BY-LAWS OF THE BIXBY FOOTBALL BOOSTER CLUB

Transcription

1 BY-LAWS OF THE BIXBY FOOTBALL BOOSTER CLUB ARTICLE I: NAME The name of this association will be known as the Bixby Quarterback Club; (also known/referred to as QBC throughout this document). ARTICLE II: PURPOSE The QBC is organized exclusively for charitable or educational purposes within the meaning of section 501(c)(3) of the Internal Revenue Service. ARTICLE III: OBJECTIVE The objective of this association is to support the Bixby Public Schools 8 th through 12 th grade football programs. A. Provide parental leadership and support to the team members and coaches. B. Work in conjunction with the coaching staff to ensure that Bixby Spartan Football is respected as the very best program in 6A at developing young student athletes. C. Provide financial support through fund-raising efforts, promotions and cooperating with special events and activities. D. Display and encourage good sportsmanship and high athletic standards as outlined in the Bixby Spartan Football Code of Conduct. E. To stimulate interest in the football program within Bixby Schools & the community. F. To accumulate and disseminate information relating to the football program and special events as it relates to the community, this organization, and Bixby Public Schools. 1

2 ARTICLE IV: MEMBERSHIP SECTION 1: ELIGIBILITY Anyone interested in the progress, development, and promotion of the football program of the Bixby Public School System is eligible for membership. Parents of members of the Bixby Football team are to be recruited as active members. SECTION 2: MEMBERS IN GOOD STANDING Members in good standing shall be those members who have paid annual membership fees for the current year, and who are not precluded from membership by these bylaws or by Bixby Public School policies. All members in good standing are encouraged to participate, volunteer, and are eligible to vote. SECTION 3: MEMBERSHIP TERMS & FEES The QBC shall solicit an annual membership drive with an associated annual fee. The term of the annual fee will be valid for the length of the QBC fiscal year which runs March 1 thru February 28 th. Honorary membership may be extended upon majority QBC officer approval. ARTICLE V: MEETINGS SECTION 1: QBC meetings will be held as needed and as determined by the President and Executive Committee. Meeting place and changes will be left to the discretion of the President. SECTION 2: Notification of the meeting will be announced at least one week prior to the date of the meeting (usually at the end of the previous meeting when possible). SECTION 3: Each member, in good standing, will be entitled to one vote. SECTION 4: A copy of the minutes should be given to the Executive Committee for reference and to help address any problems or issues. The minutes will be readily available to all QBC members requesting a copy. A copy of the minutes of previous meetings will be available on a requested basis. SECTION 5: Coaching staff will have a representative at each booster meeting, (if possible). ARTICLE VI: GOVERNANCE SECTION 1: The governance of the QBC shall be vested in a voting membership including: A. The Executive Committee of the QBC. B. Members in Attendance. SECTION 2: EXECUTIVE COMMITTEE 2

3 The Executive Committee will consist of the Officers of the QBC and the Bixby High School Varsity Head Football Coach. ARTICLE VII: ELECTION OF OFFICERS SECTION 1: NOMINATION Nominations for Officer positions (for QBC s upcoming fiscal year) will be accepted from QBC members in good standing between November 1 st and November 15 th. These nominations may be submitted during the November QBC meeting, or by ing the nomination to a minimum of two acting QBC Officers by the nomination deadline. To qualify as a candidate for nomination, the nominee must have been a QBC member in good standing no later than the first regular season scheduled game. SECTION 2: VOTING Voting for Officers will take place at the annual football banquet at the end of the season; and will be voted upon by QBC members in attendance and in good standing. SECTION 3: TERMS Elected Officers will serve at the pleasure of the QBC for a term of one fiscal year. Officers may be re-nominated and elected for a second term; but no person shall hold any officer position for more than two terms. Exception: Treasurer 1 and 2 may serve a maximum of three terms. SECTION 4: VACANCIES In the event an officer position becomes vacant during the term, the Executive Committee will call for and accept nominations and hold a vote of QBC members to fill that vacancy. ARTICLE VIII: DUTIES OF THE OFFICERS SECTION 1: PRESIDENT A. Preside at all meetings of the membership. B. Responsible for delegating responsibility/tasks, and ensuring those tasks are completed. C. Will be a member ex-officio of all committees. D. Must approve all expenditures prior to payment; has authority to sign checks on QBC behalf. E. Head the committee responsible for obtaining Corporate Sponsorships. SECTION 2: VICE PRESIDENT #1 3

4 A. Shall perform all the duties of the President in his/her absence. B. Responsible for arranging a financial audit at the end of the fiscal year. C. Chair the Golf Tournament Committee. D. Assist the President with Corporate Sponsorships. E. Along with the Treasurer, have the authority to sign checks (with proper approval) on behalf of the QBC. SECTION 3: VICE PRESIDENT #2 A. Shall perform all the duties of the President in his/her and the VP#1 s absence. B. Assist the President with Corporate Sponsorships. C. Responsible for duties of any unfilled/vacant office or position (except President). D. Responsible for maintenance and amendments to current QBC By-Laws. SECTION 4: SECRETARY A. Manage notes in meetings, and filing minutes in catalogue. B. Responsible for communication (correspondence pertaining to QBC business, fundraisers, special events, banquet, parental information, schedules, etc ) to grade representatives. C. Responsible to have copies of the minutes and meeting agenda for the Executive Committee prior to the regular meeting. D. The Secretary is responsible for maintaining a mailing list, phone numbers and addresses of all active members, players & parents, and Corporate Sponsors. E. Management of electronic copies of corporate sponsorship contracts. SECTION 5: TREASURER #1 A. Responsible for preparation & maintenance of financial records: annual budget, cost center statements, and monthly financials. SECTION 6: TREASURER #2 A. Responsible for all monies and day to day cash transactions of the QBC. B. Will receive/dispense all monies of (revenue generation or expenditures) of the QBC. C. Record and deposit all revenue received into a current QBC bank account. D. Keep a proper set of books and render an account of all transactions to Treasurer #1. 4

5 E. Responsible for all checks written for supplies and special events. F. Responsible for obtaining: 1. The appropriate signatures required for purchases and operation of the checking account. (Has the authority to write checks with required approvals.) 2. The receipts for booster expenditures from members prior to distribution of monies. ARTICLE IX: ELECTION OF CHAIR POSITIONS SECTION 1: NOMINATION Nominations for Chair positions (excluding JV & Varsity Coaches) will be called for and accepted by the President during the monthly QBC meeting at the start of the fiscal year. SECTION 2: VOTING Voting for Chair position candidates will take place at the monthly QBC meeting at the start of the fiscal year; and voted upon by QBC members in attendance. SECTION 3: TERMS Members elected to Chair positions will serve at the pleasure of the QBC for a term of one fiscal year. Members holding these positions may be re-nominated and elected each year they are a member in good standing. SECTION 4: VACANCIES In the event a Chair position becomes vacant during the term, the Executive Committee will appoint a member to fill that vacancy. ARTICLE X: DUTIES OF CHAIR POSITIONS SECTION 1: VARSITY AND JV COACHES A. The Coaches will report to the QBC membership the status of various programs; i.e., season schedules, camps, competitions, and special events. B. The Coaches will give suggestions for fund-raisers, requests for equipment and supplies and share any pertinent information. C. The Coaches are encouraged to attend all QBC meetings. SECTION 2: CO-CHAIRS OF HOSPITALITY (3 People) A. Arrange food for the team after each home game. 5

6 B. Provide food and drinks for the Coaches to feed the team before (sack lunch/snack) and after (pizza/fast food) each road game located outside of the Tulsa Metroplex area. C. Set up the tailgate area prior to home games and provide food and drinks for the tailgate. D. Prepare VIP room to host QBC members and Corporate Sponsors prior to each game. E. Set up the catering to feed the guests in the VIP room in the Home of the Spartans. SECTION 3: CHAIR OF PRINT AND MEDIA A. Prepare the football program to be sold before each home game. SECTION 4: GRADE REPRESENTATIVE A. Each grade/class (8 th thru 12 th ) will have a person that will attend all meetings and is responsible for providing parents (of students in that grade/class) with information regarding the QBC. B. The Grade Representative will also promote membership to the QBC. SECTION 5: HEAD MAMA SPARTAN A. Coordinate player appreciation and support such as locker room decorations, goodies for players, breakfast on game days, and any other request made by the head football coach, Executive Committee, or Committee Chair. ARTICLE XI: COMMITTEES SECTION 1: APPOINTMENT OF COMMITTEES A. Committees are necessary for QBC responsibilities and organizations during the football year and will be formed by the Executive Committee as needed. SECTION 2: PUBLIC RELATIONS A. The chairperson is responsible to manage and market the QBC, its event announcements, Bixby Quarterback show, etc. SECTION 3: BANQUET COMMITTEE A. The banquet committee is responsible for the organization of the year-end banquet. SECTION 4: RETAIL, FUND-RAISER, SPONSORSHIP, SCHOLARSHIP COMMITTEE A. The committee is responsible to procure the approved items sold by the QBC. 6

7 B. The committee will keep a running inventory of all items to be sold and be ready for fundraiser projects. SECTION 5: SPECIAL EVENT COMMITTEE A. The committee is responsible to bring ideas for special events to QBC meetings and plan and schedule events as approved. SECTION 6: BY-LAWS COMMITTEE A. The committee is appointed by the Vice President #2 and will be responsible for updating the By-Laws of the QBC when necessary, but at least one review must occur every four years. B. These By-Laws may be amended, repealed, or altered in whole or in part at any membership meeting by a majority vote of the members present and voting. All suggestions submitted will be presented for consideration and approval, provided copies of the proposed amendments have been presented to the membership. C. A copy of the By-Laws will be available to QBC members. Active members will receive a copy at the beginning of the season. ARTICLE XII: FINANCIAL CONCERNS SECTION 1: AUDITS A. An annual audit of the QBC finances should be performed at the end of each fiscal year. B. The audit will be conducted by someone not holding an official office/position with the QBC for the current fiscal year, and shall not be any relation to the Treasurer. C. The audit will be presented and reviewed at the first monthly meeting of the new fiscal year. SECTION 2: FUNDS A. All funds generated for/by the QBC including but not limited to: membership dues, golf tournament, fund raisers, donations, sponsorships, concessions, special events, shall be turned over to the Treasurer for recording and deposit into the QBC bank account. B. The Treasurer, a member of the Executive Committee, or person holding a Chair position of the QBC should be in attendance at any event where monies are accepted or exchanged on behalf of the QBC. C. The President may approve and sign for expenditures up to $500. Expenditures over $500 must be approved by the President and one other QBC Officer (2 approvals & one signature). Expenditures over $5,000 must be approved by a majority vote of QBC members in attendance at the monthly meeting, or by a 7

8 unanimous vote of the Executive Committee if a decision must be made prior to the next scheduled QBC meeting. ARTICLE XIII: SCHOLARSHIPS D. Applicants must be members of the Bixby Football Team, this includes players and trainers. E. Applicants that apply for the QBC scholarship must complete their senior football season. F. Applicants must have a family member that has an active membership in the QBC or have a member of the QBC sponsor the applicant. G. If the applicant receives another scholarship that covers all tuition, room and board, books and school fees then the applicant is no longer eligible for the QBC scholarship. H. The amount of each scholarship will be a minimum of $500. For each 10% increase in total revenue (from the end of the QBC s fiscal year of the Senior s football season, compared to the previous QBC fiscal year) an additional $100 will be added to the scholarship amount. The maximum amount of scholarship awarded cannot exceed $1000 per applicant. I. Each scholarship recipient will receive a percentage of the total scholarship based on the numbers of years the applicant participated on the Bixby High School Football Team, and had a family member or QBC member sponsor the applicant starting in the 9 th grade. For example, if an applicant played football at Bixby from the 9 th grade thru 12 th grade and had a QBC member sponsor the applicant in the 11 th and 12 th grade the applicant would be eligible for 50% of the scholarship offered that year. J. An applicant that moves to Bixby after their 9 th grade year will still be eligible for 100% of the available scholarship if the applicant participated in football at their previous school from the 9 th grade until they moved to Bixby and meets the requirements listed above. ARTICLE XIV: DISSOLUTION A. In the event of the dissolution of the QBC, all assets, monies and properties will be given to the Bixby Varsity Football Team. None of the funds will be distributed back to the benefit of any individual. ARTICLE XV: PARLAMENTARY AUTHORITY Robert s Rule of Order Newly Revised shall govern the association in all cases in which they are applicable, and in which they are not in conflict with these bylaws. 8

9 Amended this 13 th Day of June, 2012 and approved by majority vote of membership in attendance at the June meeting. President: Vice President #1: Vice President #2: Secretary #1: Treasurer #1 Treasurer #2: Head Coach: 9