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CONSTITUTION AND BY - LAWS
OF
MAHOPAC SPORTS ASSOCIATION YOUTH CHEERLEADING
 

ARTICLE I – ORGANIZATION AND MEMBERSHIP

 
Section I.       Pursuant to the Certificate of Incorporation for the Mahopac Sports Association, Inc., this organization shall be known and designated by the name of “Mahopac Youth Cheerleading” and will be an agent directly representing the Mahopac Sports Association, Inc. The Mahopac Youth Cheerleading organization will operate under these By-Laws as well as the By-Laws of the Mahopac Sports Association, Inc.
 
Section II.      The object of this program is to inspire youth to practice ideals of scholastic fitness, citizenship and character; to bring our youth and community closer together through the means of a common interest in sportsmanship, fair play and fellowship to impart to the games and competitions elements of safety, sanity and intelligent supervision; to keep the welfare of the youth first and foremost at all times.
 
Section III.     The area in which the operations of the organization shall be conducted is within the Town of Carmel in the County of Putnam within the State of New York.
 
Section IV.    This organization shall be limited to members whose qualifications are herein below described.
 

ARTICLE II – MEMBERSHIP

 
Section I.       Any person 18 years of age and older residing within the area as defined in Article I, Section III and who believes in and is willing to work for the accomplishment of the purposes of this organization may become a member upon approval of the Board of Directors and payment of dues as stated in the By-Laws.
 
Section II.      Membership dues shall be a minimum of three hours of volunteer time for approved organization activities and an MSA Membership Fee.
 
Section III.     All members including the coaches must adhere to the By-Laws and Rules and Regulations of this organization.
 
Section IV.    Any member of the organization may be expelled by a two-thirds vote of the Board of Directors present at a regular meeting. Any member so expelled may request a review of his case before the general membership.
 

Section V.     The membership of all members shall automatically terminate in concurrence with the expiration of their MSA membership.

 
Section VI.    Any member who is not in good standing shall not be entitled to vote at a general or special meeting of the general membership.
 

ARTICLE III – BOARD OF DIRECTORS

 
Section I.       The Board of Directors shall be the controlling body of the Cheerleading organization.
 
Section II.      The Board of Directors shall have full power to make such rules and regulations and set policy as may be deemed necessary.
 
Section III.     The Board of Directors will be required to attend all regular scheduled meetings and coordinate and meet with any officers or committee members as it pertains to their duties. Failure to do so may result in removal of such said position by the Program Director or majority vote by the Board.
 
Section VI.    The Board of Directors shall consist of eight (8) members. All Directors will have one (1) vote with exception of the Program Director will have two (2) votes. The Board of Directors will consist of; Program Director, Assistant Program Director, Cheer Events Director, Registration Director, Treasury Director, Facilities Director, Equipment Director, and Candlewood Valley League Representative.
 
Section VII.   Vacancies. If any vacancy occurs in the Board of Directors, by death, resignation or otherwise, it may be filled by a majority vote of the remaining Directors at any regular Association meeting or at any Special or Executive session Board meeting called for that purpose. The person voted into the Board position will fill out the remaining term of the position. At the term end, the position will be up for election. 
 
  1. Program Director. The Program Director shall be the chief executive officer of the organization; she shall preside at all membership meetings of the organization and of the Board of Directors. She shall appoint committees and enforce the observance of the Constitution and By-Laws. The Assistant Program Director shall fill an un-expired term for Program Director in the event of vacancy of such position. The Program Director has the final decision on all matters and events sanctioned by Mahopac Youth Cheerleading. The program Director shall attend all general meeting of the Mahopac Sports Association, Inc. as well as oversee and appoint a representative to represent this organization at all League Meetings. The Program Director will be responsible for all Cheerleading related duties and may delegate or share such duties with Board Members and appointed Committees.
 
  1. Assistant Program Director.       During the absence or disability of the Program Director, the Assistant Program Director shall have all the powers and functions of the Program Director. The Assistant Program Director shall perform such other duties, as the Board shall prescribe. In the event of vacancy of such position, an un-expired term for Assistant Program Director will be appointed by the Board of Directors at the next Board of Directors meeting.
 
  1. Cheer Events Director: Shall be responsible for all cheerleading related events as well as the appropriations of funds as they pertain to all Cheer related events. Fund Raising will be considered as and not limited to; Solicitation, sponsors, donations, raffles, events, apparel & merchandise, “can-can”. All fund raising to follow the guidelines set forth by MSA Executive board and must meet approval by the Cheerleading Board of Directors. May appoint committees in regards to fund raising and be fully responsible for all actions of such committees. All fundraising of any kind is subject to review of the Board. Individual teams must have prior approval of the coordinator and the board, as per MSA guidelines. Must follow guidelines set forth in Article X.
     
 
  1. Registration Director. Work with the board to establish registration guidelines; fees, dates and programs. Will coordinate with Treasurer and Program Director in regards to registration matters. Receive all applications for membership and keep a correct list of all members and their addresses. Will be responsible for all registrations of all members as required by any corresponding League(s) of participation. Will confirm all payments of members. Work with Treasurer on unpaid accounts and member eligibility. Responsible for official coaches and team rosters as required by any corresponding leagues.
 
  1. Treasury Director. The Treasurer shall have the custody of the organizations funds and securities; keep full and accurate accounts of receipts and disbursements in the organizations books; deposit all money and other valuables in the name and to the credit of the organizations in such depositories as may be designated by the Board; disburse the funds of the organizations as may be ordered or authorized by the Board and preserve proper vouchers for such disbursements; render to the Program Director and Board at the regular meeting of the Board, or whenever they require it, an account of all transactions as Treasurer and of the financial condition of the organizations; be furnished by all officers and agents upon request, with such reports and statements as may be required as to all financial transactions of the organizations; make withdrawals for the payment of unapproved obligations, but in so doing, shall obtain the approval in advance of one other officer, and perform such other duties as are given to by these By-Laws as specified in Article X, or as from time to time are assigned by the Board or the Program Director; report on a monthly basis all required information to MSA’s executive treasurer.
     
  2. Facilities Director: Supervise and coordinate fall facility usage for the Cheer program. Be the point person in dealing with all required facilities coordination required for the organization. Work with appointed school officials and ensure schedules are communicated to coaches. Additionally, insure compliance with all facility rules.
     
  3. Equipment Director: Shall be responsible to inventory and dispense all equipment as it relates to this organization. Shall maintain vendor information and accounts. Shall present an equipment/uniform needs and budget prior to the annual budget meeting. Shall solicit product information and prices for new equipment, multiple vendors should be contacted for a bid process. All purchase decisions will be decided by Board of Directors. Equipment purchases shall be conducted as per Article X of these By-Laws. Shall report to the Board at the Monthly Meetings. Responsible for all aspects of cheer equipment (uniforms, training, mats and alike). May appoint committees to assist in achieving goals with said permission of Program Director.
 
  1. League Representative: Shall represent this organization at all Conference Cheer Meetings within the League(s) of participation. Shall issue a full report to the Board at the Monthly Meetings. Must coordinate with Coach(es) and any Team Parent(s) responsible for League required paperwork. Responsible for validation of all Cheer paperwork required.

     
 
 
 
 

ARTICLE IV – ELECTIONS

 
Section I.       All contested elections shall be by secret ballot. All elections will take place during the December meeting of any calendar year.
 
Section II.      Directors.   Shall be the comprised of the eight (8) Board of Directors of this organization and shall consist of the Program Director, Assistant Program Director, Cheer Events Director, Registration Director, Treasury Director, Facilities Director, Equipment Director, and Candlewood Valley League Representative. All positions shall have a one-year term and will require nominations/re-elections annually. Each position may relieved of office by a two-thirds vote of the members present at any meeting of this organization or a letter of resignation is submitted to and is accepted by the Board of Directors.
 
Section III.     A member, except as otherwise herein stated, shall be eligible to hold office as a Director and may hold only one office concurrently until relieved of office by a two-thirds vote of the members present at any meeting of this organization or a letter of resignation is submitted to and is accepted by the Board of Directors. However if there are no eligible candidates to fill an office the responsibilities of this office may be assumed by another officer or as appointed by the Program Director. Eligible candidates must have attended at least fifty percent of the scheduled organization meetings in a calendar year. Signing of attendance sheet required.
 
Section IV.    A member, except as otherwise herein stated, shall be eligible to vote, if they have attended at least fifty (50) percent of the scheduled organization meetings. Singing of attendance sheet required.
 

ARTICLE VI – MEETINGS

 
Section I.       Annual Meeting. The Annual Meeting of the organization shall be held during the month of December each year in the Town of Carmel, Putnam County, and State of New York at such time and place as designated by the Board of Directors.
 
Section II.      Regular Meetings. Regular meetings shall be held monthly in the Town of Carmel at a time and place to be designated by the Board of Directors.
 
Section III.     Special Meetings. Special meetings shall be called within ten days after order of the President or upon written request to the Program Director or from twenty five percent of the membership, any three board members, or a majority of the Board of Directors. Special meetings shall be held in the Town of Carmel at a time and place to be designated by the Board of Directors. Special Meetings are in regards to matters of discipline or league related issues.
 
Section IV.    A quorum must be present at any meeting to take action on behalf of the organization. All matters of voting shall be decided by a majority of directors present at the meeting.
 
Section V.     Meetings of the Board of Directors shall not be held with less than a majority of directors present.
 
Section VI.    Any meetings, including meetings with committee members and/or officers must have prior consent from the Program Director.
 
Section VII.   Immediately preceding the call to order, the Mahopac youth cheer presiding board member will make a motion to go into public participation.  Any member of the public served by the league may speak upon matters of concern to the board of directors.  Each member of the community may speak for a total of 5 minutes.  A total of 30 minutes will be allotted for public participation.  Prior to the completion of any public meeting, public participation will again be opened up for members of the community to discuss matters pertaining to board-related matters.  A total of 5 minutes per person with a total time allowance of 30 minutes will be allotted. If at any time, there is no member requesting to speak on board related matters, the presiding officer can move to go out of public participation and with approval of the board, public participation will be ended.

 

ARTICLE VII – QUORUM

 
A quorum shall constitute 50% of the elected board positions plus the Program Director (Program Director must be in attendance for any vote).
 

ARTICLE VIII – COACHES AND COACHING STAFF

 
Section I.       All coaches in good standing from the prior season will be sent a nomination letter no later than January 31st asking their intent on the upcoming season. Nominations will be reviewed and accepted at the May meeting and all nominees will be required to attend the May meeting to present their credentials.
 
Section II.      All Head Coaches of this organization must be assigned by the Board of Directors. In the case of a contested coaching position the board shall go into private session discuss the candidates and vote by secret ballot. The president shall only vote in the case of a tie.
 
Section III.     All Assistant Coaches, for all teams in this organization must be approved by the Board of Directors prior to their assuming and participating in any duties.
 
Section IV.    The coaching staff of each team shall be limited to one (1) Head Coach and four (4) Assistant Coaches for Cheer teams and up to four (4) Cheer demonstrators. Volunteers should be utilized for Non-Coaching responsibilities.
 
Section V.     Coaches must be members of the organization in good standing. All Coaches should attend at least fifty (50) percent of monthly organization meetings.
 
Section VI.    All coaches and assistant coaches must be certified by one of the MSA approved certifiers and will be required to attend organization sanctioned coaches training classes. Head Coaches are required to attend MSA - CPR certification training. Failure to comply could result in disciplinary action from the board and removal from such position.
 
Section VII.   A coach or his designee will attend all scheduled coaches meetings and training courses, whether it is monthly or weekly as set forth by the Head Coach and the organization. Failure to comply could result in disciplinary action from the board and removal from such position.
 

ARTICLE IX – STANDING COMMITTEES

 
Section I.       Any other necessary Committees, which the Board of Directors by a majority vote may designate, shall be governed by the rule herein contained for Standing Committees.
 
Section II.      Any member of the organization shall be eligible for membership on one of the Standing Committees. Membership on the said Committees shall be by appointment of the Program Director. A committee member shall serve for a period of one year unless removed by the Program Director for good cause shown. Committee heads shall attend at least fifty percent of scheduled meetings and meetings as called by board of directors for pertaining matters.
 

 

 

ARTICLE X – FUNDS AND PROPERTY

 
Section I.       Fund Raising will be considered as and not limited to; Solicitation,  sponsors, donations, raffles, events, apparel & merchandise, “can-can”. All fund raising to follow the guidelines set forth by MSA Executive board as described in their by-laws and must meet approval by the Football Board of Directors.
 
Section II.      No member of this organization, or a group of members of this organization, may make a contract, or authorize one to be made, without prior approval of the Board of Directors.
 
Section III.     The Board shall not accept the contribution of funds or property to individual teams but shall solicit funds for the common treasury of the Organization.
 
Section IV.    The Board shall not permit the solicitation of funds in the name of the Organization unless all of the funds so raised are to be placed in the Organization treasury.
 
Section V.     No Director or Officer of the Organization shall receive, directly or indirectly, any salary, or other compensation from the Organization for services rendered except as may be specifically authorized by the Board of Directors.
 
Section VI.    All monies received and approved by the Board of Directors shall be deposited to the credit of the Organization in a depository and all disbursements shall be made by check. Officers authorized to sign checks shall be the Treasurer and Program Director.
 
Section VII.   The fiscal year of the Organization shall be a calendar year.
 
Section VIII.  The Board of Directors has empowered the Treasurer to expend funds in an amount less than $250.00 for non-budget items; however, on any expenditure for non-budget items in amounts greater than $250.00 shall require prior approval of the Program Director and over $500.00 shall require prior approval of the Board of Directors.
 
Section IX.    When purchasing equipment, uniforms, and services with an estimated value over $1000.00 a minimum of three sealed bid shall be solicited for the purchases. The merchants in the town of Carmel shall always be considered when soliciting bids. However, the primary factor in the bid process is acquiring the best quality at the lowest price.
 

ARTICLE XI – OUT OF CONFERENCE TRAVEL

 
Section I.       Bowl Games, and out of conference travel. The team traveling out of conference will be responsible for all fees and travel associated with that event. The association will cover the fees for all local events. Any individual team fund raising for such events falls under the guidelines set forth by MSA’s Executive Board and must have approval of such board.
 
Section II.      Teams that plan to fund raise fees for out of conference travel will consult with the program director.  Under no circumstances will a fundraiser be set up without the approval of the board of directors.  This includes the preliminary contact with a fundraising organization and what is commonly referred to as “can can” donations in front of businesses. All team fund raising falls subject to the rulings set forth by MSA executive board.
 

ARTICLE XII – HARDSHIPS

 
All hardship cases will be presented to the President in writing by the representative requesting the hardship. If the President feels that the hardship will become a burden on the organization he will inform the Board of Directors of the burden. Any member qualifying for the school lunch assisted program will qualify for hardship scholarships within MSA
 

ARTICLE XIII – INTERPRETATION

 
Any clarification or interpretation of the organization’s Constitution, By-Laws, Rules or Operating Procedures that must be resolved prior to the next scheduled Board of Directors meeting shall be addressed to the President and decided by a group consisting of the Program Director and the By-Laws Committee.

 

 

ARTICLE XIV – RULES AND REGULATIONS

 
The Board of Directors may adopt a set of rules and regulations on a yearly basis. A copy of the said rules and regulations as officially enacted shall be attached and spread upon the minutes prior to August 1st.
 

ARTICLE XV – DISPUTES/GRIEVANCES

 
Dispute or grievances shall be resolved in the following manor.
 
  1. All grievances and inquires shall be brought to the attention of the appropriate team parent.
  2. Team parent shall advise the head coach of the grievance or inquiry and appropriate resolution action taken.
  3. If the grievance is still unresolved after the above conference. The grieving party with-in 48 hours of the Coordinator/Head Coach conference shall inform the Program Director preferably in writing of said grievance.
  4. If the grievance cannot be resolved a conference shall take place between the Program Director, the head coach and the grieving party to resolve the matter. This conference will not interfere with any team activity. Games Practices etc
  5. Upon conclusion of that meeting, the Program Director will contact the MSA Executive Board and all hearings and disciplinary actions will be at the discretion of said board.
  6. The Board of Directors will hear the grievance and make a written finding.
  7. Matters of Violation of MSA Code of Ethics/Conduct will be immediately referred to the MSA Executive Board, all hearings and disciplinary actions will be at the discretion of said board.
  8. Determinations of the board are final.
 

ARTICLE XVI – AMENDMENTS

 
This Constitution and By-Laws shall not be amended except at a regular meeting of the Board of Directors by a two-thirds vote of all Board of Directors, and in all cases a written notification of such a meeting and a copy of the proposed changes shall be submitted to the board of the corporation at least three weeks before the action is taken.
 

ARTICLE XVII – PARLIAMENTARY PROCEDURE

 
Roberts Rules of Order shall govern the conduct of all meetings of this corporation.
 

ARTICLE XVIII – GENERAL PROVISIONS AND SAVING CLAUSE

 
Any provisions of this Constitution which is invalid under the laws of this State or of the United States shall be deemed to be amended so as to be valid and consistent therewith; and if that is not possible, the same invalidity shall not taint any otherwise valid provision of this Constitution. These By-Laws shall be used in conjunction with By-Laws of the parent organization Mahopac Sports Association, Inc.