THOMAS JEFFERSON YOUTH CHEER ASSOCIATION (TJYCA)
Bylaws
ARTICLE I – NAME & PURPOSE
Section 1. Name
The name of the organization shall be the Thomas Jefferson Youth Cheer Association (TJYCA), hereafter referred to as “the Association.”
Section 2. Purpose
The purpose of the Association is to provide a safe, inclusive, and positive youth cheerleading program that promotes sportsmanship, teamwork, confidence, and personal growth while supporting the physical, emotional and social development of participants.
The Association shall operate as a nonprofit organization, and no part of its net earnings shall inure to the benefit of any private individual.
ARTICLE II – GOVERNANCE & AUTHORITY
Section 1. Governing Body
The Association shall be governed by a Board of Directors (“the Board”), which shall have full authority over the governance, policies, and affairs of the Association.
Section 2. Individual Authority
No individual member of the Board shall act on behalf of the Association unless authorized by a vote of the Board or expressly stated in these bylaws.
ARTICLE III – BOARD OF DIRECTORS
Section 1. Composition
The Board of Directors shall consist of:
o Four (4) Executive Board Officers:
o President
o Vice President
o Treasurer
o Secretary
o Coordinator Chairs, as established by the Board of Directors
The Board of Directors shall consist of all voting members of the elected or appointed to the Board,
including Executive Board Officers and appointed or elected Coordinator Chairs, except as otherwise noted in these bylaws.
Section 2. Voting Authority
Each voting member of the Board of Directors shall be entitled to one (1) vote. The President shall vote only in the event of a tie.
Section 3. Eligibility
Members of the Board of Directors must:
o Be at least eighteen (18) years of age
o Reside within the Thomas Jefferson School District
o Have a child whom the individual is a parent or guardian who is currently enrolled in, or eligible
and intending to enroll in, the TJYCA program for the current cheer season
o Be members in good standing with the Association
o Act in the best interest of the Association at all times
For purposes of board eligibility, the TJYCA cheer season shall be defined as March through November.
Eligibility requirements must be met at the time of appointment or election and must remain satisfied throughout the term.
A board member whose child permanently ages out of or withdraws from the TJYCA program may continue to serve through the conclusion of the current cheer season or the end of the current term, whichever occurs first.
ARTICLE IV – EXECUTIVE BOARD DUTIES
Section 1. Officers
The Executive Board of the Association shall consist of the following officers:
o President
o Vice President
o Treasurer
o Secretary
These officers shall be elected from the members of the Board of Directors in accordance with Article V.
Section 2. General Authority
The Executive Board shall be responsible for carrying out the business and affairs of the Association between meetings, only as necessary and only in accordance with Board-approved policies, subject to the authority and oversight of the Board.
Section 3. President
The President shall serve as the chief administrative officer of the Association and shall preside at all
meetings of the Board of Directors and subject to Board oversight.
The president shall serve as the primary liaison between the Association and the coaching staff, unless otherwise designated by the Board of Directors.
The President shall vote only in the event of a tie.
Section 4. Vice President
The Vice President shall assist the President and shall perform the duties of the President in the President’s absence.
The Vice President shall serve as the primary liaison between the Association and parents and families, unless otherwise designated by the Board of Directors.
Either the President or Vice President may serve as a coach, but not both simultaneously. At least one of these two positions must be always held by a non-coach.
Section 5. Treasurer
The Treasurer shall have oversight of the financial affairs of the Association and shall ensure that accurate financial records are maintained.
Section 6. Secretary
The Secretary shall have responsibility for maintaining the official records of the Association, including minutes of meetings and governing documents.
Section 7. Duties Defined by Policy
The specific operational duties and procedures of the Executive Board officers shall be further defined in the Association’s Policies and Procedures as adopted by the Board of Directors.
ARTICLE V – TERMS, NOMINATIONS & ELECTIONS
Section 1. Term Length
Executive board positions shall be nominated and voted on annually. Individuals may serve consecutive terms provided they are approved by a vote of the Board of Directors each year.
Section 2. Nominations
Nominations for Executive Board positions shall be accepted during the month of November in a manner determined by the Board of Directors.
Section 3. Elections
Elections for Executive Board positions shall be held in December. Newly elected officers shall assume office on January 1 of the following year.
Section 4. Coordinator Chairs
Coordinator Chairs shall be appointed or elected in a manner determined by the Board of Directors and shall serve as voting members of the Board.
ARTICLE VI – MEETINGS & QUORUM
Section 1. Regular Meetings
The Board of Directors shall meet monthly.
Section 2. Quorum
A quorum shall consist of a majority of voting members of the Board of Directors. At least one (1) member of the Executive Board must be preset for the Board of Directors to conduct official business.
Section 3. Remote Attendance
Meetings are expected to be held in person whenever reasonably possible. Remote attendance (e.g., remote electric platform) may be permitted only when necessary to establish a quorum or under extenuating circumstances as determined by the President or a majority of the Board. Members attending remotely shall be considered present for quorum and voting purposes.
Section 4. Meeting Notice & Participation Rights
Notice of all meetings of the Board of Directors shall be provided to all voting members of the Board of Directors at least seven (7) days in advance, unless exigent circumstances require otherwise. Any member of the Board of Directors may request a special or emergency meeting, subject to quorum approval.
Special, emergency, or ad hoc meetings of the Board of Directors may be called only with approval of quorum of the Board of Directors. No official business may be conducted unless quorum and notice requirements are met.
No official business, including votes related to removal of a board member, may be conducted at a meeting unless all voting members have been given notice and an opportunity to participate, either in person or through approved remote attendance. No vote to remove a Board member or officer may occur at a special or emergency meeting unless the purpose is stated in the meeting notice.
All special, emergency, or ad hoc meetings shall include written notice stating the purpose of the meeting and shall provide reasonable opportunity for attendance.
Section 5. Vacancies
Any vacancy on the Board of Directors or Executive Board may be filled by a majority vote of the remaining Board of Directors for the remainder of the term.
ARTICLE VII – COMMITTEES
The Board of Directors may establish standing or ad hoc committees as needed to support the mission and operations of the Association.
Committees shall report to the Board of Directors and shall have no independent governing authority.
Committees may not make binding decisions or take action on behalf of the Association without Board approval.
ARTICLE VIII – ATTENDANCE, REMOVAL & RESIGNATION
Section 1. Attendance Expectations
Board members are expected to attend and actively participate in all scheduled meetings. An excused absence may include illness, family emergency, unavoidable work obligations, or other reasonable cause.
An unexcused absence is defined as a failure to attend a scheduled meeting without reasonable cause, or a pattern of absences demonstrating lack of commitment, regardless of notice provided.
Section 2. Attendance Review
Any board member who has accumulated two (2) unexcused absences within a term shall be subject to review by the Board of Directors, which may include probation or removal. Such review shall occur at the next regularly scheduled Board meeting following the second unexcused absence.
Section 3. Resignation
Any board member may resign by submitting written notice to the Board.
Section 4. Removal for Cause
A board member may be removed for cause, including but not limited to:
o Attendance violations
o Violation of bylaws or policies
o Failure to perform duties
o Conduct detrimental to the Association
Removal requires:
o Written notice to the member
o Opportunity to be heard
o A two-third (2/3) vote of the remaining Board of Directors
o Any vote to remove a board member shall occur only at a properly noticed meeting of the Board of Directors.
No vote to remove a Board member shall only be conducted at a regular or specially-noticed meeting called for that purpose.
o The member subject to removal shall not participate in discussion or vote on their removal.
ARTICLE IX – CONFLICT OF INTEREST
Section 1. General Standard
Members of the Board of Directors shall act in the best interest of the Association and avoid situations in
which personal, financial, or professional interests conflict with their duties to the Association.
Board Members shall disclose any actual or potential conflict of interest as soon as it becomes known.
Section 2. Coaches Serving on the Board
Board Members who also serve as coaches within the Association are not deemed to have a conflict of
interest solely by virtue of their coaching role.
Such members may participate fully in discussion and voting on matters related to:
o General coaching policies and standards
o Program-wide rules, procedures, and requirements
o Safety, attendance, camp, clearance, or training policies
o Matters affecting coaches as a group
Section 3. Required Recusal
A Board member must recuse themselves from discussion and voting only when a matter directly involves:
o Their own coaching position, assignment, performance, discipline, suspension, or removal
o Their own child in a manner distinct from other participants
o A personal, financial, or professional interest not shared by other similarly situated members
Recusal shall be limited to the specific matter giving rise to the conflict.
Section 4. Quorum and Voting
Recusal by one or more Board members due to conflict of interest shall not invalidate quorum, provided quorum is otherwise met.
A Recused Board member shall not be counted towards the vote on the conflicted matter.
When a majority of the Board is comprised of coaches, any vote involving coach disciple or removal shall
require at least one affirmative vote from a non-coach Executive Board member.
Section 5. Documentation
Any required recusal shall be noted in the meeting minutes.
ARTICLE X – POLICIES & PROCEDURES
The Board of Directors may adopt, revise, and enforce policies, procedures, and handbooks governing
coaching standards, cheer programming, safety requirements, and operational matters necessary to carry
out the mission of the Association. In the event of a conflict between these bylaws and any policy,
procedure, or handbook, these bylaws shall control. Policies, procedures, and handbooks may be
adopted or amended by a majority vote of the Board of Directors.
ARTICLE XI – PARLIAMENTARY AUTHORITY
The rules contained in Robert’s Rules of Order, Newly Revised, shall govern the Association in all cases
where applicable and not inconsistent with these bylaws or adopted policies.
ARTICLE XII – AMENDMENTS
These bylaws may be amended by a two-thirds (2/3) vote of the Board of Directors, provided written
notice of the proposed amendment is given at least seven (7) days prior to the vote.
ARTICLE XIII – DISSOLUTION
Upon dissolution of the Thomas Jefferson Youth Cheer Association (TJYCA), any remaining assets shall
be distributed to a nonprofit organization with a similar mission, in accordance with applicable federal and state laws.
CERTIFICATION OF ADOPTION
These Bylaws of the Thomas Jefferson Youth Cheer Association (TJYCA) were adopted by a two thirds
majority vote of the Board of Directors on January 12, 2026, and supersede and replace all
prior bylaws and governing documents of the Association. These Bylaws shall take effect immediately upon adoption.