Bylaws

BY LAWS

 

ARTICLE I - NAME AND PURPOSE

Section I – Name
The name of the organization shall be Sanger Youth Sports PeeWee Cheer (SYSPC). It shall be a nonprofit organization under the laws of the State of Texas.

Section II – Purpose

The purpose of this corporation is: The mission of SYSPC is to provide inspiration, enthusiasm, and support for Sanger Youth Sports (SYSPC). Through the participation and instruction in the sport of cheerleading, SYSPC will promote the ideas of good sportsmanship, personal integrity and accountability, team cooperation, health and fitness, self-confidence and empowerment.

ARTICLE II – SQUAD SIZE AND AGE DIVISION

Section I – Squad Sizes
The SYSPC squads will be made up of all participants registered by designated registration time. Late registration will not be taken due to uniform order deadlines. SYSPC recommends squads of at least six (6).with a maximum of 20. The SYSPC Board may make exceptions to squad limits that exceed 20 with Coach’s approval.

Squads will be put together by grade level. Cheerleaders are only allowed to cheer up or down one grade level. It is the goal of the SYSPC board to give families their first choice if possible. Squad requests will not be guaranteed. The remaining participants with no squad request will be placed by age. Once uniforms are ordered for the current season and squads are announced, there will be no squad changes. Changes may only be made to accommodate sibling being paired to an SYSPC team or parents who volunteer or Coach where needed.

Section II – Age Division
Squad age shall be defined as the grade the participant would be in on September 1st of the upcoming season. If a cheerleader has a natural or step-sibling or other family member playing football or cheering on a squad level other than their own, he/she may have the opportunity to cheer for that team or with that squad if it meets the squad requirements defined in Article II section I. The SYSPC board will have the final decision in all squad placements.

Section III – Age Division: K-7
Squads will be composed of K-7th  grade, giving consideration to children whose parents are coaching and who have siblings they request to cheer for in the SYSFL (Sanger Youth Sports Football Leagues).

ARTICLE III – REGISTRATION

Section I – Registration
The registration cost will cover, background check, registration platform fees, participants insurance and the SYSPC general fund. All fees must be paid at the time of registration, unless other arrangements have been made by the league.

Section II: Fundraisers
The squads are required to participate in the fundraiser(s). The fundraiser(s) will be chosen and headed by the Commissioner and the Fundraiser Coordinator with the approval of the SYSPC Board.

Section III: Equipment 
The SYSPC board will select all uniforms. The complete uniform consists of the top, skirt, briefs, poms, bow and white socks. Tennis shoes must be worn with uniform. White tennis shoes are required. If proper shoes are not worn, a cheerleader may not participate in practice or games for safety reasons. No sandals or bare feet. Hair should be off the shoulders and out of face. Jewelry is not to be worn without prior approval from the SYSPC board. SYSPC will not be held accountable for any injuries that resulted from the wearing of jewelry. Uniform fee is the parent’s responsibility. No uniform will be ordered for a participant until all fees are paid in full (registration and uniform). All cheerleaders are required to have a megaphone.

Section IIII: Sportsmanship
The commissioner will be responsible for the conduct of the Head Coaches. Head Coaches will be responsible for the conduct of their Assistant Coach, Team Mom and Cheerleaders. Any use of drugs, profanity, violence, tobacco, or alcohol will result in immediate ejection from the game, meeting, or cheerleader function (including parties). Anyone that is part of the SYSPC is to follow the guidelines set forth by their officials at all times..

Section V: Cheerleader Practice
There is a 2 hour maximum on practices each evening and practices may be scheduled no more than two times per week. Scheduling practices will be left up to each Head Coach.  If the Head Coach is unable to attend practice for any reason the Assistant Coach needs to hold practice with the assistance from the squads Team Parent. Practice time limits are enforced with the exception of Camp. All Cheerleaders are required to be on time and ready to practice. Proper shoes are to be worn at practice. All Cheerleaders should attend practice. Out of courtesy, parents should notify their child’s Coach or Assistant if their child will be absent. Practices are not to be held at private homes of Coaches, Assistants or Cheerleaders. Only approved SYSPC or City of Sanger sites are allowed.

Section VI: Games
It is recommended that a parent for each participant be present to supervise the child at all games. Parents should notify the Head Coach or Assistant Coach if their child will not be present at a game. If the parent will not be present, they should designate another adult to be responsible for their child in case of injury or sickness. The parent shall make the Coach aware of whom the responsible adult will be.

Cheerleaders should arrive 30-45 minutes before game time or at the time appointed by their Coach. All squads and their Coaches are required to attend all games including playoff games. Out of courtesy to the Coaches, they should be notified when a child will be absent. Each squad is responsible for sideline clean up of their items after each game.

Section vii: Sanger Youth Sports Association Board and Officials
All board members/officials must be at least twenty-one (21) years of age with the exception of an Assistant Coach. An approved official must accompany under age officials at all times. Each official/board member will be required to fill out a criminal background check form and personal information form.

The following are considered voting SYSPC Board Members:  Commissioner of the Board, Co-Commissioner, Social Media director, Secretary, Treasurer, Co- Treasurer, Concession Stand Coordinator, Concession Stand Coordinator II, Events Coordinator, Volunteer Coordinator, Fundraising Coordinator.

The following are considered voting members:  One Parent/Guardian of each registered member of SYSPC.

Voting procedures for new and returning board members: 

All Board members shall be nominated by current members of the SYSPC Board. The Commissioner will schedule a board meeting no later than May of each year to elect board members for the upcoming season. Board members will be voted in by a majority vote of all members present at the meeting.  

Commissioner of the Board:  Shall be elected for the upcoming year at the end of each season. They shall be nominated from parents or current commissioner. Responsibilities will include assuring all guidelines set forth by SYSPC bylaws are followed by officials, parents and participants. The Commissioner will also be responsible for communicating with the SYSFL regarding schedule, insurance, coordinating squads with teams and any other pertinent subjects. The commissioner is responsible for choosing the uniform style. The commissioner can make deposits and purchases  with the approval of the  Treasurer and  Co-Treasurer. The commissioner  will be overseeing all other board members to see that all duties are being upheld.

Co-Commissioner: Shall be elected for the upcoming year at the end of each season. They shall be nominated from parents or current commissioner. Responsibility's will include assisting the Commissioner with all SYSPC duties.

Media Director:  Shall be elected for the upcoming year at the end of each season. They shall be nominated from parents or current commissioner. Responsibilities will include  having all events published in the paper on social media sites and all other means of advertisement deemed reasonable by a majority vote by all board members. Responsible for maintaining the web site.

Secretary:Shall be elected for the upcoming year at the end of each season.They shall be nominated from parents or current commissioner. Responsibilities will include keeping and reading the minutes at all meetings.

Treasurer: Shall be elected for the upcoming year at the end of each season. They shall be nominated from parents or current commissioner. The treasurer  will be responsible for providing a summary of all financial transactions to the Commissioner and Co Treasurer  with a copy of receipts for all transactions on the first of each month. The treasurer will be responsible for making and picking up all purchases unless prior ordering arrangements have been made with the Commissioner or Co Treasurer to take responsibility of certain board approved expenses. Responsible for  reviewing  the bank statement for fraudulent activity, misuse of funds by other board members  and keeping all receipts for purchases, make deposits and distribute payments for purchase of league approved items as well as payments to other board members for reimbursement of approved purchases ,  attend all meetings and be responsible for the PO Box.

Co Treasurer: : Shall be elected for the upcoming year at the end of each season. They shall be nominated from parents or current commissioner. The Co Treasurer will be responsible for assisting the treasurer and reviewing monthly statement. The Co Treasurer is also responsible for making deposits and distributing payments as needed.

Volunteer Coordinator:Shall be elected for the upcoming year at the end of each season. They shall be nominated from parents or current commissioner. The Volunteer Coordinator is responsible for recruiting  Head Coaches, Assistant Coaches, and Team Parents. The Volunteer Coordinator is responsible for having background checks completed by the leagues third party service.

Fundraiser  coordinator: Shall be elected for the upcoming year at the end of each season. They shall be nominated from parents or current commissioner. The Fundraiser Coordinator will be responsible for organizing the leagues fundraiser. They will be responsible for resenting fundraiser ideas to the SYSPC board for final approval.

Concession Stand Coordinator: Shall be elected for the upcoming year at the end of each season. They shall be nominated from parents or current commissioner. They shall be responsible for managing and organizing all items needed for the concession stand.

Concession Stand Coordinator II: Shall be elected for the upcoming year at the end of each season. They shall be nominated from parents or current commissioner. They shall be responsible assisting the Concession Stand Coordinator with the managing and organizing of all items needed for the concession stand.

Events Coordinator: Shall be elected for the upcoming year at the end of each season. They shall be nominated from parents or current commissioner. They shall be responsible very organizing all special events including but not limited to; Sanger Sellebration, homecoming parade, and end of season party. The Event Coordinator will have an approved budget that is voted on by the SYSPC board.  

Head Coach: This volunteer position will coach a squad between six  to twenty  (6-20) participants. Head Coaches will be responsible for setting their own practice schedule, communication in a timely manner with parents and attending Coaches Camp. They must attend scheduled Coaches’ meetings and turn in paperwork required by the SYSPC Board in a timely manner. Head Coaches are responsible for recruiting an assistant coach for his/her squad, teaching the members of the squad sportsmanship, core  values, and teamwork. Head Coaches are also responsible for attending SYSPC Camp and distributing uniforms to their squad. Each head coach must complete a criminal background check form, any background check that returns with a Felony conviction will not be allowed to coach for that season.

Assistant Coach:  This volunteer position will help  coach a squad between six to twenty (6-20) participants. May be chosen by the Head Coach and shall follow all guidelines set forth for Head Coaches as well. Assistant Coaches have the option for recruiting a team parent for His/Her squad and assisting the head coach in teaching the squad.  Each assistant coach must complete a criminal background check form, any background check that returns with a Felony conviction will not be allowed to coach for that season. 

Team Parent : A Team Parent may or may not be appointed by the Assistant Coach to help with various squad duties. The Team Parent may be asked to assist  the Head Coach or Assistant Coach with a practice or game in the absence of either a Head Coach or Assistant Coach. Team Parents may help with bathroom breaks during the games, snack schedule, and parent contact list. Each team parent must complete a criminal background check form, any background check that returns with a Felony conviction will not be allowed to fulfill the duties of team parent for that season.

 Section X: Sanger Youth Sports Guidelines

I. All decisions needing to be made with a financial obligation over $50.00 must be approved by a majority vote by all board members in a private meeting either in person email or designated messaging platform.

II. All members of the board have an equal vote. The commissioner will make the decision regarding all tie votes.

IV. Photography,  end of season party and cheer camp  decisions will be made by a majority vote by all board members.

VI. No cash withdrawals will be made without approval by all Board Members.

VII. All transactions must be made by  money order, check, debit or credit  card.

VIII. Dual Signatures required for all checks that are for reimbursement of funds to other board members.

IX. No Board Members or coaches are to transport any child other than their own to or from a scheduled event.

X. SYSPC  will have a PO Box or physical mailing address for all mail.

XI. Monthly statements  are available to all members of the organization at all times.

XII. Members can request a refund for any items not already ordered.

XIII. All refunds will be issued by check with dual signatures.

XIV. Mascots must pay a discounted registration fee to be added to the insurance policy.

XV. Nothing will be ordered for any member  without full payment.

XVI. The Commissioner  plus the Treasurer or Co Treasurer must be present at all fundraising events.

XVII. All Board members, Head Coaches, Assistant Coaches and Team Parents will have  to complete a background check .

XVIII. Uniform cost are not to exceed $150.00 without board approval.

XIX. The bank account must have a minimum of $1,000.00 in the account at the beginning of each season.

XX.  All conflicts need to be addressed with the Coach first then if still not resolved  forwarded to the commissioner.

XXI. All monies should be turned over to the Treasurer by appointing deadlines. Expenses by SYSPC Board members considered “reimbursements” from SYSPC over the amount of fifteen dollars ($15.00), must be per-approved by the Commissioner and the Treasurer before purchases are made.

Section X: Stunts
All  stunts are allowed at the discretion of the coach. 

Section XI:

For all issues requiring a board member vote all board members must be present to constitute a quorum. For all issues requiring member votes we must have at least 1 member present. 

Section XII: Bylaw Acceptance and Revisions

These Bylaws may be amended at the beginning of each season at the recommendation of the board.The change in the Bylaws will become effective upon an affirmative vote two/thirds of the members voting at a meeting of the membership.