KRUM ATHLETIC BOOSTER CLUB BYLAWS

Transcription

1 KRUM ATHLETIC BOOSTER CLUB BYLAWS Rev

2 KRUM ATHLETIC BOOSTER CLUB BYLAWS Article I Krum Athletic Booster Club (aka KABC) Meetings: I The order of business shall be as follows: Call to Order Roll Call Reading of previous meetings minutes Report of General Account Treasurer Report of Spirit Gear Account Report of Concessions Account Membership Website Report Standing Items: Bylaws, Nominating, & Membership/Sponsorship Special: Financial Review, Events, Public Relations, Scholarship, Corporate Sponsorship & Spirit Gear Old Business New Business Finished Items Announcements Adjournment Roberts Rules of Order Revised shall be parliamentary authority. Article II Duties of Officers: I The President shall preside at all meetings of the club and perform all duties pertaining to the office. An agenda for the monthly meeting will be provided by the KABC President at each general meeting. The President will also help other officers with any items they need help with and fill in any gaps that need to be filled. They shall, with the approval of members, appoint all standing and special committees, and he/she shall be an Ex-officio member of all committees. All communication with School Administration, the KISD School Board, the KISD Principal, the KISD Superintendent, & the KISD Athletic Director will be funneled through the KABC President. General KABC communications to members and non-members will also go through the KABC President for distribution and/or acceptance or unless said communications have been assigned or given to a member or Executive Officer. The President will also serve as committee co-chairman for event planning. The Executive Vice President shall aid the President with all duties

3 pertaining to the office. They shall in the absence of the President, perform all duties of the office of the President. They shall serve as chairman of the Sponsorship/Membership Committee and the Financial Review Committee and shall furnish the Superintendent and members with findings of said audit. The President/Vice-President shall keep a roster of Members in Good Standing and shall notify the Executive Committee if a member does not maintain Good Standing status. A yearly audit of membership and finances will take place in May of each year. The Executive Vice President will also serve as committee chairman for event planning. II V Section V The Secretary shall keep an accurate record of all of the proceedings of the club and shall furnish the President a copy of the minutes within ten (10) days after each meeting for review prior to the distribution to KISD administration. They shall conduct all correspondence of the club as directed by the President, issue notices of all meetings of the club, and shall read all communications directed to the club at its scheduled meeting time. The General Fund Treasurer shall keep accurate records of the general club fund and purchases. Books will be of audit quality to pass an annual review. Accounts shall be reconciled monthly & yearly and income tax reports to the IRS filed annually; once 501-C3 status has been reconciled. The General Fund Treasurer shall supply the President with a monthly report prior to the general meeting. They shall process checks for club purchases as approved by the President and/or the Executive Committee. They shall be the authorized signature on the bank accounts. All checks, credit card charges, & expenditures received/expended by the club are to be processed and/or deposited by the 1 st Monday of each month, so that up to date reports can be read at normal meetings. The Co-Vice Presidents of Concessions shall be the chairpersons of the Concessions Committee and shall work in conjunction with the KISD and the Executive Committee. They shall oversee the inventory of the concession stand and shopping responsibilities when needed. The Co- Vice Presidents of Concessions shall keep accurate records of the concessions funds and purchases. Books will be of audit quality to pass an annual review. Accounts shall be reconciled monthly and concession reports shall be supplied to the President prior to the general meeting. They shall process checks for concession purchases as approved by the President or Vice-President of Concessions. They shall be the authorized signature on the concessions bank accounts. All checks, credit card charges, & expenditures received/expended by the club are to be processed and/or deposited by the 1 st Monday of each month, so that up to date reports can be read at normal meetings.

4 Section VI Section VII The Co-Vice Presidents of Spirit Gear shall be the chairpersons of the Spirit Gear Committee. They shall oversee general Spirit Gear fundraising including, but not limited to, Bobcat & Lady Cat Gear and will be responsible for scheduling volunteers for Spirit Gear sales. Spirit Gear orders and purchases over five hundred dollars shall be either put before committee or should be presented to the Executive Committee for approval. The Co-Vice Presidents of Spirit Gear shall keep accurate records of the spirit gear funds and purchases. Books will be of audit quality to pass an annual review. Accounts shall be reconciled monthly and spirit gear reports shall be supplied to the President prior to the general meeting. They shall process checks for Spirit Gear purchases as approved by the President or Co-Vice-Presidents of Spirit Gear. They shall be the authorized signature on the spirit gear bank accounts. All checks, credit card charges, & expenditures received/expended by the club are to be processed and/or deposited by the 1 st Monday of each month, so that up to date reports can be read at normal meetings. The Executive Committee will receive District Family Passes for sporting events and will receive at cost merchandise through Spirit Gear. Article III Election of Officers: I The President shall appoint one member of the nomination committee from the executive committee and two members of the committee will be elected by and from the general membership. The most recent past President able to serve will be the Chairman of the Nominating committee. Booster Club members interested in one of the officer positions is required to contact one of the three (3) Nomination Committee members to place their name on the ballot no later than 10 days prior to election. Nominations from the floor will be accepted as a write-in on the written ballot issued at the April General Meeting. If there is only one candidate for any office, the election of that office is by acclamation. A majority vote which is 2/3 of those eligible voting members present at the April meeting constitutes an election to that position. Newly elected officers shall be installed at the June meeting. At the May General Meeting, both the new and the old Officers shall be present to co-preside over the meeting. Terms of the office shall be for two years, commencing June 1 st and ending May 31 st of the following year. There will be a revolving and off-set election; meaning the offices of President, Secretary, Co-Vice Presidents of Concessions, will be elected on the odd year and Executive Vice President, General Fund Treasurer, & Co-Vice Presidents of Spirit Gear will be elected on the even year. Vacancies during the year shall be filled by special elections.

5 Article IV Dues/Sponsorships: Dues and Corporate Sponsorships amounts will be decided each year during the May meeting by vote. All members dues are to be paid on a revolving year to date basis. Corporate Sponsorship solicitation will begin in May for the next school year. Article V Volunteers: Each member who volunteers their time to a concession event will be admitted free to said event. Likewise with Spirit gear, if a person volunteers at the spirit gear trailer/table, they will be admitted free to said event. Article VI Executive Committees: I To qualify for an Officer of the Executive Committee you must be current on dues, attend at least three general meetings, and work at a minimum of at least three events. The Executive Committee shall consist of the President, Executive Vice- President, Secretary, General Fund Treasurer, Treasurer of Concessions, Treasurer of Spirit Gear, Vice President of Spirit Gear, Vice President of Concessions, & Concessions Coordinator. This Committee shall act between regular meetings upon matters of urgency. A majority will consist of Four (4) members of the Executive Committee. Article VII Committees: The Executive Committee is initially made up of elected officers and any one appointed to the committee by said officers. The Executive Committee retains the right to appoint any member in good standing to any committee or to fill any vacancy which may occur during that school year; with said persons agreement. Executive Committee business, voting, or discussion will take place at regularly scheduled meetings or via text/ and reported at next regularly scheduled meeting. Standing Committees: Covered by the Executive Committee * Bylaws Committee * Nominating Committee * Sponsorship/Membership * Public Relations Committee * Scholarship Committee (with additions for scholarship selections * Event Committees (Executive Committee & appointments)

6 Note- Financial Reviews will be reconciled by Executive Committee & reviewed for audit & filings by an outside party; ie. CPA, tax service, etc Article VIII By-Law Amendments: The KABC By-Laws constitution or by-laws may be amended at a called Executive Meeting at any time by anyone in the Executive Committee and said changes will be voted upon by officers present during the special meeting. There must be a 2/3rds vote of the Executive Committee for any amendment to the KABC Constitution or KABC By-Laws. Exceptions to this are allowed if any member in good standing submits a change to the President of the KABC in writing, where upon a special by-laws/constitution meeting will be announced and said change(s) will be voted upon by the Executive Committee at the next regularly scheduled meeting and any member in good standing present at the called meeting. All changes to the KABC Constitution or KABC By-Laws must meet further approval by the KISD Superintendant and if need be the KISD School Board. Article IX Voting: I II V All members in good standing are eligible to vote at all regular meetings, special meetings, and election of officers. Voting by proxy will not be allowed. Notices of all meetings and voting will be posted in the newspaper, on the website, via social media, and/or sent via to all members a minimum of ten (10) days prior the meeting and voting. Use of all KABC equipment or items is required to be announced and voted upon before said use is to take place. All purchases over $250 for items needed outside of normal spirit gear and concession purchases, must be voted on and approved before said purchase can be made. Article X Electronic Voting: In the event it becomes necessary for the Executive Committee to conduct business outside of the regular scheduled meeting, an electronic vote will prevail with at least four (4) of the Executive Committee members in good standing voting. Article XI Sponsorship/Membership: Sponsors will be eligible for opportunities described in the Sponsorship packet. Sponsors will be based on annual renewals. The Executive Committee shall be responsible for soliciting sponsors. All members are

7 allowed to solicit sponsors and it is highly recommended under the direction of the Executive Vice President. Article XII Annual Scholarships: I An annual scholarship(s) will be awarded to a graduating senior(s) in the Spring. The amount of the said scholarship(s) will be based on the funds raised during the budget year. The Scholarship(s) will be based on essay submissions and requirements set forth in the scholarship application. Essay content instructions will be distributed to the present school councilor by the Executive Committee chairmen. The Executive Committee shall be responsible for organizing a committee to judge the essay submissions. The judging committee shall be comprised of unbiased parties: no parent/guardian/relative of a senior shall be allowed on the judging committee. The scholarship award will be mailed directly to the senior's College/University upon confirmation of enrollment. Annually, there will be four (4) scholarships awarded to KHS Seniors meeting the requirements set forth in the scholarship application. The Scholarship application is a living document and all changes to scholarship requirements will be set forth in said document The Rules contained in the current edition of Robert's Rules of Order Newly Revised shall be recognized as the authority governing the proceedings of the Chapter in all cases not provided for in the bylaws or in the standing rules. Revised 3/7/17