Braswell High School Baseball Booster Club Bylaws

Transcription

1 Braswell High School Baseball Booster Club Bylaws Adopted September 3, 2016 Proposed amendments in red November 23, 2016

2 BASEBALL BOOSTER CLUB BYLAWS Article I Purpose Braswell Baseball Booster Club is organized for charitable and educational purposes. This organization shall operate as a 501 (c) (3) nonprofit organization exclusively for the support of the Braswell High School baseball program. Accordingly, the Booster Club will strive: 1. To stimulate and sustain an enthusiastic interest among parents, baseball players, the student body, and members of the community in the Braswell High School football program. 2. To lend all possible support, financial and nonfinancial, to the activities of the Braswell High School baseball program within the guidelines specified by the Denton Independent School District, the Denton Independent School District Athletic Program, the Braswell High School baseball coaching staff and University Interscholastic League ( UIL ). 3. To cooperatively participate with the Braswell High School Athletic Director, Braswell High School Head Baseball Coach or designated coaching staff member(s) in activities designed or conducted to promote the Braswell High School baseball program. 4. Booster Club purpose does not include the operations of the baseball program, such as playing time, schedules, practice times. These items needs to be addressed with the Baseball Coaches. Article II Membership Membership in the Braswell High School Baseball Booster Club is open to anyone comprising interested parents and other non-student adults who are interested in enhancing the district's educational programs such as the Braswell High School baseball program. Annual membership levels and related dues will be determined annually by the Executive Board. In addition to the general membership, the Booster Club may offer business sponsorships at levels to be determined annually by the Executive Board. Article III Administration This organization shall be governed by an Executive Board of Directors composed of elected officers or appointed officers. To serve on the Executive Board of Directors, a candidate must be a member of the Booster Club. However, if for any reason an elected officer or an appointed director does not have a student active in the Braswell High School baseball program but would like to remain on the Executive Board, approval by a two-thirds vote of the Executive Board will be required. Executive Board offices may be held by individuals or couples. The election and general responsibilities of the officers are described further in later sections of these bylaws. The elected officers of this organization shall be as follows: 1. President 2. Vice President-Concession Stand/Tournament 3. Vice President-Sponsorship 4. Vice President-Meet the Bengal/Banquet/Other 5. Secretary 6. Treasurer Each Executive Board position will have one vote, whether held by an individual or a couple. The President shall vote only in the case of a tie vote or in other specific cases set out within these bylaws. An Executive Board member may assign his/her vote via a signed proxy to another Executive Board member. Article IV Elections

3 Elections will be held when a vacancy occurs or the May booster club meeting for the next school year. A. A nomination by one member and a second by another. B. The potential officer will have 2 minutes to express why they should win the election. C. After all potential officers have spoken they will leave the chamber. D. The President will list the names for each position and the membership will select their choice. E. The President and Treasurer will certify the results. F. Elected officers should not be school district employees working in administration or on the campus of the booster club. G. President and Treasurer will have a two year term limit. Article V Elected Offices and Duties The duties of each elected office will be as follows: President A. Call and preside over all meetings of the general membership and the Executive Board. B. Appoint the chairperson and members of the standing committees. C. Sign checks issued by the organization. Checks must have two signatures or Executive Board members approved initials. D. Annually review the structure and organization of the Executive Board and Standing Committees and recommend changes, as necessary, to the Executive Board for approval. E. Annual registration with the campus principal, the superintendent's designee, the organization's plans for enhancing the campus' educational program. Note: All activities of students concerning solicitation of sales for related activities must be approved by the campus principal. (Form BC/02) Vice President A. In the absence of the President, preside at any meeting at which the President would normally preside. B. In the absence of the President, sign checks necessary to carry out essential activities of the organization. C. Carry out duties assigned by the President. D. Carry out duties assigned by the President including sign checks issued by the organization (checks must have two signatures). Secretary A. Take minutes of the Executive Board meetings and distribute the minutes to the Executive Board for approval. B. Take minutes of the general membership meetings. C. Have minutes of Executive Board Meetings and general membership meetings available at the general membership meetings for review, if requested by a member. D. Distribute minutes via to board members shortly after meeting, make sure treasurer has a copy of the minutes signed by all current officers. E. Conduct all correspondence for the Booster Club under the direction of the President F. Keep a log of approved decisions with the agenda attached G. Notify all members of meetings H. Recruitment/selection of chair persons of ad hoc committees and supervise the functions of ad hoc committees I. Oversee maintenance and compliance of bylaws Treasurer A. Keep an accurate record of all receipts and disbursements, showing each activity separately, as well as complete records of all funds.

4 B. Present a financial report at each Executive Board meeting and make that report available, upon request of a member, at each general membership meeting. C. Sign checks issued by the organization (all checks and allocations of funds must have two signatures). D. File tax returns and other legal documents as necessary. Services of an outside firm that specializes and is qualified in preparing tax returns and/or audits may be utilized with approval by the Executive Board. E. Maintain records pertaining to the tax exempt status of the organization. F. Supervise the financial operations of the booster club. G. Carry out duties assigned by the President. Article VI Financial Policies A. The treasurer's records should consist of: 1. a single entry ledger reflecting income, expenses, and balance. 2. a system using receipts and invoices 3. paid disbursement files to include signed receipts and invoices 4. chronological treasurer's reports 5. copies of the approved secretary's minutes of meetings 6. copies of audit reports 7. federal and state tax documents 8. completed required forms submitted to the campus administrator B. Use of pre-numbered bank checks and a systematic record of bank deposit slips C. Requirement for two signatures on all checks. These authorized signatures as designated should be included as part of the approved secretary's minutes of meetings. All checks must be supported by signed receipts and invoices. D. A sponsor or other district employee may NOT have signature authority on an outside bank account for a booster club. A district employee may not maintain a bank account in which money that rightfully belongs to an outside organization is kept. E. All payments should be made by check and not in cash and should reflect in the approved meeting minutes through the standard treasurer's report. F. A system should be established whereby 1099-misc can be furnished to those individuals, unincorporated businesses, etc. who paid $ or more in a calendar year for services. G. The identity of the banking institution should be included in the minutes designating where checking and savings accounts are maintained. H. Arrangements should be made annually to have the books audited by a "member designated Audit Committee." The audit findings should be a part of the organization's documented files. I. Annual budgets should be formulated and approved by the membership, setting forth the fund raising projects and the purposes for which the funds will be expended. Funds should not be raised except to finance supplemental items which have been identified though collaborative parent/staff planning prior to beginning the school year. Principals must approve any request budget items which involve expenditures for students. J. Braswell High School Baseball Booster Club will following DISD calendar year which begins on July 1st and ends on June 30th of each year. K. The school district auditor must be requested to perform an audit each time the funds exceed $25,000. Booster club should budget funds for this audit activity.

5 Article VII Removal of Elected Officers or Appointed Directors: In the event it becomes necessary that an elected officer or appointed director needs to be removed from office the following outlined process will ensue. Elected Officers: Should there be just cause that an elected official be removed from office then the remaining elected officers must conduct A Vote of No Confidence and carry a majority vote of the elected officers. Before a vote can be cast, the officer in question will be granted a minimum of seven (7) days to respond to the allegation of No Confidence either in writing and or in person to the Elected Board. If the officer in question chooses not to submit a written or verbal response then the remaining elected officers can submit to a vote at that time or at the next regular scheduled board meeting. Article VIII Dissolution of Braswell Baseball Booster Club: In the event that there is a need to close down the Braswell High School Baseball Booster Club the following process will be followed. A. A notification and letter must be written and sent thirty (30) days prior to a scheduled meeting and vote to all current members to dissolve the organization along with reasonable explanation(s). B. A general membership meeting session must be scheduled a minimum of thirty (30) days after announcement to consider dissolution. C. A unanimous vote by current elected board members must held within seven (7) days of the general membership meeting. D. A Dissolution Plan must be delivered and approved by both the current elected board of officers and the Braswell High School Athletic Director and Head Football Coach. E. If Braswell High School Baseball Booster Club is dissolved the remaining funds will be forwarded to Braswell High School Baseball activity account. Article IX - Fund Raising Policies: A. The proceeds from the projects should provide an educational benefit to the students. (Form BC/02) B. BHS Administration needs to be notified before planning fundraisers. C. UIL guidelines always needs to be considered before an activity is planned and executed. See D. The students are not allowed to solicit or sales during school hours or school activities. E. If the coach-sponsor becomes involved with coordinating and/or collecting money, then the funds must be handled through the activity fund as a student activity account. Article X - Gifts: A. Gifts to the schools in the form of cash with a request that it be used to purchase with request for a specific use will be considered as a gift to the school and district. The principal will have consider the ability to accept the gift. The district needs can override the desires of the giver. B. All gifts and donations from the booster club must be approved in writing by the principal. Article XI - Expenditures which are prohibited: A. Payment of salary supplements or subsidies to district employees. B. Payment of travel expenses to district employees over and beyond district approved per diem authorized expenses. C. Individual faculty and administrator membership in professional organizations D. Salaries for services which are the responsibility of the district employees.

6 E. Articles for non-school related use by the district employees. F. Reimbursement of student travel expenses in violation of adopted board policies. G..Payment that violates UIL guidelines as shown above. Article XII - Parliamentary Authority: A.The President will call the meeting to order and close the meeting. B. The Secretary will take minutes of the meeting and have the minutes for signature of the officers at the next meeting of the board or booster club. C. The Treasurer will give a financial report stating income and expenditures. D. If a procedure is not listed then Robert's Rules of Order will be used.