to local paper in Mid-October. Nomination Meeting 30 days after press release. Annual General Membership Meeting will take place within a minimum of 21 days after nomination meeting. Proposed Changes: ARTICLE XII MEETINGS 12.01 General Membership Meeting Press Release listing for Board positions for nominations goes out to local paper in Mid-October. 30 days prior to Nomination Meeting. Nomination Meeting To take place the week of Competition during one of the practice sessions. This will allow more general members the opportunity to get involved. Election Meeting to take place the week after Competition. New Board to be announced at the Annual Recognition Banquet. Annual General Membership Meeting to take place the week prior to our Season starting. 17
This is how the By-Laws read now: ARTICLE III ASSOCIATION OPERATION 3.01 No profits are to be derived through the endeavors of the Association. 3.02 Rule changes, amendments and/or repeals require a 2/3 vote of the voting members of the Board of Directors. Changes and/or amendments to the rules can be made at any time. PROPSED CHANGES: ARTICLE III ASSOCIATION OPERATION 3.01 No profits are to be derived through the endeavors of the Association. 3.02 Rule changes, amendments and/or repeals require a 2/3 vote of the voting members of the Board of Directors. Changes and/or amendments to the rules can be made at any time 3.03 MJW, being a not-for-profit youth organization, cannot support any outside organizations financially or politically. By-Laws Revised 12/05/02 Signature: Print Name: Office Held: 18
This is how the By-Laws read now: ARTICLE VIII NOMINATIONS AND ELECTIONS 8.01 Votes required for election A nominee shall be elected if he receives a plurality of the votes cast. 8.02 Vacancy of President Should the office of President become vacant, the Vice President shall fill the office. The new President will then appoint the new Vice President with the concurrence of a simple majority of the Executive Board. PROPOSED CHANGES: ARTICLE VIII NOMINATIONS AND ELECTIONS 8.01 Newsletter to all members for nominations of Executive Board will take placed at least 30 days prior to Elections/General Meeting (Early October) 8.02 - A newsletter listing all appointed one year Director positions (Which are appointed by December 15 th prior to the new season) will be sent out in Early October. (This listing can be included in the same newsletter as nominations to Executive Board) 8.03 Votes required for election of Executive Board a nominee shall be elected if he received a plurality of the votes cast. 8.04 - Vacancy of President - Should the office of President become vacant, the Vice President shall fill the office. The new President will then appoint the new Vice President with the concurrence of a simple majority of the Executive Board. By-Laws Revised 10/20/03 Signature: Print Name/Ofc. Held: 19
This is how the By-Laws read now: ARTICLE XII MEETINGS 12.01 General Membership Meeting Press Release listing for Board positions for nominations goes out to local paper in Mid-October. 30 days prior to Nomination Meeting. Nomination Meeting To take place the week of Competition during one of the practice sessions. This will allow more general members the opportunity to get involved. Election Meeting to take place the week after Competition. New Board to be announced at the Annual Recognition Banquet. Annual General Membership Meeting - to take place the week prior to our Season starting. Board Meetings shall be held once a month at a predetermined place. If less than one half of the Board is present no business that requires a vote by the Board shall be conducted. Special Meetings A special meeting of general members may be called for any purpose by the President at the request of a majority of members of the Board. A special meeting may also be called for any purpose by twenty five (25) or more general voting members. If a special meeting is called by this latter method, it must be done so in writing. The written demand must specify the purpose of any meeting so called and must be signed by no less than twenty five (25) of the general members who initiated the request for said special meeting. The special meeting so called must be established and held by the President within three (3) weeks of the date of receipt of the call for the meeting. Grievance Meeting Any grievances will be handled by a Grievance Committee consisting of at least one Executive Board member. 20
PROPOSED CHANGES: 12.01 General Membership Meeting Elections/General Membership Meeting - to take place the week after competition; (mid November), but no sooner than 30 days after nominations notification. Board Meetings shall be held once a month at a predetermined place. If less than one half of the Board is present no business that requires a vote by the Board shall be conducted. Orientation Meeting - to take place the week prior to our Season starting. Special Meetings A special meeting of general members may be called for any purpose by the President at the request of a majority of members of the Board. A special meeting may also be called for any purpose by twenty five (25) or more general voting members. If a special meeting is called by this latter method, it must be done so in writing. The written demand must specify the purpose of any meeting so called and must be signed by no less than twenty five (25) of the general members who initiated the request for said special meeting. The special meeting so called must be established and held by the President within three (3) weeks of the date of receipt of the call for the meeting. Grievance Meeting Any grievances will be handled by a Grievance Committee consisting of at least one Executive Board member. By-Laws Revised 10/20/03 Signature: Print Name/Ofc. Held: 21
This is how the By-Laws read now: Article VII BOARD 7.02 The Executive Board shall have the responsibility and authority for handling all affairs of the Association. These affairs shall include, but in no way limited to, content and modification of organizational rules, allocation of Association funds, coach selection and related procedures. The Executive Board shall fill any vacancy on the Board and that person shall fill such vacancy until the next election or appointment period. The newly appointed Board member will assume all the responsibilities, and complete the term of the vacated position. The appointed position will be filled by election at the next Annual General Membership Meeting. 7.06 BOARD OF DIRECTORS (Appointed Position) Varsity Cheer Director Varsity Pom Pon Director Jr. Varsity Cheer Director Jr. Varsity Pom Director Featherweight Cheer Director Featherweight Pom Director Pee Wee Cheer Director Pee Wee Pom Director 7.12 Powers and Duties of the Executive Board: 1. The powers and duties of the President shall be as follows: a) To guide and direct MJW. b) To carry out the will of the voting members. c) To preside at meetings of MJW. d) To call such general Membership and Boards meetings as are required and such other meetings as the President deems necessary to carry out the objectives thereof. e) To approve purchases under $200 and countersign all checks drawn by the Treasurer. f) To appoint Directors, as necessary. g) To preside at the annual recognition banquet. h) To establish the presence of a quorum, before convening any meeting of the Board. i) To carry out such other duties as are required under this Constitution and Bylaws. 22
j) To suspend any member, with reasonable cause, for a period of seven (7) days pending a meeting of the Board. If the Board does not convene during the seven (7) day s suspension period, the suspended member is to be automatically reinstated until the Board is able to convene. k) The President shall have the power, with the Board s 2/3 vote, to reprimand, suspend or expel any member from the MJW. Such power to reprimand, suspend or expel shall be exercised when it is deemed by the President and the Board to be in the best interest of MJW. l) At the direction of the Board, to work with all donors, sponsors, advertisers and other major contributors to promote MJW. m) To assist in the promotion of all fundraisers. n) Maintain a master list of all active participants. o) Investigate complaints and grievances including, but not limited to: participant safety, practice times, performance, harassment and other discrimination offenses. p) To represent and speak for MJW. 2. The powers and duties of the Vice President shall be as follows: a) To assist the President. b) To act for the President in the absence or disability of the President. c) To hold a meeting(s) as needed, for all new coaches for the purpose of reviewing the rules and regulations of the Association prior to the start of the first practice. d) To secure and schedule facilities for practices, meetings and recognition party. e) To organize professional pictures taken of MJW participants in early August of each year. f) May approve all checks drawn by the Treasurer. 23
g) To coordinate registration procedures. h) Investigate complaints and grievances including, but not limited to: participant safety, practice times, performance, harassment and other discrimination offenses. i) To represent and speak for MJW. 3. The powers and duties of the Treasurer shall be as follows: a) To receive all monies. b) To keep a detailed account of all receipts, expenditures and monies on hand. c) To be prepared to give an accurate and current Treasurer s Report at all MJW meetings. d) To provide a detailed, written financial audit (including a profit and loss statement and a balance sheet at the Annual Meeting of the General Membership. e) To approve, distribute, oversee and collect monies from registration and any fundraisers and/or raffles that are intended to benefit the entire MJW Program. f) Purchase new First Aid kits for MJW Directors. g) To represent and speak for MJW. q) The powers and duties of the Board of Directors shall be as follows: a) Responsible for selecting and suggesting articles of clothing for the participants. The Board must, however, approve the decision and expense by a 2/3 vote. b) Vote at meetings (board and competition) and vote at board meetings on issues pertaining to their squad (i.e. uniforms, shoes, etc.). c) Responsible for providing supervision at practice, and games. d) Inform the President and Vice President of any disciplinary action to participant or coaches. 24
e) Order and/or purchase any equipment as necessary, as approved by the Board. f) Distribute equipment to participants after all registration fees have been turned in. g) Request and replace First Aid Kits as needed. h) Schedule practices as most appropriate for the benefit of the squad and the betterment of the Association. i) Actively pursue involvement of parent volunteers for MJW, i.e.: Registration Party Future Directors j) To represent and speak for MJW. ARTICLE VIII NOMINATIONS AND ELECTIONS 8.02 - A newsletter listing all appointed one year Director positions (Which are appointed by December 15 th prior to the new season) will be sent out in Early October. (This listing can be included in the same newsletter as nominations to Executive Board) ARTICLE IX TERMS OF OFFICE 9.01 Term, Re-election and Appointments Executive Board members of the Association shall serve a two (2) year staggered term beginning immediately following elections and continuing through January 31 st of the second year. (The President and Secretary and Cheer Head of Directors positions will be open the even years and the Vice President, Treasurer and Pom Head of Directors the odd years) Alternating Board officer positions will allow a few experienced officers to remain on the Board with new officers. The outgoing Executive Board Officers will use the months of December and January as a transition period, attending one or two of the new Board s meeting(s), to help bring new officers up to date on the procedures and methods of operation. Directors shall be appointed and approved by January 15 th and serve for one (1) year commencing on January 15 th. 25
PROPOSED CHANGES: Article VII BOARD 7.02 The Executive Board shall have the responsibility and authority for handling all affairs of the Association. These affairs shall include, but in no way limited to, content and modification of organizational rules, allocation of Association funds, coach selection and related procedures. The Executive Board shall fill any vacancy on the Board and that person shall fill such vacancy until the next election or appointment period. The newly appointed Board member will assume all the responsibilities, shall have the right to vote, and complete the term of the vacated position. The appointed position will be filled by election at the next Annual General Membership Meeting 7.06 BOARD OF DIRECTORS (Appointed Position) Varsity Cheer Director Jr. Varsity 7 th Grade Pom Director Varsity Pom Pon Director Featherweight Cheer Director Jr. Varsity 6 th Grade Cheer Director Featherweight Pom Director Jr. Varsity 7 th Grade Cheer Director Pee Wee Cheer Director Jr. Varsity 6 th Grade Pom Director Pee Wee Pom Director 7.12 Powers and Duties of the Executive Board: 1. The powers and duties of the President shall be as follows: a) To guide and direct MJW. b) To carry out the will of the voting members. c) To preside at meetings of MJW. d) To call such general Membership and Boards meetings as are required and such other meetings as the President deems necessary to carry out the objectives thereof. e) To approve purchases under $200 and countersign all checks drawn by the Treasurer. f) To appoint Directors, as necessary. g) To preside at the annual recognition banquet. 26
h) To establish the presence of a quorum, before convening any meeting of the Board. i) To carry out such other duties as are required under this Constitution and Bylaws. j) To suspend any member, with reasonable cause, for a period of seven (7) days pending a meeting of the Board. If the Board does not convene during the seven (7) day s suspension period, the suspended member is to be automatically reinstated until the Board is able to convene. k) The President shall have the power, with the Board s 2/3 vote, to reprimand, suspend or expel any member from the MJW. Such power to reprimand, suspend or expel shall be exercised when it is deemed by the President and the Board to be in the best interest of MJW. l) At the direction of the Board, to work with all donors, sponsors, advertisers and other major contributors to promote MJW. m) To assist in the promotion of all fundraisers. n) Maintain a master list of all active participants. o) Investigate complaints and grievances including, but not limited to: participant safety, practice times, performance, harassment and other discrimination offenses. p) Review and follow presidential timeline. q) To represent and speak for MJW. 2. The powers and duties of the Vice President shall be as follows: a) To assist the President. b) To act for the President in the absence or disability of the President. c) To hold a meeting(s) as needed, for all new coaches for the purpose of reviewing the rules and regulations of the Association prior to the start of the first practice. 27
d) To secure and schedule facilities for practices, meetings and recognition party. e) To organize professional pictures taken of MJW participants in early August of each year. f) May approve or sign all checks drawn by the Treasurer. g) To coordinate registration procedures. h) Investigate complaints and grievances including, but not limited to: participant safety, practice times, performance, harassment and other discrimination offenses. i) To represent and speak for MJW. 4. The powers and duties of the Treasurer shall be as follows: a) To receive all monies. b) To keep a detailed account of all receipts, expenditures and monies on hand. c) To be prepared to give an accurate and current Treasurer s Report at all MJW meetings. d) To provide a detailed, written financial audit (including a profit and loss statement and a balance sheet at the Annual Meeting of the General Membership. e) To approve, distribute, oversee and collect monies from registration and any fundraisers and/or raffles that are intended to benefit the entire MJW Program. f) Purchase new First Aid kits for MJW Directors. g) Pick up mail and check P.O. Box weekly. h) Responsible for renewing insurance annually. i) Responsible for updating tax exempt status as needed. j) To represent and speak for MJW. 28
5. The powers and duties of the Board of Directors shall be as follows: a) Responsible for selecting and suggesting articles of clothing for the participants. The Board must, however, approve the decision and expense by a 2/3 vote. b) Attend any and all meetings (board and competition) and vote at board meetings on issues pertaining to their squad (i.e. uniforms, shoes, etc.). Includes attending all important dates (sizing, picture day, etc.) c) Responsible for providing supervision at practice, games, and competition. (i.e. participating with squad; hands on help, learning routines). Administers any and all discipline to squad. d) Inform the President and Vice President of any disciplinary action to participant or coaches. e) Order and/or purchase any equipment as necessary, as approved by the Board. f) Distribute equipment to participants after all registration fees have been turned in. g) Request and replace First Aid Kits as needed. h) Schedule practices as most appropriate for the benefit of the squad and the betterment of the Association. i) Director can choose a squad mom or assistant. If assistant is chosen; 1). Assistant is responsible to be at practices, games, and important dates. 2). Must attend board meetings if director cannot attend. 3). Must meet with coaches on own time to coordinate music, choreograph dances and cheers. 4). Supervise and participate with squad. j) Actively pursue involvement of parent volunteers for MJW, i.e.: Registration Party 29
Future Directors k) To represent and speak for MJW. ARTICLE VIII NOMINATIONS AND ELECTIONS 8.02 - A newsletter listing all appointed one year Director positions (Which are appointed by January 15 th prior to the new season) will be sent out in Early October. (This listing can be included in the same newsletter as nominations to Executive Board) ARTICLE IX TERMS OF OFFICE 9.01 Term, Re-election and Appointments Executive Board members of the Association shall serve a two (2) year staggered term beginning December 1 st and continuing through November 30 th of the second year. (The President and Secretary and Cheer Head of Directors positions will be open the even years and the Vice President, Treasurer and Pom Head of Directors the odd years) Alternating Board officer positions will allow a few experienced officers to remain on the Board with new officers. The outgoing Executive Board Officers will use the months of December and January as a transition period, attending one or two of the new Board s meeting(s), to help bring new officers up to date on the procedures and methods of operation. Directors shall be appointed and approved by January 15 th and serve until the year end party (approximately November 30 th ). By-Laws Revised 01/22/04 Signature: Print Name/Ofc. Held: 30
This is how the By-Laws read now: ARTICLE I NAME 1.01 The name of this organization shall be the McHenry Cheerleading Association hereinafter referred to as MJW. Article VII BOARD 7.12 Powers and Duties of the Executive Board: 1. The powers and duties of the President shall be as follows: a) To guide and direct MJW. b) To carry out the will of the voting members. c) To preside at meetings of MJW. d) To call such general Membership and Boards meetings as are required and such other meetings as the President deems necessary to carry out the objectives thereof. e) To approve purchases under $200 and countersign all checks drawn by the Treasurer. f) To appoint Directors, as necessary. g) To preside at the annual recognition banquet. h) To establish the presence of a quorum, before convening any meeting of the Board. i) To carry out such other duties as are required under this Constitution and Bylaws. j) To suspend any member, with reasonable cause, for a period of seven (7) days pending a meeting of the Board. If the Board does not convene during the seven (7) day s suspension period, the suspended member is to be automatically reinstated until the Board is able to convene. k) The President shall have the power, with the Board s 2/3 vote, to reprimand, suspend or expel any member from the MJW. Such power to reprimand, suspend or expel 31
shall be exercised when it is deemed by the President and the Board to be in the best interest of MJW. l) At the direction of the Board, to work with all donors, sponsors, advertisers and other major contributors to promote MJW. m) To assist in the promotion of all fundraisers. n) Maintain a master list of all active participants. o) Investigate complaints and grievances including, but not limited to: participant safety, practice times, performance, harassment and other discrimination offenses. p) Review and follow presidential timeline. q) To represent and speak for MJW. 6. The powers and duties of the Cheer & Pom Head of Directors shall be as follows: a) Assist the Board, as deemed necessary. b) Assist in registration, forms, equipment, scheduling fundraisers and all other duties associated with this office. c) Be the liaison between Executive Officers and Directors, relaying important information to them throughout the year. d) To represent and speak for MJW. ARTICLE VIII NOMINATIONS AND ELECTIONS 8.02 - A newsletter listing all appointed one year Director positions (Which are appointed by January 15 th prior to the new season) will be sent out in Early October. (This listing can be included in the same newsletter as nominations to Executive Board) ARTICLE IX TERMS OF OFFICE 32
9.01 Term, Re-election and Appointments Executive Board members of the Association shall serve a two (2) year staggered term beginning December 1 st and continuing through November 30 th of the second year. (The President and Secretary and Cheer Head of Directors positions will be open the even years and the Vice President, Treasurer and Pom Head of Directors the odd years) Alternating Board officer positions will allow a few experienced officers to remain on the Board with new officers. The outgoing Executive Board Officers will use the months of December and January as a transition period, attending one or two of the new Board s meeting(s), to help bring new officers up to date on the procedures and methods of operation. Directors shall be appointed and approved by January 15 th and serve until the year end party (approximately November 30 th ). PROPOSED CHANGES: ARTICLE I NAME 1.01 The name of this organization shall be the McHenry Junior Warriors Pom and Cheer, hereinafter referred to as MJW. Article VII BOARD 7.12 Powers and Duties of the Executive Board: 1. The powers and duties of the President shall be as follows: a) To guide and direct MJW. b) To carry out the will of the voting members. c) To preside at meetings of MJW. d) To call such general Membership and Boards meetings as are required and such other meetings as the President deems necessary to carry out the objectives thereof. e) To approve purchases under $200 and countersign all checks drawn by the Treasurer. f) To appoint Directors, as necessary. g) To preside at the annual recognition banquet. 33
h) To establish the presence of a quorum, before convening any meeting of the Board. i) To carry out such other duties as are required under this Constitution and Bylaws. j) To suspend any member, with reasonable cause, for a period of seven (7) days pending a meeting of the Board. If the Board does not convene during the seven (7) day s suspension period, the suspended member is to be automatically reinstated until the Board is able to convene. k) The President shall have the power, with the Board s 2/3 vote, to reprimand, suspend or expel any member from the MJW. Such power to reprimand, suspend or expel shall be exercised when it is deemed by the President and the Board to be in the best interest of MJW. l) At the direction of the Board, to work with all donors, sponsors, advertisers and other major contributors to promote MJW. m) To assist in the promotion of all fundraisers. n) Maintain a master list of all active participants. o) Investigate complaints and grievances including, but not limited to: participant safety, practice times, performance, harassment and other discrimination offenses. p) Review and follow presidential timeline. q) The President does not vote, except in the event of a tie vote. r) To represent and speak for MJW. 6. The powers and duties of the Cheer & Pom Head of Directors shall be as follows: a) Assist the Board, as deemed necessary. b) Assist in registration, forms, equipment, scheduling fundraisers and all other duties associated with this office. 34
c) Be the liaison between Executive Officers and Directors, relaying important information to them throughout the year. d) Responsible for keeping inventory of first aid supplies, directors bags, binders, and office supplies of squad directors. e) Keep attendance records of all squad directors and assistants. f) To represent and speak for MJW. ARTICLE VIII NOMINATIONS AND ELECTIONS 8.02 - A newsletter listing all appointed one year Director positions (Which are appointed by November 30 th prior to the new season) will be sent out in Early October. (This listing can be included in the same newsletter as nominations to Executive Board) ARTICLE IX TERMS OF OFFICE 9.01 Term, Re-election and Appointments Executive Board members of the Association shall serve a two (2) year staggered term beginning December 1 st and continuing through November 30 th of the second year. (The President and Secretary and Cheer Head of Directors positions will be open the even years and the Vice President, Treasurer and Pom Head of Directors the odd years). Alternating Board officer positions will allow a few experienced officers to remain on the Board with new officers. The outgoing Executive Board Officers will use the months of December, January and February as a transition period, attending one or two of the new Board s meeting(s), to help bring new officers up to date on the procedures and methods of operation. Directors shall be appointed and approved by November 30 th and serve until the year end party (approximately November 30 th ). By-Laws Revised 02/10/04 Signature: Print Name/Ofc. Held: 35