By-Laws

NORTHERN CALIFORNIA BOYS’ GYMNASTICS ASSOCIATION
By-Laws

Effective date: 1/19/2014
Ammended 3/12/2016

(download By-Laws PDF)

TITLE I: MEMBERSHIP

SECTION 1: Geographical boundaries

Northern California Boys’ Gymnastics Association (N.C.B.G.A.) shall include all of Northern California from the Oregon border to the north, to the boundaries of San Luis Obispo, Kings, and Tulare counties in the south, and from the Pacific Ocean in the west to the Nevada borderline in the east.

SECTION 2: Club Membership.

  1. N.C.B.G.A. club membership is reserved for USAG member clubs
  2. Each N.C.B.G.A. member club is entitled to one vote at all generalmembership meetings
  3. N.C.B.G.A. member clubs and their Athlete Members are eligible toparticipate in any N.C.B.G.A. sponsored event subject to qualification

    procedures if applicable

  4. Only N.C.B.G.A. member clubs are eligible to compete for team awards atState Championship meets
  5. Membership renewal is subject to approval by the Executive Board.

SECTION 3: Athlete Membership.

  1. N.C.B.G.A. Athlete Membership is reserved for USAG athlete members
  2. N.C.B.G.A. Athlete Members are eligible to participate in any N.C.B.G.A.sponsored event subject to qualification procedures if applicable
  3. Only N.C.B.G.A. Athlete Members affiliated with an N.C.B.G.A. Member Club are eligible to compete in team competition at State Championship
  4. Only N.C.B.G.A. Athlete Members are eligible for selection to State All- Star Teams

SECTION 4: Associate Membership.

  1. Associate Membership is open to any interested club, gym, persons ororganizations.
  2. N.C.B.G.A. Associate Members and their Athlete Members if applicableare eligible to participate in any N.C.B.G.A. sponsored event subject to qualification procedures if applicable

Page 1 of 13

SECTION 5: Meet host

  1. All Member Clubs in good standing are eligible to host a meet in NorthernCalifornia and be placed on the N.C.B.G.A. Official Calendar.
  2. Prospective Meet Hosts must submit an Invitational Meet Request form tothe State Chairman with a copy of their USAG Sanction Request.
  3. Priority for scheduling of Invitational meets will be given to ProspectiveMeet Hosts submitting request forms prior to July 1st

    TITLE II: ANNUAL DUES

SECTION 1: Fiscal year.
Membership dues are based on a fiscal year from August 1st – July 31st.

SECTION 2: Club Membership.

  1. An annual Club Membership of $ 80 per club is due no later than August1st
  2. A late charge of $20/month will be added to the Club Membership Fee if a club is not registered by the close of the business on September 1st the maximum late fee per year is $100. New clubs will be exempt from this late fee.
  3. Membership cannot be prorated and is non-transferrable and non- refundable

SECTION 3: Athlete Membership.

  1. $10 annual fee per athlete is due by December 1st.
  2. A late charge of $ 5 will be added to the Athlete Membership Fee if anathlete is not registered by January 1st.
  3. Membership cannot be prorated and is non-transferrable and non-refundable
  4. No changes to athlete levels will be allowed after February 1st.

SECTION 4: Associate Membership.

  1. An annual Associate Membership Fee of $45 is due no later than August31st
  2. Membership cannot be prorated and is non-transferrable and non- refundable

SECTION 5: Competition Head Tax
A. An N.C.B.G.A. Meet Head Tax is assessed on all Meet Hosts, as defined

in Title I section 5, in the amount of $2 per athlete competing at the hosted meet(s)

Page 2 of 13

B. Meet hosts will submit a copy of the USAG Sanction Report Form and a check for $2 per competing athlete to the N.C.B.G.A. Treasurer within 48 hours after the conclusion of competition

TITLE III: BOARD OF DIRECTORS

SECTION 1: Number of Directors

N.C.B.G.A shall have an Executive Board of Directors consisting of 6 7 directors elected by majority vote of the general membership: Chairman, Vice-Chairman, Treasurer, Secretary, and two three At-Large Members. All Executive Board Members hold one vote in matters of the Board with the exception of the Chairman who holds the authority to break a tie (see Title IX section 1D). Amended by majority vote of general membership 3/12/2016

A. Chairman pre-requisite
i. Must be a current USAG Men’s Artistic Professional Member

SECTION 2: Non-voting Directors

A. Technical Director
i. Must be a current USAG Men’s Artistic Professional Member

B. Past State Chair
i. Designated as the last elected N.C.B.G.A. Chairman

C. Past Regional Chair(s)
i. Designated as any previously elected Region 1 Chairman

D. State Meet Coordinator ii. May be a currently serving member of the Board

SECTION 3: Term

A. All directors shall be elected to serve a two-year term, however the term may be extended until a successor has been elected. B. Directors may serve terms in succession.
C. The term of office shall be considered to begin August 1 and end July 31

of the third calendar year in office, unless the term is extended until such

time as a successor has been elected. D. Resignation

i. Any board member may resign by submitting written notice to the chairman of the board

E. Removal
i. The Executive Board of Directors, by the affirmative vote of two

thirds (2/3) of the voting members, may remove a board member for cause or no cause, if before any meeting of the board at which

Page 3 of 13

a vote on removal will be made, the director in question is given electronic or written notification of the board’s intention to discuss her/his case and is given the opportunity to be heard at the meeting of the board

F. Vacancies
i. Vacancies in the Executive Board of directors due to resignation,

death, or removal shall be filled by the Executive Board for the balance of the term of the board member being replaced

SECTION 4: General duties of the Board

A. Attend all scheduled Executive Board meetings.
i. If an Executive Board member misses two or more meetings the

Executive Board may vote to remove the absent Board member from the position and appoint another person to replace the absent Board Member for the remainder of the term with a 2/3 vote of the Executive Board..

B. When General Membership approval is not practical, the Executive Board shall make urgent executive decisions, provided the general membership is notified of the decision as soon as possible.

SECTION 4: Conflict of Interest

The board shall adopt and periodically review a conflict of interest policy to protect the corporation’s interest when it is contemplating any transaction or arrangement which may benefit any director, officer, employee, affiliate, or member of a committee with board-delegated powers.

SECTION 5: Board Member Responsibilities

A. Chairman

  1. Preside at N.C.B.G.A. Executive Board and General Membershipmeetings.
  2. Serve as the Northern California U.S.A.G. Men’s State Director andperform the required duties.
  3. Call the Executive Board to meet whenever necessary.
  4. Serve as U.S.A.G. Professional Member and act as a liaisonbetween the state, regional, and national organizations.
  5. Be responsible for the collection of Sanction Reports, and MeetResults, from each meet director, and will insure that copies are forwarded to the N.C.B.G.A. Treasurer and Secretary.

Page 4 of 13

  1. Send updates to all N.C.B.G.A. members as necessary to keep the members fully informed.
  2. Set up, update, and distribute a N.C.B.G.A. Event Calendar. viii. Coordinate registration of athletes to Regional Championships. Provide all required documents to the Regional Chairman, Regional Meet host and others as designated by the Regional Chairman within 24 hours after the conclusion of State Championship Meets
  1. Delegate work or duties to other Board Members.
  2. Nominate a Technical Director for approval by the Board.

B. Vice-Chairman

  1. Preside or represent the Association at all meetings when the Chairman is absent.
  2. Act as Awards Chairman by ordering, distributing, and keeping an inventory of all N.C.B.G.A. awards. iii. Coordinate the handling of awards at State Championships and the N.C.B.G.A. Awards and Senior Banquet.

iv. Assist the Chairman and conduct any duties assigned by the Executive Board.

C. Secretary

  1. Keep accurate minutes of each meeting and insure that eachmember receives a copy of the minutes of each meeting within two

    weeks of the meeting.

  2. Maintain an attendance record for all N.C.B.G.A. meetings.
  3. Collect all club, athlete, and associate membership forms andinformation
  4. Maintain a N.C.B.G.A. Club and Associate Membership roster anddistribute to the General Membership
  5. Provide accurate accounting of athlete members by level and agegroup to the Regional 1 Chairman for setting of Regional allotment
  6. Assist the Chairman and conduct any duties assigned by theExecutive Board.

D. Treasurer

  1. Conduct registration procedures, and collect and record allN.C.B.G.A. Club and Athlete Membership dues.
  2. Collect and record Meet Head Taxes with the help of theChairman.
  3. With the State Chairman, prepare a budget for presentation andapproval of the Board at the Summer Board Meeting
  4. Present a written current financial report to members at eachmeeting of the general membership. “Current” to be defined as the

Page 5 of 13

close of the month preceding the month the general membership meeting is held. The financial report shall include a Balance Sheet and Profit/Loss report.

E. At-Large

  1. Stay in contact with coaches in order to best represent theirinterest during all N.C.B.G.A Meetings.
  2. Coordinate the sizing of selected State All-Star Team members foruniforms.
  3. Coordinate ordering and distribution of coaches’ shirts
  4. Assist the Chairman and conduct any duties assigned by theExecutive Board

F. TechnicalDirector

  1. Disseminate pertinent technical information from U.S.A.G.Technical Director and the Judging Association to the N.C.B.G.A.

    General Membership.

  2. Act as a liaison between coaches and judges. iii. Coordinatejudging clinic and certification with N.C.G.J.A. iv. Coordinate

    N.C.B.G.A. coaching clinics with the Chairman.

  3. Coordinate and conduct the State Future Stars Evaluation

G. State Meet Coordinator

i. ii.

iii. iv. v. vi. vii.

Attend all State Championships Meets
Assist the State Chairman and State Meet Hosts with coordination of State Championship Meets
Ensure that all USAG and N.C.B.G.A. Rules and Policies are followed at all State Championship meets
Determine Regional qualifiers and N.C.B.G.A. All-Star Team Members according to applicable rules and policies.
Coordinate announcement of Regional qualifiers and All-Star Team Members at State Championships
vi. Coordinate inventory, ordering, distribution, and collection of All- Star Team uniforms
vii. Serve as a resource for Meet Hosts within the state

SECTION 6:
A. The Executive Board will receive the following honorarium:

Board Member Compensation

  1. Chairman
  2. Vice Chairman
  3. Secretary
  4. Treasurer
  5. Technical Director
  6. Each of the 2 At-Large Members
  7. Last Past Chairman

$ 500.00 $ 250.00 $ 500.00 $ 250.00 $ 250.00 $ 100.00 $ 100.00

Page 6 of 13

viii. State meet coordinator $125.00 per state meet

  1. Payment will be made at the summer Board Meeting.
  2. An honorarium will not be available to any Board Member who has notbeen continually active with the Board throughout the year.
  3. A deduction of up to 20% per missed meeting of the total honorarium maybe made for non-attendance at Board and/or General Membership

    meetings

  4. Withholding or deducting from an honorarium must be approved bymajority vote of the Board.

SECTION 7: Board Expenses.

  1. Board Members shall be reimbursed for any and all expenses that theyincurred while carrying out the duties specified in Section 5.
  2. Board Members requesting expense reimbursement must submit anN.C.B.G.A. Expense Report Form and all receipts to the Treasurer and a copy sent to the Chairman.

    TITLE IV: MEETINGS

SECTION 1: Board Meetings

  1. Three regularly scheduled Board Meetings will be held per year
    1. Winter Board Meeting to be held in the first half of January
    2. Spring Board Meeting to be held in conjunction with the earliestoccurring State Championship meet
    3. Summer Board Meeting to be held after JO NationalChampionships but before the Summer General Membership

      Meeting iv. Special meetings of the board may be called by any

    single Executive Board member or any two (2) other directors. A special meeting must be preceded by at least 2 days notice to each director of the date, time, and place, of the meeting.

  2. Quorum. A majority of the Executive Board of Directors in office immediately before a meeting shall constitute a quorum for the transaction of business at that meeting of the board. No business shall be considered by the board at any meeting at which a quorum is not present.
  3. Majority Vote. Except as otherwise required by law or by the articles of incorporation, the act of the majority of the Executive Board of Directors present at a meeting at which a quorum is present shall be the act of the board.
  4. Hung Board Decisions. On the occasion that the voting directors of the Executive Board are unable to make a decision based on a tied number of votes, the chairman shall have the power to cast a vote to break the tie.
  5. Participation. Except as required otherwise by law, the Articles of Incorporation, or these Bylaws, directors may participate in a regular or

Page 7 of 13

special meeting through the use of any means of communication by which all directors participating may simultaneously hear each other during the meeting, including in person, internet video meeting, by telephonic conference call, or via email.

SECTION 2: General Membership Meetings

  1. Two regularly scheduled General Membership Meetings will be held peryear
    1. Spring General Membership Meeting to be held after the SpringBoard Meeting in conjunction with a State Championship Meet

      whenever possible

    2. Autumn General Membership Meeting to be held after the SummerBoard Meeting. May be in conjunction with Regional or National

      Congress or State Future Stars Evaluation

  2. Quorum. A quorum is defined as the number of current Member Clubs inattendance.
  3. Hung Decisions. On the occasion that the General Membership is unableto make a decision based on a tied number of votes, the Executive Board has the power to accept or decline a proposal by 2/3 majority vote as long as a quorum of the Executive Board is present.

    TITLE V: INCOME

SECTION 1: Operating funds for N.C.B.G.A. shall be derived from one or more of the following sources:

  1. Annual dues as outlined in Title II
  2. Entry fees assessed for participation in select N.C.B.G.A. sponsoredevents including, but not limited to: clinics, camps, and the annual awards

    banquet

  3. The Board may develop new sources of income.TITLE VI: N.C.B.G.A. SPONSORED COMPETITIONS

SECTION 1: Qualification to State Championships
A. The qualification procedure for athletes to participate at State

Championships will be determined by the Board at the Summer Board Meeting in accordance to USAG procedure just prior to the competitive season and communicated to the General Membership at the Autumn General Membership Meeting

SECTION 2: Bids for State Championship meets

Page 8 of 13

  1. All N.C.B.G.A. Member Clubs are eligible to submit a bid to host a State Championship meet
  2. Prospective Meet Hosts for State Championship meets must submit the N.C.B.G.A. State Bid form to the State Chairman no later than June 1st C.

Meet Host(s) for State Championship Meets(s) will be selected by the Executive Board from the available bids received at the Summer Board

Meeting and communicated to the General Membership at the Autumn

General Membership Meeting
D. Modification of any accepted bid must be proposed to and approved by the

Executive Board. In the event that the modification if denied, the bid process will be re-opened to all member clubs in a timeline at the discretion of the Executive Board.

SECTION 3: State Championships
A. All state championship competition protocol will be determined by the

Executive Board in accordance with USAG Rules and Policies.

SECTION 4: All-Star Team Selection
A. State All Star Team selection protocol will be determined by the Executive

Board.

TITLE VII: N.C.B.G.A. HOSTED EVENTS

SECTION 1: Awards Banquet

  1. The Awards Banquet will be hosted by N.C.B.G.A. to recognizeN.C.B.G.A. Athlete Members who are graduating from high school, Level 5-10 State, Regional, and National All-Around Champions, and recipients of Coach of the Year and Service awards
  2. When feasible, the Awards banquet will be conducted after JO National Championships
  3. The date, time, and location of the Awards banquet will be communicated to the General Membership no later than the start of State Championships

SECTION 2: N.C.B.G.A. All-Star Team Clinic

  1. The purpose of this clinic is to offer training and bonding opportunity forthe N.C.B.G.A. All-Star team members and their coaches to further

    prepare them for Regional Championships.

  2. The N.C.B.G.A. Chairman and the Technical Director will direct the clinic.
  3. The clinic should be held the weekend following the last StateChampionships meet from which All-star Team members are chosen

SECTION 3: Future Stars State Evaluation and Clinic
A. The N.C.B.G.A. Chairman will advise and coordinate the State Future

Stars Evaluation and Clinic.

Page 9 of 13

TITLE VIII: AWARDS

SECTION 1: Coach of the Year Awards:
A. Coach of the year determination protocol will be determined by the

Executive Board.
SECTION 2: N.C.B.G.A. Service Award:

  1. Nominations for the NCBGA Service Award are taken from the general membership or Executive Board
  2. This award will be presented to a person (or persons) who contributed to Northern California Gymnastics in one way or another that year or over a period of years.
  3. Retiring coaches, judges, gym owners, board members, etc., are a few examples of the type of recipients that would be worthy of this service award.
  4. Recipients will receive their award at the N.C.B.G.A. Awards Banquet.TITLE IX: ETHICAL CONDUCT

SECTION 1: Ethical conduct will be strictly enforced as per current U.S.A.G. Rules and Policies.

A. Conduct violations may result in any or all of the following actions by majority vote of the Executive Board:

  1. Verbal warning that conduct must cease
  2. Written warning clearly defining the offending behavior andinsistence that the behavior ceases immediately
  3. Suspension of N.C.B.G.A. Club Membership for the remainder ofthe season
  4. Suspension of N.C.B.G.A. Athlete Membership for the remainderof the season
  5. Suspension of N.C.B.G.A. Club and/or Athlete Membership for adefined period of time

    TITLE X: WHISTLEBLOWER POLICY

A. Purpose

N.C.B.G.A. requires and encourages directors and members to observe and practice high standards of business and personal ethics in the conduct of their duties and responsibilities. The representatives and members of the corporation must practice honesty and integrity in fulfilling their responsibilities and comply with all applicable laws and regulations. It

Page 10 of 13

is the intent of N.C.B.G.A. to adhere to all laws and regulations that apply to the corporation and the underlying purpose of this policy is to support the corporation’s goal of legal compliance. The support of all corporate staff is necessary to achieving compliance with various laws and regulations.

B. Reporting Violations

If any director or member reasonably believes that some policy, practice, or activity of N.C.B.G.A. is in violation of law, a written complaint must be filed by that person with the chairman or vice-chairman.

C. Acting in Good Faith

Anyone filing a complaint concerning a violation or suspected violation of the Code must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation of the Code. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false shall be viewed as a serious disciplinary offense.

D. Retaliation

i.

ii.

iii.

Said person is protected from retaliation only if she/he brings the alleged unlawful activity, policy, or practice to the attention of N.C.B.G.A. and provides the N.C.B.G.A. with a reasonable opportunity to investigate and correct the alleged unlawful activity.

The protection described below is only available to individuals that comply with this requirement.

N.C.B.G.A. shall not retaliate against any director or member who in good faith, has made a protest or raised a complaint against some practice of N.C.B.G.A. or of another individual or entity with whom N.C.B.G.A. has a business relationship, on the basis of a reasonable belief that the practice is in violation of law, or a clear mandate of public policy.

N.C.B.G.A. shall not retaliate against any director or member who disclose or threaten to disclose to a supervisor or a public body, any activity, policy, or practice of N.C.B.G.A. that the individual reasonably believes is in violation of a law, or a rule, or regulation mandated pursuant to law or is in violation of a clear mandate of public policy concerning the health, safety, welfare, or protection of the environment.

E. Confidentiality

Page 11 of 13

Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations shall be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

F. HandlingofReportedViolations

The chairman or vice-chairman shall notify the sender and acknowledge receipt of the reported violation or suspected violation within five business days. All reports shall be promptly investigated by the board and its appointed committee and appropriate corrective action shall be taken if warranted by the investigation.

This policy shall be made available to all directors, officers, staffs or employees and they shall have the opportunity to ask questions about the policy.

TITLE XI: AMENDMENTS

Amendments to these By-Laws may be made by a 2/3 majority vote of the Executive Board with the exception of TITLE III sections 1: Number of Directors and 6: Board Member Compensation, which must be approved by majority vote of the General Membership.

CERTIFICATE OF ADOPTION

I do hereby certify that the above stated By-Laws of N.C.B.G.A. were approved by the N.C.B.G.A. board of directors on Day, Month date, year and constitute a complete copy of the Rules and Policies of the corporation.

Signature __________________________ Heather L. Flores Page 12 of 13

Date: __1/19/2014______________________

Heather L. Flores
Secretary, Northern California Boys’ Gymnastics Association

Page 13 of 13

5 comments

  1. Jennifer Christenson says:

    Is there specific rules governing unethical recruitment of gymnasts for personal profit?

  2. Michelle Huffman says:

    I’m not exactly clear on what type of “unethical recruitment” you may be referring to. Please feel free to contact me directly and I can answer your questions. My personal email is:
    coach_m_scgc@yahoo.com

  3. Eric Totman says:

    Where are “TITLES IX AND X in the by-laws? What happened to them and why are they not posted?

  4. olssonf says:

    The By-Laws were copied and pasted straight from the previous website. I’ve looked up the backups (archive.org) and that is confirmed. By-laws available to me (breeze), since 2005,have always skipped from VIII to XI. I’ll get clarification on this morning. (To be continued).

  5. DB says:

    When can a gymnast reach out to college coaches?

Leave a Reply