GRAPEVINE MUSTANG FOOTBALL BOOSTER CLUB BYLAWS

Transcription

1 GRAPEVINE MUSTANG FOOTBALL BOOSTER CLUB BYLAWS Board Approved: May 1, 2017

2 Copyright 2017 ii

3 Table of Contents Article I Name... 1 Article II Purpose... 1 Article III Membership... 1 Article IV Administration... 1 Article V Elections... 2 Article VI Elected Offices and Duties President President-Elect Secretary Treasurer Parliamentarian/Past President... 4 Article VII Appointed Coordinators and Duties Print/Media Coordinator Website/Mobile Applications Coordinator Hospitality Coordinator Spirit Shop Coordinator BAM Coordinator Sponsorship Coordinator Special Projects Coordinator Tailgate Coordinator Game Day Coordinator Alumni Outreach Coordinator... 9 Article VIII Additional Committees (non-voting) Freshman Class Representative Sophomore Class Representative Junior Class Representative Senior Class Representative Article IX Appointed Coordinators Article X Meetings Article XI Finances Article XII Amendments Article XIII Dissolution Copyright 2017 i

4 Copyright 2017 ii

5 Article I Name GRAPEVINE MUSTANG FOOTBALL BOOSTER CLUB BY LAWS The name of this organization shall be (the Booster Club ). The mailing address shall be P.O. Box 2885, Grapevine, TX 76099, and all official correspondence will be directed through this address or through the official web site, Article II Purpose The Booster Club is organized exclusively for charitable purposes under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, to support the Grapevine High School ( GHS ) football program. Accordingly, the Booster Club will strive: 1. To stimulate and sustain an enthusiastic interest among parents, football players, the GHS student body, and members of the community in the GHS football program. 2. To lend all possible support, financial and nonfinancial, to the activities of the GHS football program within guidelines specified by the Grapevine Colleyville Independent School District ( GCISD ) Board of Education, the GHS administration, the GHS Athletic Director, the GHS football coaching staff, and University Interscholastic League ( UIL ) guidelines and regulations. 3. To participate (in cooperation with the GHS Athletic Director, GHS Head Football Coach or his designated coaching staff member(s)) in activities designed or conducted to promote the GHS football program. Article III Membership Membership in the Booster Club is open to any person, or organization interested in the GHS football program. The Executive Board will determine annual membership levels and related dues annually. In addition to the general membership, the Booster Club may offer business sponsorships at levels to be determined annually by the Executive Board. Article IV Administration Note: See Exhibit I for organizational diagram of Executive Board and Coordinator Positions This organization shall be governed by an Executive Board of Directors composed of elected officers and appointed Coordinators. To serve on the Executive Board of Directors, a candidate must be a member of the Booster Club and have a student that is currently active in the GHS Football Program (middle school or high school football). However, if for any reason an elected officer or an appointed Coordinator does not have a student active in the GHS Football Program but would like to remain on the Executive Board, approval by a two-thirds vote of the Executive Board will be required. Individuals or couples may hold executive Board offices. The election and general responsibilities of the officers are described further in later sections of these bylaws. Copyright

6 The elected officers of the Executive Board of the Booster Club shall be as follows: 1. President 2. President-Elect 3. Secretary 4. Treasurer 5. Parliamentarian/Past President The following Coordinator positions will be appointed by the elected officers and will have voting rights as a member of the Booster Club: 1. Print/Media Coordinator 2. Website/Mobile Applications Coordinator 3. Hospitality Coordinator 4. Spirit Shop Coordinator 5. BAM Coordinator 6. Sponsorships Coordinator 7. Special Projects Coordinator 8. Tailgate Coordinator 9. Game Day Coordinator 10. Alumni Outreach Coordinator The President-Elect will fill any vacancies in an Executive Board position until the Executive Board appoints a successor to fill the unexpired term of that office. A serving elected officer and/or a Coordinator may be removed from office for cause, including willful neglect of duty, by a two-thirds vote of the Executive Board and voting members of the Booster Club. Each Executive Board position and voting member of the Booster club 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. Any Executive Board member or voting member of the Booster Cub may assign his/her vote via a signed proxy to another voting member. Two-thirds of the Executive Board and voting members of the Booster Club, either in person or by proxy, must be present to have a quorum. Voting by will be allowed as long as votes are recorded by the Secretary in the official files and presented at the next Booster Club Meeting. Article V Elections At the conclusion of each regular football season, a nominating committee consisting of the President, President-Elect, and three Booster Club members shall form a Nominating Committee. The Nominating Committee will select a committee chairperson. Once the committee has been formed and a chairperson selected the Nominating Committee will: 1. Prepare a slate of candidates for the elected positions for the upcoming year (March 1 st February 28 th ). The nominating committee will prepare the slate of candidates by soliciting, via the Booster Clubs website, individuals interested in serving as an elected officer of the Booster Club as well as proactively pursuing individuals who would consider serving in such capacities. 2. The nominating committee will contact nominees for their acceptance of the nomination for office. 3. The nominating committee will provide to the President the slate of candidates fourteen (14) days in advance of the February Executive Board meeting. The President will provide the complete list to the Head Football Coach and Athletic Director at least seven (7) days in advance of the February Executive Board meeting and request that any concerns regarding the slate of candidates be communicated to the Booster Club President within four (4) days; otherwise, the slate of candidates will be considered to have been approved. Copyright

7 4. The slate of candidates will be presented at the February Executive Board meeting for approval. A special meeting may be called by the President, if necessary, to approve the slate of nominees. Nominees for Executive Board positions can be elected for consecutive one-year terms, each such term being separately voted on. Exceptions may be made by the Executive Board in case of need with the approval of the Head Football Coach and the Athletic Director. If necessary, there will be a joint Executive Board meeting between all new and outgoing officers and Coordinators within 10 days of the election. New officers will begin their one-year term on March 1 st. Article VI Elected Offices and Duties The duties of each elected office will be as follows: 1. President a. Call and preside over all meetings of the general membership and the Executive Board. b. Appoint the Coordinator positions and members of their committees, as well as any ad-hoc committees. c. Annually review the structure and organization of the Executive Board and Coordinator Positions and recommend changes, as necessary, to the Executive Board for approval. d. Ensures UIL compliance for all Booster Club activities. 2. President-Elect a. In the absence of the President, preside at any meeting at which the President would normally preside. b. Assemble the Nominating Committee. c. If he or she will have a child/ward in the football program in the following year, serve as the Nominating Committees candidate for President in the following year. d. With participation from and support of all the Executive Board members, promote the organization to past, current, and prospective members to encourage maximum participation. e. Maintains and edits membership forms for distribution. f. Plans and coordinates membership drive activities. g. Maintains an ongoing list of active members and distributes all necessary contact information to the Secretary and other Executive Board members, as necessary. h. Recommends the various membership levels, related dues, and membership gift items (if any) to the Executive Board for approval. i. Coordinates ordering membership gift items, if any, with the Spirit Shop Coordinator and is responsible for distribution of the gift items to members. j. Coordinate Senior Scholarship Essay Program, including the assembly of Scholarship Committee, and the announcement of scholarship recipients. Copyright

8 k. Will present requests of unbudgeted items to the President to be presented to Executive Board. All unbudgeted item requests must be requested in advance for approval. l. Carry out duties assigned by the President. 3. 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 and distribute the minutes to the voting members of the Booster Club. 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. Ensure that Robert s Rules of Order are followed during all meetings and assist the President in maintaining order at meetings in the absence of the Parliamentarian/Past President. e. Maintain an contact list for dissemination of Booster Club information to various constituencies. Such lists may include, but are not limited to, the Booster Club members, current football players parents, middle school football players and parents, GCISD teachers and administrators, members of the community, GHS alumni and former members of the Booster Club. f. Carry out duties assigned by the President. 4. Treasurer a. Keep an accurate record of all receipts and disbursements, showing each activity separately, as well as complete records of all funds. Treasurer will establish and maintain a purchase order (P.O.) process for all budgeted and unbudgeted items. b. Present a financial report at each Executive Board meeting and make that report available at each general membership meeting. c. All P.O. s need two signatures for approval. The managing Coordinator will review and verify and sign prior to sending to an Executive Board officer for their signature. d. Arrange for an annual independent review of the prior year s financial records. e. File tax returns and other legal documents as necessary. The Executive Board may utilize services of an outside firm that specializes and is qualified in preparing tax returns and/or audits with approval. This expense must be budgeted or pre-approved by Executive Board. f. Maintain records pertaining to the tax-exempt status of the organization. g. Supervise the financial operations of the booster club. h. Carry out duties assigned by the President. 5. Parliamentarian/Past President Copyright

9 a. Ensure that Robert s Rules of Order are followed during all meetings and assist the President in maintaining order at meetings. b. Lead an annual review session of the bylaws for the incoming Executive Board. c. Ensures UIL compliance for all Booster Club activities. d. Carry out duties assigned by the President. Article VII Appointed Coordinators and Duties All appointed Coordinators will have voting rights in the Booster Club. The duties of each appointed Coordinator will be as follows: 1. Print/Media Coordinator a. Coordinates the delivery of ads in acceptable format to the design, layout and/or printing companies. b. Solicits bids from program design, layout, and/or printing companies for the production of the Media. c. Provides recommendation of design, layout and/or printing companies to the Executive Board for approval. d. Coordinates business relationship with the design, layout and printing company(s) for the production and delivery the Media. e. Responsible for the overall Game Day Programs and Friday Night Guides distribution and sales. f. Supervision and coordination of sophomore parents to sell Game Day Programs and Friday Night Guides at home games. 2. Website/Mobile Applications Coordinator a. Responsible for updating and maintaining content information on the Booster Club website ( b. Responsible for maintaining domain name ownership information and taking appropriate steps to keep registration/ownership current. c. With the President s assistance, responsible for coordinating with the website developer all structural and functional modifications to the Booster Club s website. d. Responsible for updating rosters, player information, statistics, game schedules, etc on website and social media. e. Coordination of live updates of Freshmen, JV, and Varsity games. f. Coordinate production and uploading of Mustang Nation Media (Mustang Radio, Mustang TV, Highlights/Special Events, etc.). Copyright

10 g. Checks incoming mail to the designated address for the organization and responds directly or routes the message to the appropriate officer or Coordinator. h. Is responsible for the communication of information such as upcoming events, schedules, game results, statistics, etc. to the Executive Board and the Booster Club membership (and broader constituency, as appropriate) through the Booster Club website. i. Stay current on new technology and recommends changes to Executive Board. 3. Hospitality Coordinator a. Oversees all aspects of the BBQ Kickoff including: (1) Identifying location for BBQ Kickoff and soliciting bids from vendors to be used for the BBQ Kickoff. (2) Providing a recommendation to the Executive Board for the approval of the BBQ Kickoff location and ticket pricing. (3) Securing decorations for the BBQ Kickoff. (4) Preparing a budget for the BBQ Kickoff and submitting the budget to the Executive Board for approval. b. Oversees all aspects of end of the year Football Banquet including: (1) Identifying location for the Football Banquet and soliciting bids from vendors to be used for the banquet. (2) Providing a recommendation to the Executive Board for the approval of the Football Banquet location and ticket pricing. (3) Securing decorations for the Football Banquet. (4) Preparing a budget for the Football Banquet and submitting the budget to the Executive Board for approval. c. With support from the President and input from the Head Football Coach, coordinates the BBQ Kickoff and Football Banquet activities such as invitations, programs, senior and coach gifts, coordination with photographer, and other activities as appropriate. d. Coordinates any other hospitality activities as needed for any other functions sponsored by the Booster Club. 4. Spirit Shop Coordinator a. Puts together an overall strategy for spirit wear for the upcoming year, including products to be offered, planned selling locations/events, and pricing considerations. b. With support from the President, discuss spirit wear strategy with the Head Football Coach. c. Secures vendors, costs, and initial pricing for all apparel and non-apparel spirit items, including yard signs, and submits recommendations to the Board for selection. d. Once approved, orders products from vendors and follows up with vendors as necessary to ensure timely delivery and quality assurance of all items received. e. Schedules and staffs all spirit sear sales events with assistance from the Sophomore Representatives for Game Day and GHS Tack Room sales as well as additional football activities such as Night of Champions, Spring Game, BBQ Kickoff, etc. Copyright

11 f. Maintains an ongoing account of descriptions, quantities, and costs of all items ordered. Upon receipt of spirit wear items from vendors, checks quality and quantity of items received and provides approval to the Treasurer to pay invoice for such products. g. Promptly delivers all monies received to the Treasurer for deposit into the Booster Club bank account. h. Coordinates online ordering, if applicable, of spirit items with the Website/Mobile Applications Coordinator and Treasurer. i. Upon completion of the football season, secures all remaining products, compiles a listing of all unsold spirit wear products and provides a recommendation to the Executive Board for retaining/disposing of such items. 5. BAM Coordinator a. Responsible for the overall coordination of the BAM, audio, and trailer activities that occur the day (night) of the football games. Certain game night activities may not be applicable for nonhome games and/or may be modified or supplemented for playoff games. Game night activities include, but are not limited to: (1) Set up/tear down of BAM set up 2.5 hours before game time. (2) Set up/tear down of stadium flags/banners. (3) Set up/tear down of audio equipment. (4) Inspect and maintain trailer (tires, lights, etc.). (5) Away Games: Load trailer with player, trainer, and coaches gear (generally 3 to 4 hours before game time). (6) Away Games: Leave/follow with the team bus and return with team bus and unload all gear and equipment. b. Provide a recommendation for any new or modified game night activities to the Executive Board for approval. c. Assists in the planning and calendar coordination of the BAM set up at Booster approved middle/elementary school events. d. The Coordinator will be maintain a personnel team of not less than 4 and not more than 8 volunteers. 6. Sponsorship Coordinator a. Responsible for solicitation of sponsors from businesses and individuals for the Friday Night Guide, Game Day Program, and Mobile Applications. b. Responsible for invoicing, collecting, and follow up of sponsorship funds from all sponsors in coordination with and supported by the Treasurer. c. Maintenance of an ongoing record of sponsors, amounts invoiced, amounts collected, and accounts receivable in coordination with and supported by the Treasurer. d. Coordinates all fundraising events for the Booster Club, such as spring or fall events, auctions, raffles, etc. e. Solicits potential donors, sponsors, and other supporters through direct contact with community leaders and businesses. Copyright

12 f. Responsible for identifying and researching various fundraising opportunities and providing recommendations to the Executive Board for discussion and approval. g. Ensures that there are no conflicts with existing fundraising programs being held or considered by the Head Football Coach and/or other athletic/school organizations. h. Communicate with the Tailgate Coordinator to effectively use our sponsors donations of money and/or food and drink items. i. Ensures UIL compliance on all donations and fundraising efforts. 7. Special Projects Coordinator a. Help set up and coordinate special events/projects throughout the year for players and coaches in consultation with Head Football Coach and Executive Board. b. Communication of special events/projects to players and parents via website and other social media as needed in coordination with Website/Mobile Applications Coordinator. c. Coordinate Breakfast of Champions in conjunction with Head Football Coach. This includes finding guest speakers, sending out s to parents and community members, coordinating food and drinks for event, and setting up/cleaning up after event. d. Coordinate Signing Day for athletes. 8. Tailgate Coordinator a. Responsible for the overall coordination of pre-game Tailgate activities. b. Identification of vendors and solicitation of bids (quotes) or contributions of food and drink items. c. Communicate with the Sponsorship Coordinator to effectively use our sponsors donations of money and/or food and drink items. d. Responsible for recruiting and assembling a tailgate team. e. Supervise and coordinate the tailgate setup, tear down, and clean up. 9. Game Day Coordinator a. Responsible for the overall coordination of game activities, including tailgate, BAM setup/take down, concessions, spirit shop, media guide/program sales, and any pre-game or half-time activities sponsored by the Booster Club. b. Ensure all volunteers are in place for all game activities. c. Responsible for collecting and providing the script for announcements, including sponsor recognition, program highlights, and spirit shop sales to the GCISD Marketing Department. Will gather items 3 days prior to game day. d. Serves as liaison between GCISD and the Booster Club regarding game activities. Copyright

13 10. Alumni Outreach Coordinator a. Coordinate homecoming festivities for alumni. b. Communicate with Executive Board about potential alumni events that can be supported by Booster Club. c. Create and maintain a way to communicate with alumni ways they can be involved with the Booster Club. Article VIII Additional Committees (non-voting) 1. Freshman Class Representative a. Responsible for communication to the Freshman class parents and acting as a liaison for the Booster Club. b. Responsible for the overall coordination of the Visitor Side Concessions for all Varsity home games. c. Responsible for assembling, supervision, and coordination of the Visitor Side Concessions volunteers for all Varsity home games. d. Identification of vendors and solicitation of bids (quotes) or contributions of food and drink items for Visitor Side Concessions. e. This committee will have up to 3 members; one from each middle school (CTMS, GMS, and CMS). 2. Sophomore Class Representative a. Responsible for communication to the Sophomore Class Parents and acting as a liaison for the Booster Club. b. Responsible for coordinating and assembling the Game Day Program & Friday Night Guide Sales Team for Varsity home games. c. Responsible for coordinating and assembling the Spirit Shop Team for Varsity home games. d. This committee will have up to 3 members. 3. Junior Class Representative a. Responsible for communication to the Junior Class Parents and acting as a liaison for the Booster Club. b. Responsible for coordinating and assembling the Coaches Dinners each week. c. Responsible for coordinating assembling the Homecoming Parade Team. d. Responsible for coordinating Senior Night activities. e. This committee will have up to 3 members. Copyright

14 4. Senior Class Representative a. Responsible for communication to the Senior Class Parents and acting as a liaison for the Booster Club. b. Responsible for assembling the Varsity Team Dinner each week. c. This committee will have up to 3 members. Article IX Appointed Coordinators Appointed Coordinators are individuals or teams designed to help the Executive Board fulfill their responsibilities and execute the activities of the Booster Club. Appointed Coordinators also provide the opportunity for additional members to become more involved with the Booster Club. Appointed Coordinators are appointed by the President and include the following: 1. Print/ Media Coordinator 2. Website/Mobile Applications Coordinator 3. Hospitality Coordinator 4. Spirit Shop Coordinator 5. BAM Coordinator 6. Sponsorship Coordinator 7. Special Projects Coordinator 8. Tailgate Coordinator 9. Game Day Coordinator 10. Alumni Outreach Coordinator New Coordinator positions may be formed, modified, or deleted at the President s discretion to facilitate the execution of Booster Club activities. Article X Meetings 1. The Executive Board will meet at least monthly throughout the year. Executive Board meetings will be scheduled with at least seven (7) days advance notice. Executive Board meetings are open to the general membership. 2. Items to be placed on the Executive Board meeting agenda must be communicated to the President no later than noon on the day preceding the Executive Board meeting. Article XI Finances 1. The President and Treasurer will prepare a preliminary budget based on results from the prior year, input from the various Coordinators, and in consideration of adjustments for known events or economic conditions. In addition, the President will meet with the Head Football Coach to solicit input on key needs of the program for the upcoming year. 2. After the consultation with the Head Football Coach, the President (with support from the Treasurer) will submit a final budget to the Executive Board for approval at the May Executive Board meeting. A majority vote of the Executive Board is required to approve the final budget. Copyright

15 3. The budget will include an allocation of funds to execute the Booster Club activities and fund specific requests presented by the Head Football Coach to the extent possible. Any funds provided to support or enhance the GHS football program will be provided exclusively in accordance with rules and guidelines set forth by the GCISD, GHS administration, and the UIL. Note that the Executive Board may specify the total amount of funds available in the budget for specific equipment, goods and services but may not specifically earmark or restrict the use of the funds to specific purchases or uses. Any and all funds provided are meant to be in full compliance with the rules and guidelines set forth by the GCISD, GHS administration, and the UIL. 4. The final budget will be presented to the general membership at the July Executive Board meeting. 5. Due to the possibility of changing needs and conditions, and in accordance with UIL regulations, the Head Football Coach may request the use of funds provided by the Booster Club to the GHS Athletic Department for equipment, goods and services other than those originally outlined in the specific requests. The Executive Board will take action on the request or take the request to the Coordinators for action. 6. To the extent practical, the Head Football Coach will inform the President of any reallocation of funds. The Executive Board will be made aware of any changes in the planned allocation of funds at the next Executive Board meeting. 7. The budget (and the related funds to be provided to the GHS Athletic department) may be modified by the Executive Board, upon majority vote, during the year as more or less money becomes available. 8. Any changes in budgeted funds allocated to committees or the total amount of money allocated to the GHS Athletic Department and Head Football Coach for the purchase of equipment, goods and services to support and enhance the GHS Football Program must be approved by the Executive Board at the next regularly scheduled meeting. Article XII Amendments These bylaws may be amended by a two-thirds majority vote of the Executive Board. All proposed amendments must be distributed and discussed at the Executive Board meeting prior to the meeting at which an approval vote is conducted. Article XIII Dissolution Upon the dissolution of this organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Updated and Approved by Executive Board May 1, 1017 Copyright