Virginia Gymnastics Booster Club

 

Parents Handbook

 

 

1. VGBC Overview

 

The Virginia Gymnastics Booster Club (VGBC) is a non-profit organization that was formed to create a “booster club” to support the girls competitive gymnastics program at APEX Gym.  The group elects officers, meets regularly, and organizes contributions of your time and labor to support the competitive program.

 

The most important reason for the VGBC, however, is fund raising.  It is estimated as a parent or guardian of a competitive gymnast, you will spend approximately $2,000 per year for uniforms, meet participation fees, registration fees and other expenses in participating in the competitive gymnastics program at APEX.  This is IN ADDITION to the tuition you pay at APEX.  In order to defray these required expenses, and make it possible for kids of all economic backgrounds to follow their dreams/desires to compete in a top rated competitive gymnastics program, the booster club arranges and stages fund raising efforts throughout the year.  Fund raising efforts help the VGBC earn money to offset the gymnastic expenses.

 

This handbook provides you with information about the VGBC, your obligations associated with the VGBC, and the by-laws of the VGBC.  In short, it gives you an understanding of why the VGBC exists and why 100% participation in fund raising and or VGBC committees is essential to make our booster club successful. 

 

1.1 Mission of the VGBC

 

The mission of the Virginia Gymnastics Booster Club (VGBC) is twofold

 

·                     to enhance the competitive gymnastics program at APEX, through volunteer support

·                     to assist competitive gymnast’s families in defraying the costs of participation in the competitive program

 

Simply stated, the families of the VGBC are the bloodline to activities sponsored by APEX and the VGBC, and contribute money or participate in fund raising to cover expenses above and beyond the standard tuition fees imposed by APEX. 

 

1.2 APEX/VGBC Relationship

 

APEX Gymnastics, Inc. is a registered corporation in Virginia, whose primary business is conducting gymnastics classes for all ages of children.  APEX offers a wide range of activities that includes recreational and competitive gymnastics and is a member of the United States Gymnastics Association (USGA). 

APEX offers a highly competitive gymnastics program beginning with Level 5 and advancing through Level 10. Currently APEX has approximately 65 gymnasts. Gymnasts participate year round in practices and competitions, when ready. Compulsory gymnasts practice 12 hours per week during the school year and 16 hours during the summer months. Optional gymnasts practice between 15 - 17 hours per week during the school year and 20 hours during the summer months. Competition begins in November and ends in April/May. Gymnasts compete regularly in Virginia, Maryland & Pennsylvania and optionally, once per year attend a travel meet in places such as Florida, Bermuda or Arizona. APEX Gymnastics has qualified gymnasts to states, regional, and national competitions, and has crowned over 100 state champions since opening in 1996. 

 

The VGBC is a separate and distinct entity from APEX.  However, fostering a strong relationship between the VGBC and APEX is paramount to the success of both organizations.  Matters dealing with fund raising and the operation of the booster club are the responsibility of the VGBC.  Matters dealing with the gymnastics are the responsibility of APEX. 

 

 

2. Organization of the VGBC

 

The VGBC consists of the board of directors, level representatives, committees, and general membership.  This section describes the roles and responsibilities of each organizational entity.

 

2.1              The Board of Directors

 

The Board of Directors is composed of officers filling the roles of President, Vice President, Treasurer, Financial Secretary and Secretary.  The Board of Directors can also be composed of Level Representatives.  The Level Representatives can either be elected (at the annual meeting) or appointed by the Board of Directors.   Other member(s) can be voted onto the Board by the membership.

 

The Board of Directors may also include one or more advisors representing interested parties to the activities of the VGBC.  The Board of Directors can ask that one APEX owner or coach act as a consultant or advisor to the Board.  They would be a non-voting member of the Board but would provide input to the Board on developing the annual operating plan, provide advice on developing the budget, provide advice and guidance on conducting the meets held at APEX and help facilitate communication between the competitive team, other APEX owners/coaches and the VGBC.

 

President.  The President is responsible for the overall operation of the VGBC, and is the primary interface to APEX gym.  The President will ensure that the Bylaws are maintained and followed.  If necessary, he/she will work to modify the Bylaws.  Working with APEX and the Treasurer, the President will establish the operating budget for the coming competitive season.  He/she must ensure that all committees are chaired and staffed, and are executing their responsibilities, and obtaining the expected results.  The President is a designated co-signer of checks written on behalf of the VGBC.

 

Vice President.  The Vice President will fill in for the President in their absence.  In the event that the President cannot fulfill their duties, the Vice President can assume the role of President.  The Vice President will also oversee the activities of the Fund Raising Committee and ensures that all other committees are chaired and functioning properly.  The Vice President is a designated co-signer of checks written on behalf of the VGBC.

 

Secretary.  The Secretary is responsible for keeping the minutes of the meetings (both annual membership and Board), ensuring that notices of meetings are issued in the proper timeframes, all business correspondence is conducted; maintain a mailing list, email list and roster of all parents and guardians (the membership).  In addition, the Secretary maintains or delegates updating of the Parents Handbook, and is the historian of all VGBC material.  The Secretary is a designated co-signer of checks written on behalf of the VGBC.

 

Treasurer.  The Treasurer is responsible for developing the annual operating budget, reporting on budget compared to actuals on a monthly basis to the Board and providing a summary to the membership, as well as issuing an end of year statement on the closing of the books.  In addition to the reports, the Treasurer is to ensure that the taxes for the VGBC are filed each year and arrange for an audit of the financial books.  The Treasurer is permitted to sign checks and is required to obtain a 2nd approved signature on all checks exceeding $500.00.  All appropriate documentation (example is receipts) must be collected and maintained for all expenses paid. 

 

As a check and balance for the VGBC, the Board will periodically review (audit) the records and reports of the Treasurer and Financial Secretary.

 

Financial Secretary.  The Financial Secretary is responsible for creating all financial reports for the Treasurer.  This includes reporting on budget compared to actuals on a monthly basis to the Board and a summary to the membership, and creating an end of year statement on the closing of the books.  In addition to the reports, other duties include the billing for all fees owed to the VGBC, the collection of those fees and ensure that all bills are paid on time. 

 

The Financial Secretary is permitted to sign checks and is required to obtain a 2nd approved signature on all checks exceeding $500.  All appropriate documentation (example is receipts) must be collected and maintained for all expenses paid.  The Financial Secretary will be held personally liable for all funds under his/her responsibility.

 

2.1.1 Board Procedures

 

Terms for Board Members.  Each Board member will serve a one-year term (from July 1 of the current year to June 30 of the following year) or until his or her successor have been elected.  If a Board member is appointed during the fiscal year, their term will end upon the next election.

 

Elections.  Elections will be held at the annual membership meeting.  If more than one candidate exists for an office, the voting shall be done by secret ballot.  A simple majority is necessary to win an election.  Proxies are not permitted.

 

Special Elections.  There is no need for special elections.  If vacancies develop during the season, the Board can appoint members to fill those vacancies as per the current Bylaws.

 

Board Meetings.  All Board meetings will be conducted in accordance to the Bylaws.  There is at least one annual Board meeting required by the Bylaws.  This annual board meeting is generally held immediately after the annual general membership meeting.  From time-to-time the Board will hold other meetings as necessary to conduct the business of the VGBC.

 

VGBC Annual Meeting.  A  VGBC Annual Meeting is held each June to “kickoff” the new competitive year.  The VGBC annual meeting is generally held late in the 4th quarter of the fiscal year.  The VGBC annual meeting will cover the following agenda items:

 

·         To discuss the previous and upcoming seasons

·         To present the budget and dues assessment packages for the upcoming year

·         To elect members to the Board of Directors

·         To plan and commit to summer activities (generally fund raising and social events)

·         To discuss any issues or concerns from the general membership

 

Following the standard “Roberts Rules of Order”, various topics are placed before the membership for discussion and voting.  As required by the Bylaws, a simple majority of the membership must be in attendance for any binding votes to take place.  Meeting minutes are kept by the Secretary and published after the meeting. 

 

Attendance at the VGBC Annual meeting by the VGBC membership is mandatory.

 

Other VGBC Membership Meetings.  Due to the size of the club, the number of families involved, and the expenses to be managed, additional meetings may be requested by the Board.  Agenda items for these meetings will generally include:

 

·         Review of open actions from the previous meeting

·         Presentation of the budget and cash outlay reports to date

·         Recommendation and voting on any changes to the budget

·         Review of completed, in process and planned fund raising activities

·         Discussion of any concerns or issues from the general membership

 

 

Attendance at these meetings is mandatory, unless otherwise announced by the Board.

 

2.2 VGBC Level Representatives

 

Each competitive level will have at least one Level Representative, with “Level” meaning the rated competitive level of the gymnast.  The primary function of the Level Representative is to help facilitate communication – between the booster club and families for items such as opinion solicitation for new fund raising activities, to assist committee chairs in obtaining time commitments for activities, and to ensure that unusual or special events are made known to the membership.  Level Representatives have also historically coordinated the creation and delivery of goody bags for the 1st meet of the season, and all sectional, state and regional meets.

 

Level Representatives can also be members of the Board of Directors, if so voted by the VGBC membership.  The number of the Level Representatives will vary depending on the number of competitive levels represented on the competitive team each year.

 

 

2.3 VGBC Committees

 

Participation within the VGBC committees is critical to the success of meeting our goals and objectives.  As a member of the VGBC you are encouraged to take an active role in one or more of committees.  There are several standing committees that form the heart of the VGBC organization, as well as provide the ideas, organization and execution of fund raising. 

 

2.3.1 Fund Raising Committee.  The Fund Raising Committee is tasked with the oversight of all activities surrounding fund raising.  The Fund Raising Committee is responsible for budget and records review of the Treasurer’s records, and tasked with maintaining the tax-exempt requirements of the VGBC.  The Fund Raising Committee is chaired by the Vice President, and seeks and appoints volunteers from the general VGBC membership to chair and participate in the following sub committees, which may change from year to year:

 

  • Car Wash
  • Corporate Sponsorships
  • Leotards Sales   New/Used
  • GK Catalog
  • Evergreen
  • Gift Wrap
  • Raffle
  • Vending Machine
  • Scrip

 

Summertime for the gymnasts means learning new skills and new routines, in preparation for the upcoming competitive season.  Summertime for the VGBC provides a head start in fund raising efforts, to be in position to offset the many expenses that will occur as the meet season gets underway.

 

2.3.2        Committee Chairs for APEX Hosted Meets.  The APEX hosted meets are traditionally one of the VGBC’s most successful fund raising events of the year.  There is a considerable amount of planning that takes place to sponsor a competitive meet.  APEX and the VGBC have agreed to host and sponsor at least one (1) meet during the regular meet season – the Emerald City Classic.  Additionally, in the past, APEX has been asked by the Virginia state gymnastics organization to also host a state and/or sectional meet.

 

Every VGBC member is required to participate in any APEX sponsored meet.  The VGBC membership donates time to perform meet planning, and labor to ensure the set-up, running, and take down of the meet enables a smoothly executed, safe and fun event for the gymnasts.  Committees are formed to cover all aspects of the meet, including set up, score runners, judge’s hospitality and other efforts.  A list of sub-committees required for meet execution are listed below

 

  • Decorating
  • Judge’s Food / Hospitality
  • Coach’s Food
  • Gymnast Registration
  • Scoring
  • Set up/take down
  • Concessions
  • Timer’s, runner’s, squad leader’s (timers are parents, runners and squad leaders are gymnasts)
  • Maintenance, trash removal and bathroom patrol
  • Crowd control
  • T-Shirts
  • Certificates
  • Programs
  • Goody Bags
  • Leo Sales

 

 

2.3.3 Nominating Committee.  It is the responsibility of the Nominating Committee to recruit a slate of potential officers for the up coming year.  This slate of officers should be completed and submitted to the membership prior to the Annual meeting. 

 

The Board solicits volunteers from the VGBC membership to serve on the Nominating Committee, and appoints the committee approximately 2 months prior to the VGBC Annual Meeting.  The nominating committee has up to three (3) members, as per the Bylaws.

 

2.3.4 Social Committee.  Social activities foster communication, relationships and strong team spirit for the competitive gymnasts and their families.  Several sub committees are formed by the Social chairperson on an as needed basis, with the typical committees listed below:

 

Holiday Party

End of Year Party

Teambuilding

 

2.3.5 Construction and Repair Committee.  As needed, this committee organizes the membership to assist APEX in installing new equipment, repairing existing equipment and improving facilities at APEX.

 

 

2.4 Communications.  The Board of the VGBC is the primary vehicle to assure that the VGBC operates efficiently and effectively, and therefore any suggestions, issues or concerns should be brought to the attention of the VGBC Board.   

 

Note:  APEX is a separate entity from the VGBC – any communications about VGBC efforts should be brought directly to the attention of a Board member, and not to or via APEX.  Conversely, any specific issues or questions about the coaching, evaluation or progress of an individual gymnast are more appropriately directed to APEX.

 

eMail is the primary mode of communication between the VGBC and its members.  Additionally, the VGBC provides information via the gymnast mailbox.  The VGBC publishes periodic communications to keep the membership informed of the results of any activities to date, upcoming projects and activities, a general status of the budget, and other information that would be useful to the membership.  APEX, from time to time, also contributes information to the VGBC communications. 

 

The VGBC works with APEX to create and update the team roster which contains e-mail accounts, phone numbers, and other useful information to facilitate communications.  A phone tree is established to assist in disseminating information.  The phone tree is run by the Level Representatives.  Typical communications may include: reminders to the membership of an upcoming meeting, information to plan and coordinate participation in fund raisers, and to pass along news of interest to the membership as needed.  At the beginning of the competitive season, the Secretary and the Level Representatives develop the phone trees.

 

 

 

3. VGBC Financial Overview

 

As with any corporation, the VGBC has expenses (i.e., costs) and revenues (i.e., incomes) as well as an approved budget.   The VGBC goal for fund raising is to raise enough money to cover required expenses and costs associated with the competitive program and APEX hosted meets.  While the VGBC uses the APEX hosted meets and other fund raisers as an opportunity to generate income, past experience has shown the VGBC generally cannot meet the entire yearly budget with profits from the APEX hosted meet(s).   For example, during 2006-2007, the total VGBC expenses exceeded $70,000 with revenues of approximately $36,000 as a direct result of fund raising.  The VGBC members paid several assessments (or direct contributions) during the year to cover the all expenses. 

 

3.1.1  Revenue (Income).  The revenues or income are generated from various fundraising activities conducted throughout the year.  There are several sources of revenues currently established that attempt to cover all expenses of the competitive program.  The Fund Raising Committee, with its various sub committees, is responsible for identifying revenue making opportunities, sponsoring the activity, and ensuring the fund raising efforts meet or exceed the goals set each season.  The Vice President of the VGBC is responsible for ensuring all fund raising efforts are executed as planned, and works closely with the Treasurer to ensure revenues adequately cover expenses.  100% participation is needed in all activities to be successful at fund raising.  Sign-up sheets are utilized to track participation.

 

Typical revenue generating activities are listed below:

 

  • Leotard (“Leo”) Sales – the VGBC and APEX have teamed to provide leotard sales display space at the gym facility.  The VGBC arranges for the delivery of leos on consignment from the vendor, and provides a sales person for selected dates/times to sell leos to APEX gymnasts (competitive and non-competitive) as well as sell leos at APEX hosted meets.

 

  • Corporate Sponsorship Banner (Advertising) – APEX has provided display space on the walls above the floor exercise mat to display banners advertising areas businesses and services.  These banners, approximately 3x4 feet each, are sold by the VGBC to generate revenues for the booster club.

 

  • Vending – APEX has provided display space in the entrance area for a drink and snack vending machine.  Monies generated from these vending machines are counted as revenues towards covering expenses.

 

  • Meet Fees (APEX hosted meets) – each gymnast participating at a VGBC sponsored, APEX hosted competitive meet is charged a meet participation fee.  These fees cover much of the expense of running the meets, including judging fees, chair and table rental, etc.

 

  • Meet Concessions (APEX hosted meets) – at APEX hosted meets, the VGBC generally takes the opportunity to sell food and drink for revenue generation. 

 

  • Meet Programs (APEX hosted meets) – at APEX hosted meets, the VGBC generally takes the opportunity to sell programs.  Programs typically contain a listing of all gymnasts competing in the meet, and the program provides space for parents to record the scores of gymnasts as they compete.   Programs also may contain advertising by local businesses, whose donation is used to offset printing costs.  On occasion, a VGBC member may purchase an advertisement in the program – these purchases are considered voluntary donations and do not decrease your financial obligation.

 

  • Car Washes – space and water donated by area businesses is used to conduct car washes by the gymnasts and their families

 

  • Scrip – easiest way to fundraise buy purchasing scrip purchase anything from groceries to paying for hotel rooms.  Depending on which scrip card purchased determines the percentage that the booster club receives.

 

3.1.2 Expenses (Costs).  Expenses are pre-approved and contained within the yearly VGBC budget.  As expenses are incurred, receipts or other appropriate documentation are required if a VGBC member arranges for or pays for an item that is to be reimbursed. 

 

In addition to monthly tuition paid to APEX for each competitive gymnast, the following are the typical required costs for participation in the program:

 

  • APEX Gymnastics Registration Fee – each competitive team member must register with APEX no later than September 1st for the upcoming competitive year.  This annual registration fee provides insurance coverage for gym practices and is mandatory even though the gymnast is likely already covered by a family insurance policy.  This fee is covered thru the VGBC for all members participating in the prior year.  For new members, this fee is paid directly to APEX.

 

  • USGA Membership Fee – each competitive gymnast must complete a USGA registration form with APEX at the beginning on each competitive year (usually paid by mid July).  The form must be accompanied by the membership fee.  The USGA registered gymnast receives a bi-monthly publication to the USGA Magazine, and a limited injury insurance policy for meet competitions.  Obtaining this USGA injury policy is mandatory even though the gymnast may already be covered by a family insurance policy. This fee is covered thru the VGBC for all members participating in the prior year.  For new members, this fee is paid directly to APEX.

 

  • Choreographers Fees (optional level gymnasts only) – optional level gymnasts have a floor routine that is especially arranged for them by a choreographer.  A separate fee is charged for the music and the routine.  The fee is set by the choreographer and is paid directly to him/her.  Normally a gymnast uses this music for two years.  If the gymnast leaves APEX, her rights to the routine and music are forfeited.

 

  • Competitive Meets / Meet Fees – competitive meets are usually scheduled from October through June, and are generally held on weekends (with an occasional weekday (holiday) meet scheduled).  The coaching staff determines which meet(s) the gymnast attends.  Each meet has a registration fee that is paid by the gymnast, ranging from $55 to $75 per meet.  Depending on gymnasts “readiness” or injury, APEX may choose to include or exclude a gymnast from a meet, or from events within a meet.  This fee is covered thru the VGBC for all members.   

 

  • Competitive Meets / Coaching Fees – each coach attending the competitive meet is paid for his/her time per meet session.  APEX determines the number of coaches that attend each meet session, basing this decision on meet session schedules, session overlap and number of gymnasts. This fee is covered thru the VGBC for all members.   

 

  • Competitive Meets / Coaches Travel & Living – each coach attending the competitive meets is reimbursed for travel, lodging and meal costs.  Travel could include mileage or airfare if applicable.  Guidelines for travel, lodging and per diem / meal reimbursement are provided to the coaches and budgeted accordingly. This fee is covered thru the VGBC for all members.   

 

  • Competitive Meets / Uniforms – each gymnast is required to purchase and wear the designated competition uniform.  This uniform includes a leotard, a warm-up jacket and warm-up pants.  A vigorous second-hand swap/barter system exists among the parents that can reduce the cost of uniforms if gymnasts outgrow their outfits.  Typically, the uniform is changed every 2-3 years, at the discretion of APEX.  Uniforms are usually ordered in July.

 

  • Dance – gymnasts have the option of purchasing dance instruction from a certified dance studio that APEX arranges for onsite instruction.  Dance is a critical component of the floor routine, and the grace and style of dance forms can add to the polish of a gymnast’s bar and beam routines as well.  Dance is an optional expense, arranged directly with APEX.

 

  • Other Expenses – the parent/guardian of the competitive gymnast can expect to spend additional monies on goodie bags, travel and meals for ‘away’ meets, purchasing programs at meets to record scores, “pin” collecting, practice leotards, athletic tape, grips, t-shirts, pictures, and other similar types of costs.  The bulk of these are, of course, optional to the parent/guardian making the purchase.

 

  • APEX Meet Costs – the following are some examples of the costs associated with the an APEX hosted meet and are covered through the VGBC:

 

Judges Fees – paying for the time and expertise of the judges who provide scoring for each event at an APEX hosted meet is the primary cost of a competitive meet.  Eight judges are required – 2 for each event (Bars, Beam, Floor, Vault).

 

Judges Hospitality – for APEX hosted meets, members of the VGBC provides donated or purchased food, snacks and beverages for the judges during the meet.

 

Coaches Food –the VGBC ensures that the coaches are provided with meals, snacks and beverages during APEX hosted meets.

 

Concessions – when APEX hosts a competitive meet, the VGBC uses that opportunity to generate revenues by concession sales.  The costs associated with concessions generally include food purchased for resale, equipment rentals such as a popcorn popper, supplies such as napkins and condiments, and display equipment such as tables.

 

Programs – when APEX hosts a competitive meet, the VGBC uses that opportunity to generate revenues by program sales.  Advertising space is sold to cover the costs of program printing.

 

Competitors Supplies – for an APEX hosted meet, the gym is required to provide supplies to all gymnasts for safety reasons.  The primary need is chalk for the uneven bars events.

 

Table/Chair/Truck Rentals – to host a meet at APEX, tables are rented for the judges stations, for set up of the judges’ hospitality area and meeting place, as well as for concession display space.  Chairs are rented to supplement the bleacher seating for the audience.  A truck is rented to provide temporary storage of equipment in the gym that is not needed for the meet (extra balance beams, bars, mats, trampolines, etc).

 

Cleaning/Sanitary Supplies – to manage the health and safety of meet attendees and gymnasts, supplies such as cleaning solutions, paper towels, toilet paper and the like are provided during an APEX hosted meet.

 

3.1.3  VGBC Budget.  The VGBC financial obligation varies depending on the approved budget for that competitive season.  Each member is given notice as to the planned financial obligation and it is discussed at the membership meeting usually conducted at the beginning of the fiscal year.  The membership votes on the proposed budget, and agrees to be obligated by the approved budget.

 

Each year, the VGBC consolidates a budget of expenses and expected revenues, and sets fund raising targets and a spending plan to ensure all obligations are met.  The membership of the VGBC approves the budget each year, accepting or rejecting each expense item proposed for the year.  By accepting expense items, the VGBC membership agrees to cover the approved expenses, either by direct contribution, or fund raising efforts.

 

No VGBC member has the authority to overrun the expense item budget without prior approval from the Board, and will be held personally liable for any unapproved overruns.

 

If an expense budget item appears to run the risk of being overrun, the Board itself has the authority to approve the overrun if the overrun is less than $100, and the total amount of Board approved budget overruns does not exceed $500 cumulative in a given year.  If the cumulative budget overrun exceeds $500 in a year, any other overruns must be approved by the VGBC membership.

 

While the VGBC makes every attempt to capture all expected expenses for a year, from time to time changes must be made to the budget.  The Treasurer, working closely with the other officers and board members, identifies all requested changes (in writing) from the Board, committee chairs, and other VGBC members and presents them for general membership or board approval.

 

3.1.4        Operating Assessments

 

At the General Membership meeting held on June 9, 2007, the following VGBC Assessment Operating Plan was adopted by the VGBC membership.  The VGBC Assessment Operating Plan is effective starting on July 1, 2007. Under the plan, the parents of the VGBC have three ways to cover the operating expenses for the competitive gymnastics season which is defined as July 1 of the current year through June 30 of the following year, e.g. July 1, 2007 – June 30, 2008.

 

  • VGBC Team Fundraisers.  Team fundraisers adhere to the rules and regulations of the IRS.  All funds raised at these events are equally distributed among all VGBC members.  There is NO individual credit.  If a gymnast chooses to leave the team, any monies collected for these fundraisers will remain with the VGBC.   The anticipated team fundraisers are APEX hosted meets, the VGBC vending machine, and other significantly large fundraisers that require the planning and participation from the majority of the membership. 

 

  • Individual Parent Activities (IPAs).  IPAs are sponsored by parents.  These activities may include car washes, gift wrapping, corporate sponsor solicitation, XMAS wreath sales, script, raffles, etc…  The basic concept is parents participate and earn money which is used to lower the assessments.  The following describes the high level process:

 

    • Each IPA establishes a chairperson who coordinates the event. 
    • The duties of chairperson are to advertise the event, solicit help, establish the ground rules for the event, report financial information, and run the event. 
    • The chairperson receives a 5% fee for their services which is deducted from the overall profit of the IPA.  The remaining profit is distributed to each participating individual of the IPA.
    • For those events which have a direct profit (scrip, wreath sales, corporate sponsors, Yankee candle etc.) the participating parent receives the funds (or be given credit toward their assessment) less the 5% chairperson fee. 
    • For those events which are based upon participation (car washes, XMAS wrapping, leotard sales etc.), a hourly work unit is used and divided by the total profit to determine the individual credit
    • For each IPA, the chairperson sends a report (and the money) to the VGBC treasurer within 2 weeks of the event.  Reporting requirements are set by the VGBC treasurer.
    • Donations of goods, products, and/or outside services required to run the event are NOT eligible for individual credit. 
    • Carryover fund balances from year to year are allowed for each family, to be used within the family.  However, if a member leaves the team the money earned from the IPA reverts to the VGBC general fund. 
    • Any conflicts associated with the IPA are escalated to the chairperson.  The chairperson attempts to resolve the conflict.  A member does have the right to escalate to the VGBC board if he/she does not feel they are not being treated fairly.  The VGBC board will render a final decision if the conflict can’t be decided between the affected parties.

 

  • Quarterly VGBC Dues.  The VGBC will assess member’s quarterly dues to cover gymnastics expenses.  The schedule of dues payments will be during the first half of each quarter.  The quarters are defined as follows: 1st Quarter (July, August, September); 2nd Quarter (October, November, December); 3rd Quarter (January, February, March); 4th Quarter (April, May, June).  The assessments are based upon the approved fiscal year budget.  Each member starts with the same assessment.  Deductions are made to the assessment based upon the team fundraisers and IPAs throughout the year.  If a gymnast leaves the team, the VGBC member is responsible for the assessment for the last quarter in which the gymnast was a member.  i.e., if the gymnast leaves in November, the VGBC member is responsible for the 2nd Quarter assessment.   Payment of dues is required to remain in good standing of the VGBC.

 

 

 

 

 

 

 

 

 

Appendix 1

 

 

VGBC By-Laws

 

 

Articles of Incorporation of Virginia Gymnastics Booster Club, Inc   (2007)

 

 

ARTICLE I – NAME; OFFICE

 

1.  Name.  The name of this corporation is Virginia Gymnastics Booster Club (the “Corporation”).

 

2.  Address.  The mailing address and principal office the Corporation shall be established as directed by the Board of Directors of the Corporation (the “Board”).  The Corporation may have other offices as the Board may determine from time to time.  The Corporation shall have, and continuously maintain in the Commonwealth of Virginia, a registered office in accordance with [section] 13.1-833 of the Code of Virginia.  The registered office may be, but need not be, identical with the principal office.

 

 

ARTICLE II - PURPOSE

 

The Corporation is organized and shall be operated exclusively for educational and charitable purposes, including, for such purposes, the making of distributions to organizations under section 501 (C)  (3) of the Internal Revenue Code of 1986, as amended, or any corresponding provisions of future Internal Revenue laws, and the regulations pertinent thereto (the “Internal Revenue Code”).

 

The Corporation is to be operated to develop and support gymnastic athletic programs, support area gymnasts, foster local, national and international amateur Gymnastics competition, and encourage and foster the awareness and support of such programs in the Leesburg, Virginia metropolitan area community.  The foregoing statement of purpose shall not be considered as limiting or restricting in any manner the powers conferred upon corporations by Chapter 10 of Title 13.1, of the Code of Virginia of 1950, as amended, and, therefore, the Corporation shall have the power to transact any business not prohibited by law or required to be stated therein.  No substantial part of the activities of the Corporation shall be carrying on of propaganda or otherwise attempting to influence legislation, and the Corporation shall not participate in, or intervene in (including the publishing or distribution of statements), any political campaign on behalf of, or in opposition to, any candidate for public office.

 

Notwithstanding any other provision of these Bylaws, the Corporation shall only carry on any activities permitted to be carried on (i) by a corporation exempt from federal income tax under section 501 (C) (3) of the Internal Revenue Code, or (ii) by a corporation, contributions to which are deductible under section 170 (C) (2) of the Internal Revenue Code.

 

 

ARTICLE III – MEMBERS

 

 Member.  It is the policy of the VGBC to support all team gymnasts even if the gymnast’s parents are not our members or even if the gymnast’s parents do not participate in fund-raising activities.    This policy will be clearly known to our members.