The CCABC Bylaws

 

1. Organization & Operations

• Who We Are: CCABC is a nonprofit in Virginia supporting the cheer community and organizing fundraisers.

• Where We’re Based: 10400 Premier Court, Burke, VA.

• Meetings: Run by Robert’s Rules. Agendas must list specific topics—no vague items unless they’re legal or financial.

• Inclusion: Everyone is welcome. We respect all backgrounds and identities.

• How We Meet: Scheduled meetings with notice; special meetings as needed. Acting without a meeting is allowed with 2/3 written agreement (email counts). Quorum is 2/3 for decisions.

• Fiscal Year: June 1 to May 31.

 

2. Membership

• Membership Term: June 1 – May 31.

• How to Join: Read the by-laws and pay dues.

• Eligibility: Anyone who is interested in joining can join as long as they follow Capital Cheers' rules and policies as well as the by-laws written here.

• Suspension: Up to 90 days with written notice and appeal rights.

• Expulsion: Board can remove members anytime.

• Ownership: Membership does not include ownership rights.

 

3. Governance: Board & Officers

• Board Size & Terms: 3 to 25 members, serving 2-year terms.

• Officer Roles:

  • President: Runs the club, signs contracts, delegates.

  • Vice President: Assists President, leads fundraising, fills in as needed.

  • Treasurer: Manages finances and records, prepares reports.

  • Secretary: Sends meeting notices, keeps records, manages digital files.

• Officer Changes: Board can remove officers. President fills vacancies (except their own—Board votes).

• Insurance: CCABC holds liability insurance; Treasurer confirms annually.

 

4. Committees & Outside Help

• Creating Committees: Requires a 2/3 Board vote; Board defines size and nominations.

• Committee Membership: Only members, at least two per committee. Self or peer nomination allowed.

• Members without athletes at Capital: May advise but cannot lead a committee.

• Outside Experts: Board may hire professionals (e.g., accountants, lawyers) but remains accountable.

 

5. Rules, Bylaws & Compliance

• Bylaw Changes: Board can make changes at any time.

• Periodic Reviews: Regular evaluations to comply with nonprofit rules and tax laws, including compensation and partnerships.

• Annual Requirements: Conflict of interest policy reviewed annually; Treasurer prepares an annual financial report.

 

6. Financials

• Treasurer’s Role: Maintains financial records, creates reports, ensures insurance.

• Recordkeeping:

  • Tax/financial records: 7 years

  • Meeting minutes: Forever

  • Member info: 5 years after membership ends

• Compensation: Board and committee members are not paid.

 

7. Ethics, Conflicts & Grievances

• Conflict of Interest Policy:

  • Members must disclose financial interests.

  • Board determines if a conflict exists.

  • Conflicted members recuse themselves from decisions.

  • One conflicted person per fundraiser, with exceptions.

• Behavior Expectations: Good sportsmanship is required. Banned individuals from Capital facilities cannot attend CCABC events.

• Grievances:

  • Submit in writing to the President.

  • Executive Board, VP, or Treasurer will address.

  • Timely resolutions, usually within 72 hours.

 

8. Legal Protections & Dissolution

• Indemnification: Board members are legally and financially protected for actions taken on behalf of CCABC, unless it endangers nonprofit status.

• Disputes Over Coverage: Members may seek repayment through legal action if denied.

• Dissolution: If CCABC closes, remaining assets go to a similar nonprofit—not to members or Board members.