KMC Artistic Parents’ Organization
(KMCAPO)
BYLAWS
1) Purpose
a) Primary
(a) The KMC Artistic Parents’ Organization is a non-profit organization formed to promote and support the competitive activities of the KMC Girls Artistic Gymnastics Team. Our primary purpose is to collect and disburse money required for the competitive activities of the KMC Girls Artistic Gymnastics Team and to conduct meets involving the KMC Girls Artistic Gymnastics Team members under the sanction of USAG or other sanctioning bodies.
b) Secondary
(a) Additional purposes include the promotion of the sport of gymnastics to the community, modeling good sportsmanship, participation in community service and providing support for further competition as far as the talents of the gymnast will permit, including international and Olympic competitions.
(b) The KMC Girls Artistic Gymnastics Team trains at KMC Gymnastic & Dance in Kennett Square, PA.
2) Membership
a) Full Membership
(a) Membership in the organization shall consist of the parents/guardians or other adults who are financially responsible for the children who are members of the KMC Girls Artistic Gymnastics Team. Membership is contingent to the completion of an annual Membership Application form and the initial payment of any required dues/assessments as determined by the KMCAPO Board, and participation in mandatory fund raising events such as home gymnastics meets. Returning members in good standing may carry over remaining funds in their escrow account to the new season. Discounts are not given to families with more than one gymnast.
b) Failure to meet membership requirements
i) Delinquent accounts. Accounts that are delinquent can be assessed a $25 service fee. Entries into meets or other cash outflow will not occur for gymnasts accounts that have insufficient funds.
ii) Failure to participate in mandatory fundraising events. Home meets are mandatory fund raising events. These meets require the participation of all members of the KMCAPO to be successful. Failure to participate, showing up late, leaving early of your session or set-up/breakdown without a designated back-up person will result in the minimum penalty of $50 per session plus $100 for each work session /set-up/or break down missed along with any associated costs bourn by the organization.
c) Termination of Membership
i) A written notice, within 30 days after leaving, is expected to close the membership and individual escrow account. After 30 days all funds will go to the general fund.
ii) Monies in the account that were derived from fundraising and/or donations may not be transferred or reimbursed and will default to the KMCAPO general fund. The fundrasising funds may be transferred to a gymnast's sister who is also a KMC competitive Gymnast. Assessments paid to the general fund can not be returned either.
iii) PLEASE NOTE: Account funds are handled with a Last-In First-Out Policy. KMCAPO will only refund personal funds depositied that year.
3) Relationship to KMC Gymnastics & Dance
a) Team Selection and Coaching Staff
(a) Matters such as determining who are members of the KMC Girls Artistic Gymnastics Team, KMC coaching staff, teaching and training practices of coaches and gymnasts, and determining which team members are eligible to participate in any given meet, are the sole responsibility of KMC Gymnastics & Dance and are outside the purview of the KMCAPO.
b) Financial Matters
(a) There is no financial responsibility shared between KMC Gymnastics & Dance and the KMCAPO. KMCAPO has the authority to deny an eligible gymnast participation in a given meet if her individual team account is not in good standing. Each member will be required to deposit funds as needed to the gymnast’s escrow account to cover meet fees and related expenses. The escrow amount and assessments to be deposited will be determined by the KMCAPO Board.
c) Liability Waiver
(a) The KMCAPO does not provide liability insurance for activities occurring at the KMC Gymnastics & Dance. Members of the KMCAPO are required to sign a liability waiver as part of the terms of membership. Questions of liability should be discussed with personnel from KMC Gymnastics & Dance.
4) KMCAPO Board of Directors
a) Members
(a) The Board of Directors shall consist of the elected officers.
b) Meetings
(a) The President or any two members of the Board may call a meeting to discuss and/or make recommendations concerning the affairs of the KMCAPO.
c) Quorum
(a) A quorum of 60% of the board will be required to call a Board of Directors meeting to order.
d) Liability
(a) The organization shall indemnify its directors, officers and employees against any and all expenses. This shall include attorneys’ fees or liability for such expenses sustained by members in connection with any suit or suits which may be brought against such directors, officers or employees involving or pertaining to any of their acts and duties for the good of the organization.
e) Elected Officers
(a) The elected officers of the KMCAPO shall include the following: President, Vice President, Treasurer, Secretary, Home Meet Coordinator, Away Meet Coordinator, one Compulsory Level Representative and one Optional Level Representative.
(b) The gymnastics year will run from July 1 through June 30. Elections for officers will be held in June. Newly elected officers will assume responsibility for their roles on July 1.
f) Duties of Officers
i) President: The President shall schedule and preside over all general meetings of the KMCAPO. It will be the President’s responsibility to prepare an agenda and see to its posting at least one week in advance of general meetings. The President will act as a liaison between KMCAPO and KMC Gymnastics & Dance. No more than two consecutive terms will be permitted for this office.
ii) Vice President: The Vice President will perform the duties of the President or the Secretary in the event of their absence at KMCAPO general meetings. The Vice President is also responsible for the Year End Banquet and awards at the home meet.
iii) Secretary: The Secretary will attend and record the proceedings and any voting issues of the general meetings of the KMCAPO. Minutes and vote counts of said meetings are to be published for public viewing within two weeks of the meeting. The Secretary will also record the proceedings of the Board of Directors meetings. The Secretary will maintain a KMCAPO binder to be kept available for public perusal.
iv) Treasurer: (Two Year Term): No more than two consecutive terms may be permitted for this office (Total 4 years). The Treasurer is responsible for:
(1) maintaining the administrative custody of funds and securities of the KMCAPO and keeping an accurate account of receipts and disbursements of funds belonging to the KMCAPO;
(2) prepare a list of the disbursement of funds, take proper receipts and prepare a financial statement of the KMCAPO to discuss at monthly KMCAPO meetings;
(3) track and report actual KMCAPO expenditures on a monthly basis;
(4) provide monthly account statements on individual team escrow accounts to each member family by the tenth of the month;
(5) notify the President and the Away Meet Coordinator, as needed, of any KMCAPO delinquent account;
(6) develop for approval, a proposed budget for the gymnastics year by August of that gymnastic year. During the years where there is a change in office, the out-going treasurer will be expected to assist the incoming treasurer with this responsibility;
(7) obtain approval of the Board of Directors before disbursing funds beyond the limits of the established budget;
(8) track taxable compensation paid to coaches during calendar year. Inform coaches of taxable compensation ongoing. Prepare 1099 tax forms by 1/31/xx;
(9) responsible for any other necessary tax reports and filings.
(10) Out-going treasurers will be expected to provide initial advisement to the incoming treasurer as needed.
v) Home Meet Coordinator
(1) Responsible for all aspects or running a home meet
(2) Coordinate with other gyms regarding their participation at our meet(s).
(3) Coordinate with USAG and KMC and any other sanctioning bodies regarding the scheduling of the home meet(s).
(4) Coordinate with meet director regarding rotations and resolve issues occurring during the meet.
(5) Coordinate with other members of the organization regarding the running of the meet such as:
(i) Meet handouts, schedules, Awards, Set-Up/Signup, Food, Hotels, Decorations, Hotels, Paramedics
(ii) Preparation of reports as required by sanctioning bodies.
vi) Away Meet Coordinator: Responsible for coordinating home and away meets, including, but not limited to:
(1) request lists from the coaches, of those girls to be registered for upcoming meets, post said list for parental review, and then register the gymnasts;
(2) notify members of registration deadlines and fee amounts for meets prior to that deadline;
(3) notify coaches of anyone who will not be registered due to delinquent accounts;
(4) act as liaison between coaches and KMCAPO members regarding what meets are being attended and any changes to the meet schedule.
vii) Level Reps (One Compulsory and One Optional) - The two reps will be responsible for ordering leos, food for the meets and assist with the banquet.
viii) Public Relations Coordinator - This role will be appointed by the Board and is responsible for:
(1) preparation and submittal of information to the newspapers and be the liason between the community and our gym.
g) Vacancies of Office
i) President: The Vice-President will automatically fill the vacancy created by the resignation or absence of the President.
ii) Other: Vacancies of remaining offices will be elected from the general membership by the general membership.
h) Restrictions
i) Two representatives from one family may not simultaneously hold two elected positions.
5) Committees
i) Committees will be based on the operating procedures and needs of the organization for the given year.
ii) A list of the proposed committees for the upcoming year will be printed on the yearly Membership Application form. Additional committees may be added throughout the gymnastic year if the need arises.
6) Meetings
a) Meeting Times
(a) General meetings shall be held monthly during the competitive season at a time set by the Board of Directors. Notice of the meetings shall be posted for public viewing within the KMC Gymnastics & Dance facility at least one week prior to the meeting. Additional meetings of the general membership may be called by the President or by two other officers with at least one week posted notice or within 48 hours’ notice if each member is notified in person or by telephone.
b) Quorum
(a) A quorum shall consist of separate representation of at least 10% of the KMC Girls Artistic Gymnastics Team and five (5) members of the Board of Directors. In order for the meeting to be official and decisions made, a quorum must be present.
c) Voting Issues
(a) Those issues requiring a vote will be decided upon by the results of the majority vote at any given meeting. Financial issues that effect individual team accounts, yearly elections and amendments to the Bylaws will be decided upon by the majority of the KMCAPO membership, with paper ballots or telephone ballots. Absentee ballots may be requested. One vote per CHILD may be cast in all voting situations.
7) Assessments
a) Monthly Assessments are meant to fund the activities of the organization. These include, but not necessarily all inclusive: Coaches’ Fees, Coaches’ travel costs to competitive meets, Coaches’ Congress, Coaches’ Training, Home meets, equipment purchases and Gymnastics Banquets.
b) Monthly assessments will be placed into the “General Fund”.
c) Monthly assessments will be determined at the beginning of the year based on a budget and any anticipated income from fundraising events.
i) A $50/gymnast additional assessment will be added for all “fly away” meet. This assessment will go into the “General Fund”
ii) A $100/gymnast additional assessment will be added for all “fly away” meets that involve any Regional, National, or Elite meets. It is assumed that all State meets are “drive to” meets. This assessment will go into the general fund.
iii) If no funds are remaining in the general fund for coaches’ fee and related coaches’ travel costs, additional assessments may be added through out the year. Assessments can change depending on the financial condition of the organization.
8) Disbursement of Funds from Fundraisers
a) Any profits made from the home meets are distributed to the “General Fund”
i) Usage of the General fund is directed by the KMCAPO Board of Directors and is provided to the general membership in a form of a proposed budget at the beginning of the competition season.
ii) General Funds are mostly directed to the competitive activities of all competitive gymnasts including travel costs and fees of the coaches.
b) Other optional fundraisers are distributed to either the general fund or individual escrow accounts or both dependent on the predetermined split as set by the Board of Directors.
9) Miscellaneous
1. Fiscal Year: The fiscal year for tax purposes shall run from January 1st through December 31st. The budget/gymnastics year shall run from July 1st through June 30th.
2. Meet Registration Fees: Once a girl has been registered for a meet, her registration fee cannot be returned if she becomes unable to attend. Possible exceptions to this rule may include medical reasons if a doctor’s note is provided and if the sponsoring gym is notified and willing to provide a refund.
3. Awards at Banquet: Are at the discretion of the Coaches and the KMCAPO Board of Directors. Typically there are three award categories
(i) Individual Awards. Each competitive gymnast may be provided with an award at the banquet. The style of the award is at the discretion of the KMCAPO Board of Directors.
(ii) High Score excellence award: This award consists of a plaque that lists the gymnasts that have achieved a 9.5 or higher on and individual event or 37 or higher on a all around score. These awards are for levels 5 through 10.
(iii)Regional Qualifiers: This award consists of a plaque that lists the qualifying gymnasts for Regional’s. This award is for level 8 through 10.
(iv)Banner Recognition: A banner recognizes the following:
1. Collegiate gymnast - Banner with picture of a gymnast recognizes a gymnast from KMC that has gone on to compete at the college level.
2. National Qualifier – Banner with picture of the gymnast, recognizes a gymnast for qualifying for the National competition at her level. (Level 9 and 10)
3. Regional Champion - Banner with a picture recognizes a gymnast for being a Regional Champion (1st Place) in an all around or individual event. (Level 8 through 10)
4. State Champion - Banner without a picture (usually smaller than the Banners with a picture) recognizes a gymnast for being a State Champion (1st Place) in an all around or individual event. (Level 6 through 10)
10) Elite Program - KMCAPO will support elite gymnasts upon Board approval. There will not be additional assessments to KMCAPO members to support the Elite Program.
Last Amended: June 9, 2010