Article I: Name

The name of this group shall be ‘North Dakota Elite Cheer Parents’ known as ‘NDECP’.

 

Article II: Mission Statement

NDECP group is committed and dedicated to supporting all athletes, families, and coaches of North Dakota Elite Cheer through fundraising efforts and sponsorship, so all athletes and coaches may realize their fullest potential to support the team as they achieve athletic excellence.

 

Article III: Responsibilities

NDECP is being operated for the benefit of our athletes. In order that this operation is carried out properly, it is vital that the mission statement of the NDECP be fully understood and supported by all parents, athletes and coaches involved with North Dakota Elite Cheer. The group can assist in the following ways:

1. To be of help to the coaches, faculty, administrators, and student athletes.

2. To raise funds with which athletes may pay for any expenses associated with participation in North Dakota Elite Cheer as well as paying administrative costs of the group.

3. To plan necessary meetings, programs, and fundraising activities.

4. To establish and implement an athlete scholarship fund to defray the cost of athlete participation in North Dakota Elite Cheer.

5. To establish and maintain relationships with corporate sponsors. 

 

Article IV: Membership

The organization is open to any parent or guardian of a North Dakota Elite Cheer athlete. 

1. Prior to any participation in any NDECP events such as fundraising and committees, the annual membership fee must be paid.

2. Participants in NDECP are representatives of North Dakota Elite Cheer.  It is expected all members will conduct themselves in alignment with the North Dakota Elite Cheer Parent Code of Conduct.

3. If a member experiences a grievance, they should work directly with the committee, or the person involved.  If the grievance cannot be resolved, please contact the Executive Board.

 

Article V: Fiscal Year

The fiscal year shall be from January 1 to December 31.

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Article VI: Officers

• President      

• Vice President

• Treasurer

• Secretary

• Media Director

• Fundraising Co-Director

• Fundraising Co-Director

 

Article VII: Executive Board

The Executive Board shall consist of the officers of the Executive Board.  The Executive Board shall meet when deemed necessary by the President to ensure the smooth operation of the group.  Such meetings may be conducted in person, by means of a conference call, or via electronic communication. Participation by such shall constitute presence in person at a meeting. Confidentiality by all member of the Executive Board must be maintained unless the Executive Board unanimously agrees to share and/or disseminate specific information to the membership. Any actions or activity by Executive Board that impacts  North Dakota Elite Cheer, shall be submitted to North Dakota Elite Cheer for approval, when appropriate.

 

The Executive Board has the discretion to spend funds on official NDECP events, activities, and regular operating expenses without requiring approval of the general membership.

 

If for any reason an officer is unable to fulfill his or her duties, the Executive Board shall appoint an interim officer to fulfill the vacancy until the next election. Executive Board Members wishing to resign their position must give a one-month notice.

 

Article VIII: Election of Officers

1. Prior to elections, the Executive Board shall receive nominations for vacant officer positions.

2. Nominations will be due no less than 3 business days after the posting of the position(s).

3. The nominated person must be or become a member of North Dakota Elite Cheer Parent group before the elections are held.

4. The consent of each candidate must be obtained before his or her name is placed on the ballot.

5. If a position is unopposed, the candidate is automatically named to that office.

6. A simple majority of voting eligible members responding to the emailed ballot shall be sufficient to elect a member of the Executive Board.

 

Article IX: Duties of Officers

The President: 2-year term (elected in even years)

1. Organize and preside over all executive and open membership meetings.

2. Shall be responsible for assuming the integrity of Board operations.

3. Shall appoint a chair and/or co-chair of all special committees from a pool of volunteers who are part of the group’s membership.

4. Shall be ex-officio member of all committees.

5. Shall delegate tasks deemed necessary for Executive Board operations.

6. Authorized to be one of the two necessary signers of checks.  The other is the Treasurer.

7. Shall act in whole or in part as the liaison between the owner, coaches, and Executive Board.

8. Perform such other duties as may be required by the Executive Board.

9. Retains the right to correspond with the membership as needed.

 

The Vice President: 2-year term (elected in odd years)

1. Shall act as an aide to the President and shall perform the duties of the President in his or her absence.

 

The Treasurer: 2-year term (elected in odd years)

1. Shall be responsible for the financial integrity of the North Dakota Elite Cheer Parent group and provide a written report monthly.

2. Records are subject to audit by the Executive Board at any time, but at minimum once per year.

3. Authorized to be one of the two necessary signers of checks.  The other is the President.

4. The Treasurer shall keep such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts, and disbursements of the organization. 

5. Such books of account and records shall, at all reasonable times, be open to inspection by an authorized representative designated by the members of the Executive Board.

6. Shall keep an accurate membership list with contact information for the purposes of membership.

7. Shall perform such other duties as may be assigned by the Executive Board.

 

The Secretary: 2-year term (elected in even years)

1. Shall record and keep minutes for all Executive Board and general membership meetings and email a copy to all members.

2. Shall notify all members of all general membership meetings.

3. Shall be responsible for all group correspondence.

4. Shall manage the NDECP email account and other electronic communications.

5. Shall forward emails sent to the group email account to the Executive Board as needed, in a timely fashion.

6. Shall manage contacts for the group email account.

7. Shall perform such other duties as may be assigned by the Executive Board.

 

The Media Director: 2-year term (elected in even years)

1. Shall manage web content, social media accounts and create promotional materials as needed.

2. Shall perform such other duties as may be assigned by the Executive Board.

The Fundraising Co-Directors: 2-year term (one elected in odd, one in even years)

1. Shall be responsible for the overseeing and coordination of the Fundraising Committee.

2. Responsibilities will include the coordination of all volunteers, delivery of merchandise, record keeping, collection of funds, etc.

3. Shall perform such other duties as may be assigned by the Executive Board.

 

All officers shall turn over to the President or successor all pertinent records, books, and materials and return to the Treasurer all funds without delay upon the expiration of the term of office, or in case of resignation.

Transition between the outgoing and incoming Board members shall commence immediately after the election.

 

Each Executive Board member’s length of service is two years, and they may be re-elected.  In the first year of North Dakota Elite Parent groups formation, the Vice President, Treasurer, one Fundraising Co-Director shall begin as one-year terms and become two-year terms for every term of service following. Due to the inactivity of the North Dakota Elite Cheer Parent group, the 2022-2023 season will be treated as a first year again.

 

Article X: Conflict of Interest

Whenever an officer has a financial or personal interest in any matter coming before the board, the Board shall ensure that:

1. The interest of such officer is fully disclosed to the board.

2. No Interested officer may vote or lobby on the matter or be counted in determining the existence of a quorum at the meeting of the Board at which such matter is voted upon.

3. Any transaction in which an officer has a financial or personal interest shall be duly approved by members of the Board not so interested or connected as being in the best interest of the organization.

4. The minutes of meetings at which such votes are taken shall record such disclosure, abstention, and rationale for approval.           

 

Article XI: Meetings

1. The full Membership of the North Dakota Elite Cheer Parent group shall meet one time each quarter. 

2. Future meeting times and dates will be posted on our social media account, webpage, email and/or gym newsletter.

3. Additional meetings may be held at the discretion of the Executive Board.

 

Article XII: Conduct of Business

Conduct of business shall be in accordance with Roberts Rules of Order and the applicable provisions of the laws of the State of North Dakota.

 

Article XIII: Relationship with other Booster Clubs

North Dakota Elite Cheer Parent group will exist in cooperation with all other athletic Booster Clubs, working in harmony for the good of the North Dakota Elite Cheer athletes and coaches.

 

Article XIV: Committees

The Executive Board may create such standing committees, as it deems necessary to promote the work of the group. 

 

Chairpersons of each committee will be appointed by the President in cooperation with the Executive Board.  The term of each Chairperson shall be one year or until a successor is appointed.  The Chair of each committee is accountable to the Board and must prepare a written report/summary of committee activities. At the conclusion of the term as Chair, all records, information, and material must be turned over to the Board.

 

Article XV: Amendments

An amendment of the bylaws must be submitted in writing to the Executive Board. The Executive Board approves any such amendments by simple majority vote. Amendments approved by the Executive Board must be presented to the general membership via email or at a regular membership meeting. Amendments shall become effective upon the approval by a simple majority vote of the membership present at that meeting, or if presented via email, within a one-week deadline. A null response shall be considered agreement to the proposed changes.

 

Article XVI: Quorum

A quorum shall consist of a simple majority of the Executive Board at the Executive Board meeting.  A quorum for the vote at a general meeting is a simple majority of the members present.

 

Article XVII: Voting Rights

Any parent or guardian who has paid their annual membership dues is permitted to take part in all the general voting activities.

 

Article XVIII: Monies owed by the Organization

North Dakota Elite Cheer Parent group is responsible for the timely payment of all monies owed to organizations.

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Article XX: Dissolution of the North Dakota Elite Cheer Parent group

At the Dissolution of the North Dakota Elite Cheer Parent group, all outstanding debts must be paid in full.  Any remaining funds will be donated to a community non-profit chosen by the Executive Board.

 

Article XXI: Tax Treatment

The North Dakota Elite Cheer Parent group will file taxes as a Non-profit Organization in agreement and fulfillment of the laws of the State of North Dakota and of the United States Internal Revenue Service, filing as a 501(c)3

 

This Constitution and By-laws were revised by the Executive Board on 7/24/2022.  The North Dakota Elite Cheer Parent group approved the revisions on 8/7/2022.

 

This Constitution and By-laws were adopted by the board of the North Dakota Elite Cheer Parent group on June 5th, 2016.