MORRIS CATHOLIC HIGH SCHOOL ATHLETIC BOOSTER COMMITTEE AMENDED AND RESTATED BY-LAWS Adopted on May 9, 2011 Amended on May 20, 2014 ARTICLE I: MISSION The mission of the Morris Catholic High School Athletic Booster Committee (the Committee ) is to support all athletic program needs through a concentrated, collective effort that includes fundraising and volunteer opportunities. The Committee strongly supports the following ideals: ARTICLE II: SPORTS CODE OF CONDUCT A. Place academics as the primary commitment (students first, athletes second). B. Promote fair and equitable competition by adhering to all rules, upholding the law and respective authority. C. Treat officials and their decisions with respect. D. Recognize the authority of the Morris Catholic High School ( MCHS ) administration, and support its decisions. E. Set the safety of our athletes as a priority. ARTICLE III: OBJECTIVES A. To gather and organize parents, representing varied sports. B. To pool Committee fundraising efforts in order to supplement funds which may be raised by individual teams, thereby eliminating disparities which may result where fewer fundraising opportunities and resources exist, and to support all sports where it is determined there is the greatest need. C. To develop a well-established and long-term approach to parent/volunteer fundraising that shall benefit the athletic program in future years. D. To work toward improvements in our athletic offerings. E. To provide a venue for parents of athletes to serve as ambassadors for MCHS as a whole. F. To build participation in our athletic program and elevate school spirit in the MCHS community. ARTICLE IV: POLICIES A. The Athletic Director shall make the final decision regarding all matters pertaining to MCHS athletic programs. Page 1 of 7
B. The Office of Institutional Advancement shall make the final decision regarding all matters pertaining to MCHS fundraising event planning and public relations. C. The Athletic Director, and/or the representative of the Office of Institutional Advancement, shall present the financial needs of MCHS athletic programs to the Committee and encourage appropriate fundraising goals and activities. The Athletic Director shall also educate coaches as to their relationship with the Committee and encourage them to support the Committee s mission. D. Both the Athletic Director and Office of Institutional Advancement shall make the final decision regarding the fundraising events of the Committee prior to the fundraising event being held. E. The Committee shall comply with all general policies set forth by the administration of MCHS and the School Office of the Diocese of Paterson. F. Official acts by the Committee and Extended Committee membership must comply with these By-laws. ARTICLE V: MEMBERSHIP AND ORGANIZATION A. The Committee shall consist of a maximum of seventeen members of the MCHS community (ideally one member from each sport team offered by MCHS) and who agree to serve on the Committee for a minimum of two School Years (the School Year shall mean the period of July 1 to June 30). B. Sub-Committees shall be established to perform specific tasks to fulfill the Committees objectives. The Sub-Committees include an Executive Sub-Committee, a Strategic Planning Sub-Committee, a Fundraising Sub-Committee, a Concessions Sub- Committee, a Grant Writing Sub-Committee and a Merchandise Sub-Committee, as illustrated in Appendix A. The Committee may from time to time eliminate an existing Sub-Committee or form additional Sub-Committees by a majority vote of the Committee in response to the needs of the Committee. C. An Extended Committee shall be established for members of the MCHS community who are not elected to the Committee pursuant to Section F of this Article V, but are interested in assisting the Sub-Committee(s) accomplish their objectives. D. Committee members shall be asked to participate on one or more Sub- Committee(s) of their choosing. However, members of the Executive Sub-Committee, defined in Article VI, shall be elected in accordance with Section C of Article VI. E. Members of the Sub-Committees, other than the Executive Sub-Committee, shall select a member, who shall also be a Committee member, to represent the Sub- Committee (the Sub-Committee Representative ) before the Committee and report on the activities of the Sub-Committee. F. Prior to the last Committee meeting of each School Year, the Athletic Director, members of the Committee and the representative from the Office of Institutional Advancement shall have the right to recommend candidates to fill vacancies on the Committee for the upcoming School Year. The Executive Sub-Committee shall Page 2 of 7
then select nominees from the recommended candidates. At the last Committee meeting of that School Year, the Committee shall fill the vacancies from the nominees through a majority vote in accordance with Article VIII. This procedure may be repeated during the School Year to fill vacancies on the Committee due to the resignation of a Committee member if so desired by a majority vote of the Committee. G. Participation on the Committee and/or Extended Committee shall satisfy the expectations of the school service contract as determined by the Office of Institutional Advancement. H. MCHS Coaches are invited to participate on the Committee or Sub- Committees in an advisory capacity. ARTICLE VI: LEADERSHIP A. The Executive Sub-Committee shall govern Committee activities, assist the Sub-Committees organize the necessary resources to fulfill the Committees objectives and, with the assistance of the Strategic Planning Sub-Committee, establish the rules and procedures to implement Committee objectives. B. The Executive Sub-Committee shall consist of the Athletic Director, a representative of the Office of Institutional Advancement, and four/five officers elected from the Committee members, those officers being a Chairperson, a Vice Chairperson(s), a Treasurer and a Secretary (collectively the Officers ). C. Prior to the last Committee meeting of each School Year, members of the Executive Sub-Committee shall have the right nominate candidates to serve as the Officers for the upcoming School Year. At the last Committee meeting of that School Year, the Committee shall fill such positions from the nominees through a majority vote in accordance with Article VIII. D. The Chairperson may from time to time designate and delegate others to fulfill the functions of Vice Chairperson, Secretary and Treasurer if those elected to such positions are unable to perform such functions. ARTICLE VII: RESPONSIBILITIES OF THE OFFICERS A. The Chairperson shall preside at all Committee meetings. The Chairperson shall prepare an agenda for each Committee meeting and shall work with the Committee on planning Committee activities. B. The Chairperson has permission to complete purchase orders and check requests which are related to fundraising, and other activities of the Committee, upon receiving the approval of the Committee. However, the Chairperson shall be authorized to complete a purchase order and check request in an amount not to exceed $200.00 without prior Committee approval if such transaction is urgent and needs to be completed prior to a meeting of the Committee. Such transactions must be authorized by the Athletic Director and the Office for Institutional Advancement. Page 3 of 7
C. The Chairperson or an appointee shall keep concise and accurate records of such activities. D. The Chairperson or an appointee shall handle all Committee correspondence. E. The Vice Chairperson(s) shall preside at all Committee meetings in the absence of the Chairperson. The Vice-Chairperson(s) shall assume the position of Chairperson if the individual elected as Chairperson shall resign during the School Year. F. The Treasurer shall prepare financial statements itemizing all receipts and expenditures which shall be brought before the Committee for approval and reported to the Committee members at regular meetings. A copy of the approved statements shall be kept on file in the school office for a period of not less than four years. G. The Secretary shall keep minutes at all Committee meetings. The Secretary shall present the minutes to the Committee for approval and report to the Committee members at regular meetings. A copy of the approved minutes shall be kept on file in the school office for a period of not less than four years. ARTICLE VIII: MEETINGS AND VOTING A. Regular meetings of the Committee shall be held at MCHS, or other location approved by a majority of the Committee, on the first Tuesday of each month, or on another regular schedule approved by the Committee. A special meeting of the Committee may be called at the discretion of the Chairperson. The Chairperson shall select which Committee meetings shall be open to all members of the Extended Committee and to the MCHS community. Committee meeting dates shall be published on the MCHS website. B. Committee meetings shall not be conducted if both the Chairperson and Vice Chairperson(s) are absent. C. Each Committee meeting shall commence with a prayer or moment of reflection. D. Meetings of the Sub-Committees shall take place at times and places determined by its members. E. All Committee members shall vote for the election of new Committee members, the election of Officers and the suspension or creation of a Sub-Committee, in accordance with Section F of Article V, Section C of Article VI, and Section F of Article V, respectively, and all other matters brought before the Committee which require a vote. F. In addition to activities recited in Section E of this Article VIII, other matters which require a vote prior to Committee action or commitment include, but are not limited to, the following: expenditures of Committee funds, the adoption of Committee minutes, and adjoining Committee meetings. G. A quorum shall be required before any vote is taken. A quorum shall be achieved if greater than half of the Committee members are present. Those present at a meeting may cast a vote provided that they are members of the Committee. Page 4 of 7
H. Any Committee member may request the use of paper ballots for a vote. Voting for the election of Committee members and for Officers shall always be accomplished through the use of paper ballots. I. Voting on a matter may be conducted electronically (e.g. email) if: (a) the matter is presented to the Committee by the Chairperson, (b) the vote is conducted by the Chairperson, (c) such matter or transaction is urgent and needs to be completed prior to a meeting of the Committee, and (d) the associated cost does not to exceed $2,500.00 in the aggregate. The vote shall carry if the action or transaction is approved by a majority of the Committee. The Chairperson shall report the results of the vote at the next meeting of the Committee. The election of Committee members and Officers shall not be conducted electronically. J. If a vote results in a tie, the Athletic Director or his/her nominee shall be granted the right to cast a vote. If the Athletic Director declines this right, the vote of the Chairperson shall count as two votes. In any event, the Athletic Director and President of MCHS shall have final approval of all matters regarding the actions of the Committee, regardless of the outcome of a vote of the Committee. ARTICLE IX: RESPONSIBILITIES OF THE SUB-COMMITTEES AND FUNDRAISING A. The Merchandise Sub-Committee shall be responsible for the planning and implementation of the sale of seasonal sport merchandise. The Concessions Sub- Committee shall be responsible for the planning and implementation of concessions at sporting events. The Fundraising Sub-Committee shall be responsible for the planning and implementation of all other fundraising activities of the Committee. B. The Fundraising Sub-Committee shall present fundraising proposals to the Committee for approval, and upon receiving approval through a majority vote of the Committee, the Fundraising Sub-Committee shall submit a written proposal to the Athletic Director and the Office of Institutional Advancement. Following their approval, the Fundraising Sub-Committee may proceed with planning and implementation of the fundraiser under the guidance of the Office of Institutional Advancement. The operation of concession stands and the sale of seasonal sports merchandise are considered to be fundraisers with standing approval from the Athletic Director and the Office of Institutional Advancement. C. Certain fundraising projects may be subject to local and state laws and will require permits or licenses. Such arrangements shall be made with the guidance of the Office of Institutional Advancement. D. The Merchandise, Concessions and Fundraising Sub-Committees shall adhere to the Fundraising Guidelines in effect at the time. The Fundraising Guidelines shall be developed by such Sub-Committees and Strategic Planning Sub-Committee, and approved by a majority vote of the Committee. It is imperative that all money collected in connection to a fundraising activity be collected and processed according to the Page 5 of 7
Fundraising Guidelines, which shall adhere to procedures approved by the MCHS Business Office and the Office of Institutional Advancement. E. Money raised through Committee activities shall be applied to the needs of the athletic budget pursuant to the majority vote of the Committee pursuant to Article VIII and as approved by the Athletic Director and/or the Office of Institutional Advancement. F. The Strategic Planning Sub-Committee shall (a) work with the Committee, Executive Sub-Committee and Office of Institutional Advancement to develop and plan long term Committee objectives, (b) assist the Committee and Sub-Committees formulate the rules and procedures to implement the objectives of the Committee and Sub- Committees, and (c) conduct the public relations required by the Committee. The public relations function may include (i) advertisement of fundraising events, (ii) attending events held by MCHS such as open houses, new parents meetings, back-to-school nights, evening conferences and sports night(s) to disseminate information regarding the Committee and promote membership in the Committee, and (iii) acquiring reusable signage for recurring Committee events. ARTICLE X: RESTRICTIONS A. Organization and oversight of individual athletic team fundraisers and banquets shall not be the responsibility of the Committee. However, members of the Committee and Extended Committee shall inform parties organizing fundraisers and banquets for individual athletic teams that such activities must be approved by and adhere to the guidelines established by the Athletic Director, and that any fundraising effort must also be approved by and adhere to the guidelines established by the Office of Institutional Advancement. B. The Committee shall not give anything to students, including awards, a MCHS sponsor or coach without the prior approval of the Athletic Director. The Athletic Director and Office of Institutional Advancement must give prior approval for any team banquet or get together given for students. C. The Committee funds shall not be used to support athletic camps, clinics, private instruction or any activity outside of MCHS. D. The Committee or individuals may donate money or merchandise to a MCHS sports program only with the prior approval of the Athletic Director. E. The Committee must note the seriousness of the violating the athletic amateur rule: the penalty to a student-athlete may include forfeiture of all varsity athletic eligibility for a calendar year from the date of the violation. Traditionally student athletes are prohibited from accepting valuable consideration for participation in school athletics, i.e. anything that is not given or offered to the entire student body on the same basis that it is given or offered to an athlete. Valuable consideration is defined as tangible or intangible property or service including anything that is usable, wearable, salable, or consumable. Salable food items or trinkets given to athletes by students, cheerleaders, Page 6 of 7
drill team members, little/big sister, school boosters, parents or other students, teachers or other may violate this rule. Approvals may be given by the Athletic Director or Chairperson. ARTICLE XI: AMENDMENTS A. The Committee may review these By-laws annually, or as needed in response to an extraordinary circumstance, and make suggestions concerning revisions to the Strategic Planning Sub-Committee and Officers who in-turn shall seek approval of such revisions from Athletic Director and the Office of Institutional Advancement, and then by a majority vote of the Committee. B. Similarly, the Fundraising Guidelines and all other Committee and/or Sub- Committees Guidelines that hereafter may be developed shall be reviewed by the Committee and/or Sub-Committee annually, or as needed in response to an extraordinary circumstance, and suggestions concerning revisions to same shall be presented to the Strategic Planning Sub-Committee and Officers who in-turn shall seek approval of such revisions from, Athletic Director and the Office of Institutional Advancement and then by a majority vote of the Committee. ------------------------------------------ End of Document ------------------------------------------ Page 7 of 7