Registered Office. The Union Cheer Boosters shall at all times maintain in the State of Washington a registered agent, whose business office shall be the registered office of the Union Cheer Boosters. Other Offices. The Union Cheer Boosters Principle Office will be the office of the President. The principal office of the corporation shall be the street address of the corporation’s registered offic
e. The name of its registered agent shall be the President of the Union Cheer Boosters as stated in the corporations Articles of Incorporation or as may be otherwise designated or appointed from time to time by the Executive Board of Officers in accordance with the law. 19215 SE 34th Street, Suite #106-271, Camas, WA 98607 USA, or such other place as may be designated by the Executive Board of Officers. It may also have such other offices within or outside the State of Washington as the Board of Directors may, from time to time, designate, and as the business and affairs of the Union Cheer Boosters may require. ARTICLE II
PURPOSE/MISSION/ETHICS
Section 1. Nature of Corporation. The Union Cheer Boosters nonprofit corporation formed under the Washington State Statue, which is organized and shall be operated in accordance with the meaning and provisions of Section 501(c)(3) of the Internal Revenue Code and the regulations issued thereunder. Primary Purposes. The Union Cheer Boosters is organized for the purposes set forth in its Articles of Incorporation which are filed with the State of Washington. The Organization is a non-profit support group for the Union High School Cheerleaders. The Purpose of Union Titan Cheerleading as recommended by the National Federation of High School Cheerleading: the Cheerleading team at Union High School will strive to boost school
spirit, promote good sportsmanship, develop good, positive crowd involvement and help student participants and spectators achieve the most worthwhile experience. The program will be that of high standards and team cohesiveness as outlined in the Union Cheer Code of Conduct. This Code of Conduct will be adhered to by all participants and enforced by the Union Cheer coaching staff in accordance with WIAA rules. The Union Cheer Boosters serves as a resource for the program and will help to organize events, financial commitments with annual budget, communicate schedules, and support the requests of the coach and its members. Section 3. Mission. The Union Cheer Boosters is dedicated to encouraging, promoting and expanding the opportunities for Union High School Cheerleaders. This responsibility and obligation must be done with the highest degree of ethics, professionalism and commitment to guarantee the success of the program. Section 4. Ethics. As a member of the Union Cheer Boosters, whether as a coach, officer, athlete, parent or volunteer, one must assume the following responsibilities, accept the following statements, support the following principles and recognize the following to be true:
The sport of cheerleading is first and foremost for the athlete. It is our primary concern to provide the most rewarding, unique, memorable and beneficial experience to all participants. There must be a commitment to all aspects of the team including physical, mental, emotional, psychological and moral components. There is a need to create an understanding of the value of participation. Cheerleading helps to provide a unique social environment. Participation at any level teaches young people to share the spirit in their school while respecting rules and regulations. Sports demands discipline, perseverance, goal setting, humility and sportsmanship. Sports teach us how to deal with winning and losing and how to accept both with integrity and understanding. The coaches, officers, parents and volunteers must be role models for all participants. Sports teach the principles, fundamentals and ideals of fair play and ethical conduct. The understanding of the principles will have a lifetime impact on all participants. There is no substitute for dedication and effort. Participation in sports activities teaches that the primary reward can be the satisfaction of doing one's best, personal improvement and accomplishment. Participation in sports activities teaches a respect for the opponent and fellow competitor, for they are evaluated in the same way. Mutual respect helps to create a mutual understanding. Participation develops one’s attitude of life. Performance must be evaluated individually, and while there may be only one champion, many will celebrate in the victory. ARTICLE III
OFFICERS
Section 1. General Powers. The Board of Officers shall have the general power to manage and control the affairs and property of the Union Cheer Boosters and shall have full power, by majority vote, to adopt rules and regulations governing the action of the membership. Communication and compliance shall be limited to issues involving the specific role of Union Cheer Boosters as outlined in the bylaws involving program funding and finances. No executive officer shall have the authority to communicate with the coaching staff regarding issues involving coaching style, team/position placement of cheerleaders or any coaching decision. Number, Election, and Term of Office. The Board of Officers shall consist of 7 members. Four (4) Executives and Three (3) Representatives. Officers need not be residents of the State of Washington. Election to the Board of Officers shall be by majority vote of the members of Union Cheer membership, which shall occur, except in the case of filling vacancies, at each annual meeting thereof. Each Officer shall hold office for a term of 2 or more years and thereafter until his successor is elected and qualified. Head coach will automatically be included as a Representative. Assistant coaches will also be included as Representatives. Officers. The membership of Union Cheer may designate from among its members an Executive Body - President, Vice-President – Fundraising, Secretary, Treasurer and a Representative Body – Camp Coordinator, Team Bonding Coordinator, Car Wash Coordinator, Team Photographer, Spirit Table Coordinator, Coach and such other officers as it may consider appropriate with such duties as it may prescribe. Not more than one office may be held simultaneously by the same person. Vacancies. Any vacancy occurring on the Board of Officers prior to the expiration of a term shall be filled by such person and shall be elected by the remaining members of the Board. An Officer so elected to fill a vacancy shall hold office for the unexpired term of their predecessor in office. A vacancy in any office because of death, resignation, removal,
disqualification or otherwise, may be filled by the Board of Officers for the unexpired portion of the term. Section 5. Annual and Regular Meetings. The Board of Officers shall hold an annual meeting at such time and place as the Board shall by resolution prescribe. The Board may by resolution prescribe the time and place of such other regular meetings on a monthly basis (at a minimum of every other month). Section 6. Special Meetings. Special meetings of the Board of Officers may be called by or at the request of the President or any two board members. The person or persons authorized to call special meetings of the Board may fix any reasonable date, hour, and place, either within or without Washington State, as the date, hour, and place for holding any special meeting of the Board called by them. Section 7. Notice. Notice of any special meeting of the Board of Officers shall be given at least seven (7) days previously thereto by written notice delivered personally or sent by mail, email, facsimile or other means of electronic transmission to each officer at their email address as shown in the records of the Union Cheer Boosters. If mailed, such notice shall be deemed to be delivered when deposited in the United States mail in a sealed envelope so addressed, with postage prepaid. Any officer may waive notice of any meeting. The attendance of an Officer at any meeting shall constitute a waiver of notice of such meeting, except where an Officer attends a meeting for the express purpose of objecting to the transaction of any business because the meeting is not lawfully called or convened. The business to be transacted at, and the purpose of, any annual meeting of the Board of Directors need not be specified in the notice or waiver of notice of such meeting. Section 8. Quorum and Proxies. A majority of the total number of Officers shall constitute a quorum for the transaction of business at any meeting of the Board of Officers; but, if less than a majority of the Officers are present at said meeting, a majority of the Officers present may adjourn the meeting from time to time without further notice. Proxies shall not be permitted. Section 9. Manner of Acting. The act of a majority of the Officers present at a meeting at which a quorum is present shall be the act of the Board of Officers, unless the act of a greater number is required by law or by these Bylaws. Section 10. Compensation. Officers as such shall not receive any stated salaries for their services but may be reimbursed for reasonable expenses. Nothing herein shall be construed to preclude any Officer from serving the Union Cheer Boosters in any other capacity and receiving compensation therefor. Section 11. Informal Action. Any action may be taken without a meeting of the Officers if consent in writing setting forth the action so taken shall be signed by all of the Board. Section 12. Resignation; Removal. (a) A Officer may resign from the Board at any time by giving notice of their resignation in writing addressed to the President and Secretary of the Union Cheer Boosters or by presenting their written resignation at an annual, regular, or special meeting of the Board of Officers. (b) Except as otherwise provided by law, at any meeting of the Board of Officers called expressly for that purpose, any Officer may be removed, with or without cause, by the vote of a majority of the Board then in office due to 2 unexcused absences or more than 6 absences from the regularly scheduled meetings. This will result in termination from the Board whenever in its judgment the best interest of the Union Cheer Boosters would be served thereby. Section 13. Officers:
A. President. The President shall be the chief executive officer of the Union Cheer Boosters and, in general, shall supervise and control all of the business and affairs of the Union Cheer Boosters membership. They may sign, with the Treasurer or any other proper Officer of the Union Cheer Boosters authorized by the Board of Officers, any deeds, mortgages, bonds, contracts, or other instruments or documents which the Board has authorized to be executed; and they shall perform all such other duties as may be prescribed by the Board from time to time. They will primarily be responsible for developing and delivering a yearly budget with the assistance of the Treasurer. File all Federal and State mandated forms for Union Cheer Boosters and communicate with Washington State agencies as necessary. (The Treasurer may also file these forms.) Set a meeting schedule as agreed upon by the board. Preside at all executive board, annual membership and general booster board meetings. Assist the Vice President of Fundraising as needed in the coordination of fundraising events. Will sit on a minimum of two fundraising subcommittees annually. Act as a liaison between the Union Cheer Boosters and Union High School ASB. Submits and signs with the VP of Fundraising, all required paperwork for district approval of fundraisers. Represent Union Cheer Boosters at any school related meetings/functions requiring representation from booster clubs or appoints a member to attend on behalf of the organization. Act as a liaison and mediator between Union Cheer parents, cheerleaders and coaching staff in communication of issues and presents coaching staff with accountability plans for those not in compliance. Administer Installment Payment Program for individuals with need, in coordination with the Treasurer. B. Vice President- Fundraising. In the event of the death, resignation or removal of the President, the person who serves as Vice President shall assume the office of President until the Board of Officers elects a successor to the President and shall perform all such other duties as may be prescribed by the board of officers from time to time. In the absence of the President, will lead the Board and general membership meetings. Facilitate communication between various outside businesses and organizations with which the Union Cheer Boosters has affiliations. Attend all board and general association meetings. Facilitate communication between various entities of the Union Cheer Boosters including: Committees, parents, coaches and the board of directors. Manage the discipline process and accountability contracts with and between all parties participating in the Union Cheer Booster program. Support fundraising campaigns. Coordinate community service events with coaches and cheerleaders. Coordinate standards, process and expectations for the event chairman roles across the organization. In charge of fundraising and is responsible for reviewing submitting individual and general fundraising ideas to the Union Cheer Booster board and its members. Each fundraiser will be voted on by the Union Cheer Booster board before enacted. They will be responsible for overseeing and managing these fundraisers voted in by the board. They will develop timelines and guidelines that will include volunteer and cheerleader assignments and will see that they are followed. If the fundraiser is not chaired by this position, they will appoint a committee chair for that event that will report to the Vice President and the Union Cheer Booster board. Track cheerleaders working on fundraiser events and reports back to coaches on a monthly basis. Manage the expectation of each cheerleader within each fundraising event. The minimum expectation of fundraiser sales are required for each cheerleader, as determined by the Union Cheer Booster board. Beyond the minimum expectations, each cheerleader may qualify for personal account financial allocations by raising additional funds beyond the minimum required, based on Union Cheer Booster board approval. If minimum expectations are not met, charges may incur to individual accounts (managed by the VP of Fundraising and by the Treasurer). All information concerning fundraising practices will be communicated to the Coach. Coordinate cash box use and deposit of funds raised with the Treasurer. Update all social media platforms as needed to promote current fundraising opportunities. Position has 3 additional committees underneath to be delegated annually: Car Wash Coordinator, Spirit Table Coordinator, and Camp Coordinator. In the event that no one is delegated, the responsibilities of the car wash, spirit table and camp coordinator(s) will fall back onto the VP of Fundraising. Current Union Cheer Fundraisers may include, but aren’t limited to, the following:
Car Washes
Cheer Apparel Sales
Applebees Pancake Breakfast
Fred Meyer Community Rewards
Swag Table/Apparel
Titanette Camps
Fundraising cards (Jamba, Papa Murphy’s, etc)
Other potential fundraisers (flower baskets, See’s Candy, etc)
Portland Marathon
EcoWorld
Concessions
C. Secretary. The Secretary shall keep the minutes of the meetings of the Board of Officers; see that all notices are duly given in accordance with the provisions of the Bylaws or as required by law; be custodian of the corporate records and seal; and perform such other duties as from time to time may be assigned to them by the President or by the Board. Schedule location for general booster and executive board member meetings. Arranges for General Booster Club meetings (goal of monthly meetings but at least every other month). Record meeting minutes, distribute minutes to board within 1 week of meeting via email for approval. Keep documentation of meeting minutes on the share drive. (Treasurer may also keep a copy of the minutes in their binder.) Keep the Union Cheer Booster Calendar from coaches and board on the share drive. Assist as needed with fundraising activities. D. Treasurer. The Treasurer shall be responsible for all funds and securities of the Union Cheer Boosters; receive and give receipts for monies due and payable to the Union Cheer Boosters and deposit all such monies in the name of the Union Cheer Boosters in such banks, trust companies or other depositories as shall be selected in accordance with the provisions of the Bylaws; and perform such other duties as from time to time may be assigned to them by the President or by the Board of Officers. If required by the Board of Officers, the Treasurer shall give a bond for the faithful discharge of his duties in such sum and with such surety or sureties as the Board of Officers shall determine. Maintain the Union Cheer Booster checking account, debit card, Square, and Venmo account. Keep monthly bank statements in a binder and accessible on the Union Cheer Booster share drive. Provide Profit and Loss statements at each monthly board meeting (at minimum of every other month). Process account payable payments as received and within 1 week of collection. Email statements to Union cheerleaders/families on no less than a bi-monthly basis. Count and deposit all income generated from various fundraising activities within 1 week of the event. Distribute cash box change for sales, camps and car washes. Save all receipts for invoices in a binder. Verify receipt merchandise. Maintain and store financial records for a minimum of 5 years. Maintain installment payment agreements in the binder or share drive and provide updates to President, Vice President of Fundraising, and Coach as needed. They will be responsible to develop and deliver a yearly budget with the assistance of the President. Prepare and file annual taxes, WA Secretary of State charity renewal, and WA State Booster Club Association (WSBCA) annual renewal fee. E. Camp Coordinator. The Camp Coordinator will serve as a Representative Body to the Union Cheer Booster board. They will be responsible for issues and activities with all of the Union High School camps and any Titanette camps. Assist coach as requested. Verify volunteer applications with the Evergreen School District office for any parent volunteers. Arrange for snacks/food as needed. Assists with paperwork, registrations and payments as needed. Liaison between cheerleaders/families/Coaches. Manages Titanette clinic supplies, maintains inventory, and reorders supplies. F. Team Bonding Coordinator. The Team Bonding Coordinator will serve as a Representative Body to the Union Cheer Booster board. The goal of this position is to be a special support booster member to both incoming and veteran cheerleading families by coordinating bonding opportunities for all members of the program. After the year of service, the hope is the Team Bonding Coordinator might consider running for a future position on the Union Cheer Booster board. Be a visionary that can help establish traditions and roles for future Team Bonding Coordinators. Organization of team bonding events throughout the year (minimum of 2 times per cheer season). Be an advocate of organizing team outings, dinners, and special events for the teams to help encourage bonding and spirit within the program. Facilitate/Coordinate a minimum of one community service event for the Union High School cheerleaders annually. G. Head Coach. Act in the Representative Body of the Union Cheer Boosters. Is an employee of the Evergreen School District and is bound by their policies and requirements. Provide the Union Cheer Boosters with anticipated annual program expenses. Update the membership on upcoming events and competitions. Provide a monthly and weekly calendar to membership. Co-sign Installment Payment agreement for participants. ARTICLE IV
MEMBERSHIP
Section 1. Classes of Membership. The organization will have four (4) classes of members, namely “Students”, “Parents”, “Coaches” and “Executive Board Member Parents”. Qualifications. (a) Active Members. All members who participate with the team as a student or coach or have a child/dependent participating on the team are automatically eligible for membership in the organization as “active members”. Each active member in good standing will have one family vote representation. (b) Persons who do not have a cheerleader currently on the squad are not eligible for active membership. Application and Tryouts. Tryouts will be held on an annual basis. Application shall be made in writing and shall consist of an informational form per coaching guidelines. Expenses. Expenses for each individual cheerleader will be calculated annually. The amount of dues/fees will be determined by a budget submitted by current Coaches and Executive Board for that fiscal year. This will be published at the monthly board meetings. All members are required to pay their expenses within 30 days of the posted due dates. If unable to make payments in 30 days, a verbal notification is to be made by the member to the Head Coach, President, or Treasurer. If fees are 60 days past due, a written notification is to be made to the member by the coach and/or Board of Officers with an offer of installment payment plan. For families requesting special consideration, installment payments will be an acceptable method for
keeping their accounts current and in good standing. Cheerleaders not in good standing will not receive one or more of the following items (uniform, warm-up, shoes, pom-poms, practice wear or cheer box) until their individual account is in good standing or a formal payment plan has been established, signed and adhered to. Such items in this case will remain the property of the Union Cheer Boosters until final payment is made. The Union Cheer Boosters has the authority to collect the uniform items if a payment contract is breached. ARTICLE V
COMMITTEES
Section 1. Purposes. The Board of Officers may establish such committees to assist it in the performance of its duties as it considers appropriate. Titanette Camps
Photographer
Applebees Pancake Breakfast
Spirit Tables/Concessions
Section 2. The number of members of each committee shall be determined by the Board. Members of each committee shall be elected by the affirmative vote of a majority of the Board and shall serve until resignation or completion of event. The President may designate from among the members of each committee a Chairman and Vice Chairman of such committee, and such other officers as the President may determine. The Chairman, Vice Chairman, and any other officers of each such committee shall have such duties as the President prescribes. Vacancies in the membership of any committee shall be filled by the Union Cheer membership. Quorum. Unless otherwise provided in the resolution of the Board of Officers designating a committee, a majority of the whole committee shall constitute a quorum and the act of a majority of the members present at the meeting at which a quorum is present shall be the act of the committee. Rules. Each committee may adopt rules for its own government not inconsistent with the Bylaws or with rules adopted by the Board. Powers. Each committee shall have such powers as the Board of Officers may grant it consistent with law, the Articles of Incorporation, and the Bylaws. ARTICLE VI
CONTRACTS, CHECKS, DEPOSITS AND FUNDS
Section 1. Contracts. The Board may authorize any Officer or Officers, agent or agents of the Union Cheer Boosters in addition to or in place of the Officers so authorized by the Bylaws, to enter into a contract or execute and deliver any instrument or document in the name and on behalf of the Union Cheer Boosters and such authority may be general or confined to specific instances. Checks, Drafts, and Similar Documents. All checks shall be signed by 1 (one) Officer (usually the Treasurer or the President). This shall include all drafts or orders for the payment of money, notes or other evidence of indebtedness issued in the name of the Union Cheer Boosters and in such manner as shall from time to time be determined by resolution of the Board. Deposits. All funds of the Union Cheer Boosters shall be deposited from time to time to the credit of the Union Cheer Boosters in such banks, trust companies or other depositories as the Board may select. At least Two Executive Officers but no more than three will have signature privilege for accounting purposes. Gifts and Contributions. The Board of Officers and Members may accept on behalf of the Union Cheer Boosters any contribution, gift, bequest, or devise for the general purposes or for any special purpose of the Union Cheer Boosters. Such contributions, gifts, bequests, or devices shall be in conformity with the laws of the United States, the State of Washington, and any other relevant jurisdiction. Section 5 Inurnment of Benefits/Dissolution. No part of the net earnings of the corporation shall insure to the benefit of any coach, officer, volunteer, parent or student without verification of service provided. Upon graduation or separation from the organization, no part of the earnings will be distributed back to individual cheerleaders. Any remaining funds will roll into the general account for the next season. No part of the activities of the corporation shall be
carrying on propaganda, or otherwise attempting to influence legislation and the corporation shall not participate in, or intervene in any political campaign on behalf of any candidate for public office. Upon dissolution of the corporation, the assets of the corporation shall be distributed first to the Union High School Athletic department then exclusively to Union High School ASB as they qualify under the provisions under section 501(c)(3) of the Internal Revenue Code and it’s regulations as they now exist or as they may hereafter be amended. ARTICLE VII
BOOKS AND RECORDS
Section 1. The Union Cheer Boosters, shall keep correct and complete books and records of account and also shall keep minutes of the proceedings of its Board of Officers and committees having any of the authority of the Board. Membership will receive at least bi-monthly (every other month) invoices and updates. ARTICLE VIII
FISCAL YEAR
The fiscal year of the Union Cheer Boosters, (a) shall attempt to begin on the first day of May and end on the last day of April in each year. (b) Or within two weeks of those days depending on the tryout schedule and first annual meeting each year. ARTICLE IX
WAIVER OF NOTICE
Whenever any notice is required to be given under the provisions of the law of Washington State or under the provisions of the Articles of Incorporation or the Bylaws of the Union Cheer Boosters, a waiver thereof in writing signed by the person or persons entitled to such notice, whether before or after the time stated therein, shall be deemed equivalent to the giving of such notice. ARTICLE X
CONFLICT of INTEREST POLICY
Section 1. Conflict of Interest. The members of the Union Cheer Boosters will follow a conflict of interest policy. A conflict of interest is defined as an actual or perceived interest by a member or Board member in an action that results in, or has the appearance of resulting in,
personal, organizational, or professional gain. Officers and members are obligated to always act in the best interest of the organization. This obligation requires that any officer or member, in the performance of organization duties, seek only the furtherance of the organization mission. At all times, members are prohibited from using their job title or the organization’s name or property, for private profit or benefit. A. Intent- No officer or member of the organization shall participate in the selection, award or administration of a purchase or contract with a vendor where, to his knowledge, any of the following has a financial interest in that purchase contract or is in conflict with the guidelines of the Evergreen School District policy and that of the Union Cheer Boosters. The officer or member;
Any member of their immediate family;
Their partner;
An organization in which any of the above is an officer, director or employee;
A person or organization with whom any of the above individuals is negotiating or has arrangements concerning prospective employment. Disclosure – Any possible conflict of interest shall be disclosed by the person(s) concerned. C. Board Action – When a conflict of interest is relevant to a matter requiring action by the Board, the interested person(s) shall call it to the attention of the Board and said person(s) shall not vote on the matter. In addition, the person(s) shall not participate in the final decision or related deliberation regarding the matter under consideration. When there is a doubt as to whether a conflict exists, the Board shall seek outside interpretation from the Athletic Advisor of Union High School. Record of Conflict – Official minutes of the Board shall reflect that the conflict of interest was disclosed and the interested person(s) did not participate in the final discussion or vote and did not vote on the matter. ARTICLE XI
AMENDMENTS TO BYLAWS
The Bylaws may be altered, amended or repealed and new Bylaws may be adopted by majority vote of the Board of Officers present at any annual, regular or special meeting, if at least fifteen (15) days written notice is given of intention to alter, amend or repeal the Bylaws or to adopt new Bylaws at such meeting to the members at large.
