(Mandatory wording in bold face type) (Optional wording in regular type) CLUB NUMBER 38006 2018-2019 Sponsor Rules
Section I SPONSOR RESPONSIBILITIES 1. Sponsor Information 1. Each squad or drill team will have a minimum of 2 (two) sponsors. Any squad or drill team with 16 or more girls MUST have 3 (three) sponsors. 2. A sponsor cannot sponsor 2 squads during the same season or sponsor both a cheerleading and drill team. Exceptions to be approved by the board. 3. Sponsor dues are $80.00 and payable when the sponsor application is submitted to the Club. NO refunds will be allowed. Membership fee is to cover the Optimist International Dues and Insurance. 4. All sponsors must submit an application and will be subject to a back ground check. No individual can be a sponsor if they have been convicted of any crime against a person age 18 or younger or convicted of a felony. A sponsor is required to disclose to the ACAO Board of Directors immediately if they become convicted of such crimes or if they are in the process of defending themselves against any such crimes. 5. All sponsors must sign a hold harmless agreement, which is included in the sponsor application. 6. The following general meetings of the Club are required to be attended by at least 1 sponsor from each squad: April, May, August, September, October, and November. If a sponsor has an excused absence, it is required the other sponsor MUST attend the meeting. Each sponsor will be allowed only 2 (two) excused absences. Attendance at the monthly general meetings will be kept and will affect the ability to sponsor for the next year. 7. EVERY sponsor must attend sponsor training. This is a yearly requirement. Sponsors can attend training on June 5 th or on July 28 th. Rosters WILL NOT be released until this requirement is met. 8. The sponsors shall work for the good of the Club, its squad, and individuals, keeping in mind at all times good sportsmanship and the safety and well-being of everyone at all times. 9. Sponsors will not smoke, drink alcohol, take illegal drugs or use foul language or racial slurs, make obscene or negative facial gestures, or conduct any discriminating act while around the cheerleaders or in the role of sponsor in any fashion. 10. The sponsors will select any and all coaches for the squad. 11. Any sponsor who wants to resign should notify the 1 st Vice President of the Club in writing. If a sponsor resigns or is removed, the parents or guardians of the squad will be notified by the Board of Directors. Should a sponsor resign or be removed, the sponsorship will be filled at the discretion of the ACAO Board of Directors. 12. Failure of the sponsor to follow these and all rules of the Club will result in that sponsor being immediately placed on probation for a time to be determined by the Board of Directors or removed from the squad and/or membership from the ACAO. If a sponsor is removed from ACAO membership, the Board of Directors will assume the responsibilities of the squad until another sponsor is appointed or found. Should it be necessary for a sponsor to be removed from membership, she/he would not be allowed to attend any Club meetings or events, or attend any practices or take the field at any games. If removed or if the sponsor resigns, the sponsor will NOT be acknowledged as a sponsor or be eligible to receive any rewards or awards from any ACAO event. Any exception to this must be approved by the ACAO Board of Directors. 13. For the protection of the Club, the sponsors of the squads are required to document everything including all absences and any kind of discipline and consequence given. For written documentation, include the date, when the parent/guardian was told, what was the problem or concern, what was discussed, what action was or will be taken, and if the parent/guardian
agreed/disagreed. If you have a verbal discussion it should be followed up with an email or text documenting the event and discussions and it should be sent to the parent/guardian as written documentation. 14. Remember to inquire about participants vacation schedules BEFORE attempting to create a summer practice schedule. 15. Ask parents/guardians to volunteer for jobs, such as making buckets, signs, and spirit sticks, bringing snacks or treats, helping with pep rallies, end of season banquet, etc. 16. It is recommended to send notes to parents/guardians frequently about their individual participants. Encourage parents to ask their child about every practice or game. Keep the parents/guardians and coaches informed of upcoming events, changes and progress. 17. Ask the parents the best way to communicate with them such as their preference for communication to be in text, email, or a phone call. Example - GROUPME 18. NEVER argue with a parent/guardian in front of a participant or in front of the squad. Move to another location where the coaches or participants cannot witness or hear any confrontation. If no private place is available agree upon a time to meet each other to resolve any differences or problems. If no resolution can be obtained then refer the parent/guardians to the 1 st Vice President of the Club and also contact the 1 st Vice President of the Club to alert them of an issue. Everyone should be careful about talking about issues where your own child can hear such as on the phone or in person, or in a conversation to someone else in the car or home, or postings on Facebook. 19. If a parent/guardian threatens you in anyway physically or threatens you with hiring an attorney inform them that you are not allowed to speak to them related to the matter and walk away and then inform the ACAO Board. If you need assistance at the fields, you can usually find another ACAO Board member or you can call the 1 st Vice President of the Club. Another suggestion is that you can go immediately to the concession stand and the Arlington Optimist Football Club will find someone to help. Remember to keep all of the participants of your squad safe at all times. 20. If parents/guardians are dropping off their children for practice/game tell the parents/guardian a time to pick up their child. Also give the parents/guardians a time limit as to how late you will stay and tell them that if they are later then the time range they should call you to make arrangements to pick up their child. For example if they arrive late to pick up their children. I.E. 10-15 minutes, then notify the parent/s you will take their child to your house. You, as a sponsor, are responsible to ensuring all the children and coaches are picked up and are safe at all times during an ACAO event or practice. 21. Give the parents/guardians and coaches your cell and home phone numbers and keep it on at all times during practice or at the game. 22. Competition is required for all 3rd through 6th grade participants and is optional for Pre-k through 2nd grades. 23. For legal purposes, sponsors are REQUIRED to report to the ACAO Board any injury during any practice, game, squad event, or any ACAO sponsored event. 24. On game day, a parent/guardian must notify you and make arrangements to drop off their child at the fields. 2. Rosters and Practices 1. Sponsors will be given their squad roster after a) Their squad/football team has been finalized, b) The sponsor has attended the mandatory sponsor s clinic, c) The sponsor has been approved by the ACAO Board, d) when their dues are paid in full, and e) If a returning sponsor, their prior year squad s uniform and fund raising financial statements have been turned in and approved by the ACAO Board. f) Background check has been completed. g) Valid D.L. has been
received. 2. If a squad is not full at the time of a sponsor clinic the official roster will be handed out after the official close registration date. Information about squads will also be posted on the Club s official website. 3. A copy of your squad s scheduled practices should be provided to the 1st Vice President of the Club. This is for your protection in case it needs to be referred to at a later date. 4. A sponsor will be at practice before the participants/coaches arrive and stay until the last participant leaves including the coaches. 5. The sponsor should notify the 1 st Vice President of the Club of any changes to their roster such as participants dropping out. 6. The sponsor should notify the 1 st Vice President of the Club of the names of coaches for their squad and any changes related to any of their coaches. 7. A sponsor is should help ensure a fun time for everyone and that rules are followed. Sponsors are required to sign up to help with check in at the fields. A signup sheet will be sent out at the beginning of the season. If you do not sign up for a slot, one will be assigned to you. It is highly encouraged for sponsors to attend committee meetings and help with all ACAO events to help ensure the Club runs smoothly and help with Club responsibilities. 3. Chain of Command & Acknowledgement of Name Use 1. Parents/guardians, coaches, and participants MUST sign the Chain of Command form, which can be found on the Club s website and in the sponsor packets. The sponsor keeps a copy and gives a copy to the Club. To help communication channels, the sponsors should provide a copy of the Chain of Command to each participant/parent or guardian. (See attached Chain of Command) 2. The child s name can appear on any part of the uniform or anything else that is worn or carried onto the field as long as the child s parent/guardian has given written consent to the squad s sponsor. The squad MUST have 100% parent consent to include the name, or the name cannot appear anywhere on the full uniform. This is required for protection of the participants and for privacy reasons. (See attached Acknowledgement of Name Use Form) 3. Disciplinary for Girls 1. If disciplinary action is needed, it should be adequately documented and both sponsors need to sign the documentation and a copy should be given to the 1 st Vice President of the Club. 2. The sponsor should inform the 1 st Vice President of the Club of any disciplinary action that involves a matter that cannot be resolved, violates ACAO Bylaws or policies, or is a concern to the squad or Club. 5. Sportsmanship, Spirit, and Cheerleader Choice Awards 1. The rules related to the Sportsmanship, Spirit, and Cheerleaders Choice awards are posted on the Clubs website. The criteria and forms will be determined by the Spirit/Sportsmanship/Cheerleaders Choice Committee. 2. The forms for the Sportsmanship and Spirit will be posted on the Club s website and included in the sponsor packets. Pre-k through 2nd grade will only participate in the spirit award. Sponsors should explain the rules and importance for awards to their coaches and participants. For 3 rd grade and up the participants of each squad should sit down each week together and complete the Sportsmanship form. Each week, the sponsors of each squad should work together and make individual notes about the other cheerleading squad that was at their game each week. Then, at the end of the season, the Sponsors of each squad should collectively complete the Spirit form and turn it into the Spirit/Sportsmanship/Cheerleaders Choice Committee by the required deadline. Forms turned in late will not be considered in tallying the
winners of the applicable awards. There is no form to be turned in by the individual squads related to the Cheerleader Choice awards. Instead the Committee will use the Sportsmanship forms to determine the squad winners of the Cheerleader Choice awards. 3. Each squad who does not turn in their Sportsmanship or Spirit award or turns he forms in late will not be eligible to receive the award. For example, if the squad did not turn in the Sportsmanship award the squad will not be eligible to win the Sportsmanship or the Cheerleader Choice awards. 6. Sponsor Financials 1. The sponsors are acting in a fiduciary capacity by taking money from participants and are required to account for all money collected. Misuse of money taken is a criminal offense. No money collected by the sponsor can be used for personal reasons. If a sponsor does not account for all of the money or uses the money for personal reasons the Club will take actions against the sponsor including reporting such abuse to the police and/or district attorney s office. The sponsors are REQUIRED to prepare, and have ALL of the parents or guardians sign both the Uniform and the Fundraising financial statements and then turn in both their Uniform and Fundraising financial statements along with receipts for ALL items, to the Club, on time. YOU CAN NOT COMPETE AT COMPETITION IS YOUR FINACIALS ARE NOT RECEIVED. The Club will take disciplinary actions against the sponsor for failure to turn in these financial statements on time and accurately. Financial statements: 4th 6th grade are due at the general meeting in October. Pre-k 3rd grade is due at the general meeting in November. All fundraising financials will be due at the November general meeting, along with any amendments to the squad s uniform financials. BE SURE TO KEEP ALL RECEIPTS and keep a copy of the financial statements and receipts in its entirety, turned into the Club. The sponsors, acting as a fiduciary, are also required to give a copy of both the Uniform and Fundraising financial statements to all of the parents/guardians. This can be hard copy or emailed. Not turning in financial statements is reason for not being approved to be a sponsor in the future. **For EOY parties, we advise you to estimate how much you will spend and turn it in with your financials by your due date** 2. All squad checking accounts must be in the sponsor s name and social security number. No squad can set up an account using the ACAO name or tax id number. 3. Squad checking accounts cannot be used for anything other than squad reasons. 4. Personal matters such as bills and personal purchases or withdrawals are prohibited from being made from the squad s account. 5. If you turn in an amendment to any of your financial statements, use a photocopy and make any changes or additions in another color ink. 6. Sponsors are SOLELY responsible for any debt incurred with regard to their squads. However, any debts that are not paid in full will be reason for not being allowed to sponsor the following year. 7. The Club s Board of Directors will review any questionable activity or behavior by the sponsor/co-sponsor regarding their financial statements. 8. All invoices turned in by each sponsor for reimbursement will need proof of payment. 9. NO REFUNDS UNDER ANY CIRCUMSTANCES. 7. Fundraising 1. BEFORE STARTING A NEW FUNDRAISING CAMPAIGN. YOU MUST CONTACT THE CURRENT TREASURER AND AQUIRE APPROVAL. IF THE FUNDRAISING CAMPAIGN IS ONE WE HAVE NOT SEEN BEFORE OR ARE FIMILIAR WITH YOU WILL BE REQUIRED TO SHOW DOCUMENTATION THROUGHOUT THE PROCESS.
FOR THE 2018-2019 SEASON, THE CURRENT TREASURER IS MELISSA POLLARD, EMAIL IS MELISSA.POLLARD74@GMAIL.COM, and PHONE NUMBER IS 817-714-8702. 2. A squad may, but is not required, to raise as much fundraising money as they are able. A squad or any individual on a squad can fundraise to pay for their uniforms. 3. The squad fundraising financials statements plus ALL receipts will be due: 4th 6th grade are due at the general meeting in October. Pre-k 3rd grade is due at the general meeting in November. 4. If a squad does not use all of their fundraising money raised then the must return the money back to the ACAO. 5. When fundraising, the squad is required to tell any donor what the fundraising will be used for and cannot use the fundraising money for anything else unless they get the donor s permission. The squad is required to give a receipt to a donor if the donation is equal or exceeds two hundred and fifty dollars ($250). Optimist Members, Optimist Clubs, Optimist Districts, Optimist Youth Club Members and Optimist Youth Clubs are named insureds. Volunteers who are NOT Optimist Members are NOT named insureds. In Witness thereof: Tara Moore Angela Bentley Melissa Pollard Kelly Ham Kelly Watson Susan Mills Megan Ross Heather Greenwood Michelle Holderman Angelica Solis 03/02/2018