LONG VALLEY RAIDERS CHEER ASSOCIATION

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By Laws

for the

 

Long Valley Raiders Cheerleading Association

 

Long Valley, NJ

 

(Tax ID #22-2660395)

 

 

Table of Contents

 

 

 

Article I                      Organization Name

 

Article II                     Objective and Purpose

 

Article III                   Participation

 

Article IV                    Officers / Board Members

 

Article V                     Board Member Roles and Responsibilities

 

Article VI                    Meetings and Procedures

 

Article VII                  Voting

 

Article VIII                 Insurance

Article IX                    Coaching Staff

 

Article X                     Try-Outs

 

Article XI                    Participation at Cheerleading Competitions

 

Article XII                  Competition Squad

 

 

 

 

 

Article I

 

NAME

 

1.                  The name of this organization shall be the Long Valley Raiders Cheerleading Association, hereinafter referred to as the L.V.R.C.A.

2.                  The L.V.R.C.A. may, by a majority vote of the membership body, change its name.

 

Article II

 

Objective And Purpose

 

1.                  The objective of the L.V.R.C.A. shall be to provide recreation for the youth of the Township of Washington in the form of cheerleading and competitive cheerleading.  This encompasses teaching of the fundamental skills, stunt progressions and safe techniques of cheerleading as well as the fundamentals of good sportsmanship and teamwork.

 

2.                  The purpose of the L.V.R.C.A. shall be as follows:

To operate, lead and manage itself in a way that achieves the above stated objective(s).

 

3.                  To ensure a solid financial foundation upon which the organization can offer its participants a quality experience of learning, participation and growth.  The financial good standing shall be managed through various fundraising and other profit bearing initiatives as approved by the Board.  These initiatives should ensure the continued financial health of the organization and support its ability to meet the above stated objectives.

 

Article IIa

 

MISSION STATEMENT

 

To provide an encouraging and instructive athletic environment in which girls grades 3 through 8, can participate, through a tryout procedure competitive and disciplined activity of cheerleading and girls grades 1 and 2 can participate through a non tryout procedure in a disciplined and structured activity of cheerleading.  The dual role for all level cheer squads is one,  to be a supportive branch to Long Valley Raiders Football through cheering at football games, the pep rally, and all related events, during the Fall Season and two, to compete in a minimum of one cheerleading competitions during the Fall.

 

To offer to those applicable age persons interested an opportunity to participate on a competitive cheer squad through a selection process of scores at tryouts, position openings and level of experience and tumbling.

 

 

Article III

 

PARTICIPATION

 

1.              Participation shall be open to all youths registered in the program that also

          reside and live in Washington Township.  All registered youths must be  

          entering 1st  through 8th grade in the upcoming September school year.

 

2.              Annual Participation in the L.V.R.C.A. shall run from the date of the annual

          Spring registration (typically April or May), through try-outs for the following  

          year (typically March or April).

 

3.               Several components of the program are considered to be mandatory, e.g., attendance at Spirit Camp, Summer Camp if applicable, attendance at Games, Pep Rally, Competition and all practices.  Since conflicts due occur, a process has been established to determine whether or not a child can be excused from all or a portion of one of the mandatory components of the program.  In these instances, the family must submit an Exception Approval Request to the L.V.R.C.A. Board of Directors for review and consideration.  The decision of the Board will be final.

 

Article IV

 

Officers / Board Members

 

The Officer/Board Member positions for the L.V.R.C.A. shall be as follows:

President

Vice-President-Football

Vice-President-Administration

Vice-President-Competition

Secretary

Treasurer – Football

Treasurer - Competition

Advisor

 

All Officers, by virtue of their positions, shall be considered as members of the Board of Directors.  An Officer in good standing must attend 50% of the general meetings, and in order to vote on any resolution, must attend the two consecutive prior meetings before the vote is taken.  This measure is necessary to ensure continuity of information and perspectives sufficient to provide for a legitimate voting process.

 

To the extent possible, Board Member representation should be comprised of Coaches from each level (squad) in the organization.  Each level (squad) will have only “two” bonafide votes to ensure that each level is fairly represented.

 

Tenure of Board Positions:  All Board positions are one-year terms except the President, which for continuity reasons is a two-year term.  Each year nominations for positions will be accepted at the May Board Meeting; voting will occur at the annual June Board Meeting.  The new positions take effect in August with the start of each new season.  A Term may be extended for one year and no longer so that ongoing succession; learning and continuous improvement can be achieved.  The vote for Board positions should be counted for and audited by a NON-BOARD member so as to ensure the vote and count is impartial.

 

Football and Competition Treasurer(s) are separate positions and cannot be combined into one position. Each treasurer must have a participating child on the squad that they represent. 

 

Football and Competition Vice President(s) are separate positions and cannot be combined into one position.  Each VP must have a participating child on the squad that they represent. 

 

In the event that the President must take either a temporary leave of absence or resign for the remainder of the applicable term, the Vice President of Administration will become the acting President until the June meeting of the applicable term/year whereupon the President position will come up for vote.

 

Dissatisfaction with any Board Member or Coach should be brought to the attention of a Board Member and will be addressed by the Board of Directors as appropriate.

 

 

 

Article V

 

BOARD MEMBER ROLES AND RESPONSIBILITIES

 

All LVRCA Board Members are expected to:

-Attend monthly meetings.

-Mentor and support the coaching staff.

-Adhere to the LVRCA By-laws.

-Lead by example.

-Publicly support all By-Laws, Rules and Regulations and outcome of majority votes by Board, and each other, on all matters related to LVRCA business.

 

PRESIDENT:

-Administer and communicate LVRCA policies/guidelines/timelines in support of:

        Try-Outs

        Coordinate dates/location/schedule of activities with VP Admin

        Coordinate requests for space with the Washington Township Board of Education with VP Admin

 

        Coordinate the development of all supporting documentation, forms, etc. with VP Admin

        Coordinate instruction with 8th grade girls with 8th grade coaches

        Arrange for judges; score tally support, etc.

        Manage the integrity of the tally process

        Prepare and Manage Final Scoreboard and prepare final results

        Share final results with Head Coaches

        Registration Process

        Coordinate dates/location/documentation with VP Admin

        Coordinate dates with vendor with Apparel Chairs (SPW & Clinic Coaches)

        Apparel Chairs to Manage clothing and supply order process (football squads) and inform President

        Apparel Chairs to Manage order process with vendors and inform President

        Spirit Camp

        Coordinate dates/location/schedule

        Communication process with HS girls and/or outside instructors

        Summer Camp (available for Pee Wee, JV & Varsity squads only)

        Recommend camps to attend and coordinate dates

        Manage Dates, submission of application and check to Camp

        Communicate details to Head Coaches

        Mock Competition

        Coordinate date/location

        Participation at season end competition event (football squads)

        Obtain options from VP-Competition; Board Members and Coaches vote as to participation

        Leadership/Support for Coaches

        Provide focal support to Board Members and Coaches regarding issues; solicit input; foster a collaborative environment for alignment and resolution

        Prepare and manage training for new Coaches

        Safety Clinics

        Coordinate Coaches’ participation in Rutgers Safety Clinic and ensure safety standards are upheld

        Establish agenda for monthly LVRCA meetings; lead discussion at monthly meetings

Solicit Topics from Coaches for discussion & Input

 

VICE PRESIDENT – ADMINISTRATION:

-Assist President (and/or any Board member) with administrative tasks including:

        Coordinate requests for space with the Washington Township Board of Education with President

        Try-Outs

        Prepare Flyer for inclusion in school menus

        Prepare Flyer for distribution to applicable schools (for delivery to students)

        Coordinate purchase of judges’ gifts

        Registration Process

        Assist in the preparation of necessary forms

        Assist with clothing order process with Apparel Chair(s).  SPW coaches will be Apparel Chair(s) each year and will mentor the Clinic coaches to take over the following year.

        Squad Photos

        Oversee the entire process

        End of Year Trophy(s)

        Complete the entire process

        Medals for Football Squad(s) for Competition

        Complete the entire process

        Mock Competition

        Prepare Flyer for distribution to coaches

        In the event the President cannot perform any aspect of their duties during a specific period or term, the VP Administration will take on these responsibilities. 

 

TREASURER (Football):

         This position may not be combined with the position of Treasurer (Competition) for any reason.

        Accounting management of LVRCA’s financial resources, including:

        Account reconciliation (with Bank/Vendors/Parents)

        Provide read-out of financial results at monthly meetings

 

SECRETARY

        Take minutes at monthly meetings and distribute minutes at subsequent meetings

        Maintain the organizations’ files/documentation along with President

        Manage the LVRCA website at:  http://lvrca.tripod.com

        Perform correspondence ie., thank you’s etc. for organization

 

VICE PRESIDENT – FOOTBALL:

        Liaison to the LVRFA organization

        Attend monthly LVRFA meetings; communicate applicable topics between the two organizations

        Obtain the Fall football schedule for all squads and distribute to appropriate LVRCA coaches

        Obtain directions to Away games and distribute to appropriate LVRCA coaches.  Send updated directions/schedules to Secretary for website update.

        Pep Rally

        Coordinate date with LVRFA org.

        Hire DJ

        Submit application to Recreation Dept. for use of RSP for Pep Rally

        Prepare Flyer for annual Pep Rally and distribute to all LVRFA and LVRCA coaches

        Recognition Night (if applicable)

        Coordinate date with LVRFA

 

VICE PRESIDENT – COMPETITION:

        Coordinate all activities in support of the LVRCA Competition squad including:

        Coordinate practice schedule, including Gymnastics instruction

        Coordinate the squad’s participation at local competitions’ as well as a national competition

        Coordinate all logistics in support of travel to the national competition

        Manage the clothing and supply order process for the Squad

        Oversee all squad fund raising activities:

        Business Sponsors

        Merchandise sales

        Concession Stand

Responsible for obtaining Annual Insurance Certificate for Competition Squad  and details related there in including review of existing, price to be charged at competition registration to cover costs, etc.

 

COMPETITION TREASURER:

         This position may not be combined with the position of Treasurer (Football) for any reason.

        Work closely with VP Competition and Competition Coaches in allocating and planning   Competition financial resources

        Accounting management of the LVRCA Competition squad’s financial resources including:

        Account reconciliation (with Bank/Vendors/Parents)

        Provide read-out of financial results at monthly meetings

 

ADVISOR(S):

This role has historically been reserved for the outgoing President to provide training and support to the incoming President and the organization.  Alternative incumbents with at least 3 years of experience with LVRCA may be considered.

 

        Provide consultative support to the LVRCA organization and all Board Members and Coaches

        Review By-laws and recommend updates and improvements when necessary

 

 

 

 

ARTICLE VI

 

MEETINGS AND PROCEDURES

 

1.                  A general membership meeting of the L.V.R.C. A. shall be held monthly.  It is typically scheduled at the prior month’s meeting so as to be convenient for the majority of the members.

 

2.                  As noted in Article IV, the June meeting shall be deemed the Annual Meeting.  Prior notification of this meeting will be given to all members.  The Annual Meeting will include:

 

a.       Election of Officers

b.      Renewal of Coaching Staff

c.       Appointment of New Coaches

d.      Annual Reports

 

1.                  Members present, plus a minimum of four (4) Board members, shall be necessary to conduct the business of the L.V.R.C.A. at any membership meeting.

 

2.                  If deemed necessary, the President may request that Special meetings be scheduled.  The scheduling of a Special meeting must be approved via a majority vote by Board Members or via a signed petition by the general membership. Notices of special meetings shall be the responsibility of the Board Secretary, indicating time and place, and the purpose of the special meeting.

 

3.                  The order of business at any regularly scheduled meeting shall include:

a.       Call to order

b.      Acceptance of new members

c.       Reading, correction, addition and acceptance of minutes from last meeting.

d.      Football Report

e.       Treasurer’s Report

f.        Other Committee Reports

g.       Old Business

h.       New Business

i.         Competition Report & Update

j.        Next Meeting Date

 

1.                  New Business – new business must be presented to the President prior to the Board Meeting.

 

 

 

 

ARTICLE VII

 

VOTING

 

1.                  At all meetings, except the election of officers and coaches, all votes shall be made verbally, having been properly moved, seconded and discussed prior to the vote.

 

2.                  The election of Board Members shall be by written ballot method.

 

3.                  Coaches shall be appointed by the Board of Directors based upon submission of an application/expression of interest.  All applications for coaching positions will be reviewed by the Board of Directors.  A final vote/decision as to the selection of a new coach will need to occur at the June Meeting.  The maximum number of coaches for any football squad is limited to three, one Head Coach and one (1) or two (2) Assistant Coaches.  Two Coaches must be present at all practices, therefore, if only one assistant coach is appointed, a designated parent or appropriate planning must be made to ensure that two adults are present at all practices.  An adult is defined as a person age 18 or older.

 

4.                  Proxy votes will only be allowed under two circumstances:  (1) during the election of officers and (2) for the amendment of the By-laws.  Proxy votes must be signed by the Board member submitting such a vote and be delivered to another Board Member prior to the meeting.  Member(s) voting by proxy would be held accountable to Article IV herein.

 

5.                  The outcome of voting results will be determined based on the person/issue receiving the majority of the votes cast.

 

6.                  For all ballot votes, the Chairman (typically the President) of the meeting shall, prior to the balloting, appoint a committee of two (2) persons who shall act as “Supervisors of the Election.”  This committee shall, at the time of conclusion of the balloting, certify the results of the ballot in writing to the Chairman, who shall require that the certification be physically affixed to the minutes of that meeting.  No “Supervisor of the Elections” shall be a candidate for any of the offices or otherwise be personally involved in the question being voted on.

 

7.                  In order to vote, a member must be in good standing which means that he/she must have attended two (2) consecutive meetings prior to the meeting that the vote will occur.

 

 
ARTICLE VIII

 

INSURANCE

 

1.             It is the responsibility of the President to ensure annually that the L.V.R.C.A.

has an up-to-date insurance certificate on file.  The L.V.R.C.A. Football Squads has historically received insurance coverage through a rider on the Long Valley Raiders Football Association’s insurance policy.  The LVRCA Competition Squad will be responsible for their own annual insurance policy and this will be funded through registration of this Squad.

 

2.             All accident reports should be filed within 48 hours to the President who will 

             file the reports with the insurance company.

 

3.             Safety Training:  All Coaches must obtain their Rutgers Safety certificate

       within 6 months of becoming a Coach.  Until the certificate is obtained, they

       will not be considered to be certified and therefore cannot be left alone at any

       practice/game. 

 

ARTICLE IX

 

COACHING STAFF

 

1.                      The following criteria must be met to qualify for a coaching position within the L.V.R.C.A.:

a.       Must be a member in good standing.

b.      Must complete an application and meet with the Board of Directors to initiate the selection and approval process.

 

2.                      Coaches shall be appointed by the Board of Directors based upon submission of an application/expression of interest.  All applications for coaching positions will be reviewed by the Board of Directors.  A final vote/decision as to the selection of a new coach will need to occur at the June Meeting.  The maximum number of coaches for any football squad is limited to three, one Head Coach and one (1) or two (2) Assistant Coaches.  Two Coaches must be present at all practices, therefore, if only one assistant coach is appointed, a designated parent or appropriate planning must be made to ensure that two adults are present at all practices.  An adult is defined as a person age 18 or older.

 

 

       3.           Key criteria assessed during the selection process includes:

        Demonstrated ability to work well with others and as a team

        Demonstrated ability to work well with children

        Prior Teaching, Parenting, Coaching, Cheerleading Experience

        Organization and Planning skills

        Good communication skills

        Enthusiasm, caring and nurturing qualities sufficient to leave the girls/boys with a learning and fun experience

 

4.     As long as Coaches are adhering to the principles and objectives of the

        L.V.R.C.A. and are abiding by the by-laws, coaches may serve the full (6)

        year term from Pre-Clinic through Varsity.  Should concerns regarding the  

        conduct of a coach or adherence to the principles of the organization be 

        raised, their coaching status will be reviewed with the Board of Directors the     

        following year for renewal.

 

5.     It is mandatory that one Coach from each Squad attend each monthly   

        meeting.

 

6.     Renewal of Coaches will take place at the annual June meeting.

 

ARTICLE X

 

TRYOUTS

 

1.      Tryouts will take place each Spring, with Squad registration to occur within one month of the tryout date.

 

2.      One parent or guardian must attend the mandatory meeting on the first night of tryouts in order for the child to be eligible to try-out (unless given special consideration by the Board of Directors for extenuating circumstances).

 

3.      Judges from other townships are to be utilized exclusively.

 

4.      Individuals who tally the scores shall have no children or relatives trying out for a squad.

 

5.      All children must have completed the insurance and registration paperwork in order to try out.

 

6.      The President will be the sole designate to record the scores onto the Tally Board and assign the highest to lowest score to ensure full integrity and uniformity to the final stage of the process.

 

7.      The maximum number of girls on a squad shall be 18 – 20 unless there is a tie in which both girls or neither girls will be taken.  Additionally, the number can exceed this if it would “bump” off a cheerleader previously on the squad all three years for J.V. and Varsity Levels only.

 

8.      Any girls/boys on Football cheerleading four (4) years, Pony (Clinic) through Junior Varsity will automatically make the Varsity squad. Beginning with the 2010 tryout year, girls/boys will have to be on Football cheerleading for five (5) years, Pre-Clinic through Junior Varsity to automatically make the Varsity squad.

 

9.      In order to try out for captain of the Varsity Squad, eligibility is restricted to only those girls who have automatically made the Varsity Squad. (Girls must have been on the squad for the previous four years.)  Additionally, the tryout score will be one of three criteria used in determining the selection of captain(s).  Leadership skills, as demonstrated by the eligible candidates over the previous four years, in addition to demonstrated teamwork and collaboration skills, will also be criteria used to determine the selection of Varsity Captains.  Each of the criteria defined above, tryout score, leadership skills and teamwork skills will be equally weighted.  The number of Varsity Captains selected (typically 2-4) will be at the discretion of the Varsity Coach.

 

Note:  The Varsity Coach has the option of choosing not to designate Varsity Captains for any given season.   If the Varsity Coach chooses not to designate specific Captains for the Season, she must notify the impacted girls/boys of this decision prior to tryouts for the upcoming Varsity season.

 

ARTICLE XI

 

          PARTICIPATION AT CHEERLEADING COMPETITIONS

 

1.       Each of the L.V.R.C.A. Football Cheerleading squads (Clinic through     

                  Varsity) will have the opportunity to compete at one local cheerleading 

                  competition during the Football season (typically in the October –

                  November timeframe).  At no time will any of the L.V.R.C.A. Football

                  Cheerleading squads (Clinic through Varsity) be permitted to compete against

                  one another.  Depending upon how the ‘Divisions’ are established for a given

      cheerleading competition, this may mean that all of the aforementioned      squads may not be able to participate at the same cheerleading competition.

 

2.      Each of the three L.V.R.C.A. Football Cheerleading squads (SPW, JV and Varsity) who plan to attend Summer Cheerleading Camp each August will be permitted to participate in the Camp-ending Competitions/Exhibitions so long as they will not be competing against one another in the same Division/Category.  If, as determined by the Camp coordinators, the L.V.R.C.A. squads would be in the same Division/Category, the most senior squad(s) will be given preference to compete, e.g., first the Varsity squad, then the JV squad, then the PeeWee squad.  As referenced in item one above, at no time will any of the L.V.R.C.A. Football Cheerleading squads be permitted to compete against one another. 

 

If, however, there are three separate Divisions/Categories at Camp and an L.V.R.C.A. squad chooses not to participate in the Camp-ending Competition/Exhibition, the other two squads, regardless of seniority, may still choose to participate in the Camp-ending Competition/Exhibition in their respective Division/Category.

 

ARTICLE XII

 

COMPETITION SQUAD

 

The aforementioned articles will also govern the L.V.R.C.A. Competition Squad.  Eligibility for the Competition squad is, however, limited to those girls who are entering 4th through 8th grade.  In addition, following is further criteria used to support tryouts for the Competition Cheerleading Squad:

 

        Candidacy for the Competition Squad will be judged for skills only during one of the evenings of the Tryout Skills Clinic. 

 

        In addition to the tryout criteria established for our Football squads, following is a summary of the additional skills and abilities required for participation on the Competition Cheerleading Squad:

 

o       Spotting, Basing and Flying skills

o       Back Hand Springs and any other Tumbling skills

o       Jumps, including Toe Touches and Herkies

 

        Candidates must score amongst the top % in the tryout results.  The tryout scores, in combination with the skills assessment and positions needed for the squad will be the criterion that is used for selection.

 

         Any girls/boys on Competition cheerleading three (3) consecutive years, and (4) as of 2010 Clinic thru JV, Super Pee Wee through Junior Varsity year will automatically make the Competition Squad in their varsity year.  It has been determined that these cheerleaders that have cheered competitively for Long Valley for 3 years (4 years after 2010) will add experience,  expertise and consistency to the Competition squad that will be invaluable to the squad.

 

        Competition Coaching Staff - Competition Coaches shall be appointed by the Board of Directors based upon submission of an application/expression of interest.  All applications for coaching positions will be reviewed by the Board of Directors.  In order to be selected as a coach for the Competition Squad, each applicant must also be a current football cheerleading coach with a minimum of one full year’s prior experience as a Raiders Football Cheerleading Coach.  A final vote/decision as to the selection of a new coach will occur at the June meeting. The maximum number of coaches for the competition squad is limited to four, one (1) Head Coach and three (3) Assistant Coaches.  Two Coaches must be present at all practices and/or competitions, therefore, if only one assistant coach is appointed, a designated parent or appropriate planning must be made to ensure that two adults are present at all practices and competitions.  An adult is defined as a person age 18 or older.

 

 

 

 

 

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Important Reference Materials:

1.                      LVRCA Rules and Regulations

2.                      LVRCA Competition Squad Requirements

 

 

 

 

 

 

 

 

 

 

 

 

 

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