James Madison Maverick Booster Club (Athletics) By-Laws 2017/2018
Article I: Name 1.1 The name of this organization is the James Madison Maverick Booster Club, which may hereinafter be referred to as Booster Club or this organization for the sake of brevity. 2.1 The purposes of this organization are: Article II: Purpose To provide adult support dedicated to the promotion of all Athletic programs at James Madison High School. To provide support for the Athletic Programs at James Madison High School in areas not provided for by the Northeast Independent School District of San Antonio, Texas; To promote a closer appreciation and understanding between the Madison Maverick Athletic Booster Board and the surrounding community; and To support the athletic programs when requested by the James Madison Athletic Coordinator or Administration. To support the Athletes and provide scholarships yearly to four athletes. 2.2 This organization will accomplish these goals through organizing and conducting fund raising activities to supplement existing monetary support provided by the Northeast Independent School District and James Madison High School. Article III: General Policy 3.1 These by-laws, rules, and regulations are established to govern the conduct of this organization. This organization shall operate within the policies and guidelines set forth by the University Interscholastic League (UIL), and Northeast Independent School District (NEISD), and the James Madison High School and its Administration and the Athletic Coordinator. 3.2 The officers of this organization shall conduct their work with the approval of the James Madison High School Administration and the Athletic Coordinator while providing leadership and service to the Athletic Booster Board. 3.3 The School Administration shall be the final decision maker regarding all matters of the program. This organization shall cooperate with school authorities, and support and uphold the decisions of the James Madison High School Athletic Coordinator and the James Madison High School Administrators.
3.4 This organization is a non-profit corporation, and as such shall conduct its business as a charitable corporation consistent with the provision and requirements of Sections 501 (c) (3) and 170 (c) (2) of the IRS code of 1986, as amended, or corresponding provisions of future tax laws. Notwithstanding any other provisions by these by-laws, this organization shall not carry on any activities not permitted to be carried on by an organization exempt from Federal income tax under Section 501 (c) (3) of the Internal Revenue Code. 3.5 This organization does not discriminate on the basis of race, color, national or ethnic origin in the administration of its policies or in its membership. 3.6 The organization shall be non-commercial, non-sectarian, and non-partisan. This organization shall not, directly or indirectly, participate in any manner in any political campaign on behalf of or in opposition for any candidate for public office, nor shall it, directly or indirectly, contribute to any political campaign on behalf of or in opposition to any candidate for public office. 3.7 No part of the net earnings of this organization shall benefit or be distributed to any of its members, directors, officers, or other private person except that this organization shall be empowered to reimburse authorized expenditures; this provision, however, does not prohibit this organization from using or distributing funds approved by the Board in the form of gifts or expressions of appreciation provided that they comply with UIL booster club guideline limitations. Article IV: Membership 4.1 Parents or legal guardians of students currently enrolled in any UIL Sanctioned Athletic Program at James Madison High School who have a paid membership are voting members of this organization and constitute the General Membership of this organization. Each parent or legal guardian shall be entitled to one vote at each General Membership meeting. 4.2 Voting members may vote, participate in all corporation activities, general membership meetings and become officers or committee chairs. 4.3 Honorary Membership of this corporation shall consist of: The Principal, Assistant Principals of James Madison High School, all athletic coaches, the Athletic Coordinators, the Executive Director of Athletics of the NEISD, the spouses of the above mentioned and such special individuals as the membership may desire to elect. Article V: Meetings 5.1 Four members of the Board, plus either the Athletic Coordinator or JM Administration shall constitute a quorum for the conduct of business at any Board meeting. A quorum for any general membership meeting of this organization shall consist of voting members in
attendance, including Board members in attendance, plus either the Athletic Coordinator or JM Administration. A simple majority of the members of any committee shall constitute a quorum to conduct a meeting of any committee of this organization. 5.2 General membership meetings shall be held on the first Monday of each Month from September through November then February to end in May. 5.3 Emergency Meetings shall be called by the President of the Corporation or the 1 st Vice President in his or her absence. An Emergency meeting may be called upon demand by five percent of the general membership. A minimum of three voting officers of the Board of Directors and the school s Administrative Representative or an Athletic Coordinator must be present. 5.4 Place of meetings shall be held in the school s cafeteria. If for any reason it becomes necessary to hold the meetings elsewhere, the President shall appoint a representative to find a suitable time and place for holding the meeting of this corporation. 5.5 Notice of any Board or General Membership meetings, regular or special, shall be made to the Board and voting members of the corporation by either mail, telephone, in writing or by a combination of these efforts within forty eight hours. 5.6 The order of business at any General Membership meeting of this Booster Club shall include: (a) Call to Order (b) Reading of the Minutes (c) Report of the treasurer (d) Report of the committees (e) Report of the Athletic Coordinator and or JM Administration (f) Old Business (g) New Business (h) Adjournment 5.7 Voting by Proxy is prohibited in this organization. Article VI: The Board of Directors and Duties 6.1 The Executive Board of this Booster Club shall consist of the following duly elected officers of this organization:
President 1 st Vice President 2 nd Vice President Recording and Corresponding Secretary Treasurer 6.2 The term of office for all elected officers shall be for two years from time of installation unless after one year elected person chooses not to run the second term. In the event that the position of the President-elect become vacant during the period of time between election and installation, the 1 st Vice President elect will become president. Other vacancies occurring after the installation will be filled by the Presidential appointment with approval of the Executive Board. No officer shall be eligible to serve more than two terms in the same office. 6.3 The President shall be the chairman / chairwoman of and preside at all meetings of the Board. 6.4 The Board of this corporation shall: (a) Have the general supervision of the affairs of and act in the best interests of this Booster Club in the conduct affairs of this organization. (b) Formulate, in conjunction with the JM Administration, the policies of this organization and, after research, discussion, and a vote present the recommendation to the General Membership for adoption. All questions of new policy shall first be referred to and considered by the Board. (c) Approve and recommend to the General Membership an annual budget to be presented to and voted upon by the General Membership at the first General Membership meeting in August of each year. (d) Have the responsibility for the designation of the use of funds or other assets delivered to the corporation. (e) Be empowered in time of emergency, when a General Membership meeting cannot be conducted, to carry out such business as would normally come before the General Membership for consideration and approval. 6.5 The Board shall keep a recording of its proceedings. In the event a General Meeting cannot be held, and the Board takes emergency action, a report of such action shall be distributed to the membership by email or posting on the Booster Club s website at the earliest opportunity. Also, a report of such emergency action shall be made to the General Membership at its next General Membership meeting. 6.6 The Board may, with valid cause, remove by a ¾ vote of the remaining Board member any Board member that causes detriment to the Athletic Booster Board. The Board member whose
removal is sought shall be notified in writing of such action and the reasons for such action and be given an opportunity to be heard by the Board prior to a vote on removal. If removed, such Board member s position and the office said Board Member held shall be declared vacant and be filled as provided for in these by-laws. 6.7 The office and members of the Board shall serve on a volunteer basis and receive no pay or other compensation for their services to this organization. Article VII: Officers and their Election 7.1 Each officer of this Booster Club shall be a current voting member of this organization and have a student participating in the organization. 7.2 Any one or more Officers of this organization may be filled by an individual voting member, a husband and wife shall only be entitled to one vote at Board meetings. Should a husband and wife be unable to agree by a simple majority on a vote at a Board meeting they shall abstain from voting. 7.3 The election of officers shall be by written ballot in the event there is more than one candidate for an office and take place at the April General Membership Meeting. Nominees do not need to be present to be elected. If a nominee has been brought from the floor and the nominee is not present to confirm consent to be a nominee, written consent from that nominee must be provided before such a nominee may be added to the ballot. 7.4 After all nominations are closed, the General Membership shall vote for each officer. Each officer shall be elected by a simple majority of voting members present. 8.1 The President of this organization shall: Article VIII: Officers and their Duties Preside and maintain order at all monthly and special meetings of the General Membership and Board, and vote only in the case of a tie; Coordinate the activities of this organization as well as the work of the officers and committees in consultation with the Athletic Coordinator and Administration in order that the purposes of this organization may be promoted, and consistent with its policies; Confirm that a quorum is present before conducting any business at any meeting of this organization; Appoint the Chairs of Committees; Be an ex-officio member of all committees;
Be responsible for oversight of the Program and Communications committees; Serve as the representative for this Booster Club; Represent this Booster Club when requested by the JM School faculty or Administration; Act as a liaison between the Administration and Board of Directors and Committee Chairs for this organization; Be an authorized signer on all bank accounts of this organization for the disbursement of authorized funds; Prepare and present a proposed budget for each fiscal year at the first Board Meeting for its approval by a majority vote; Be responsible for making certain that all state and federal tax reporting requirements are complied with in order to maintain the tax exempt charitable status of this corporation consistent with the provision and requirements of Sections 501 (c) (3) and 170 (c) (2) of the IRS Code of 1986, as amended, or corresponding provisions of future tax laws; Approve all communications sent out in the name of this organization as only the President, or its designated representative, may make statements, provide news releases, or presentations on behalf of this organization, and only with the approval of the JM Athletic Coordinator or Administration; At the final meeting of each year, submit in writing a report of accomplishments and progress of this organization as well as be responsible for acquiring annual reports from all officers and committee chairpersons of this organization to be placed in the minutes of this organization to be passed on to the new President and officers of this organization; and perform such other duties as are prescribed in these by-laws; Keep accurate records of monies and turn over monies collected from sales to the Treasurer in a timely manner after each event; and Be responsible for overseeing the completion of and timely filing of form 990 or 990ez, with required schedules and attachments, and any and all required forms with the IRS, or any other taxing entity, required for this organization to maintain its tax exempt status as a non-profit charitable organization by its due date each year. 8.2 The 1 st Vice President shall: Act as an aid-to-the President and perform the duties of the President in his or her absence; Be responsible for oversight of the Mav gear, Concessions, and Meet the Mavs committees;
Be responsible for making certain that all Mav gear booth volunteers comply with NEISD requirements or procedures for the operation of the Mav gear booth; Report monthly at the Monthly Board of Directors and General Membership meetings on the status of various activities; Keep a complete record of procedures and duties of the office to turn over to the incoming 1 st Vice President along with all records in its possession belonging to this organization; and Communicate with the President any activity and needs. 8.2 The 2 nd Vice President shall: Act as an aid-to-the President and perform the duties of the President in the absence of the 1 st Vice President; Be responsible for oversight of the Membership, Fundraising, and Sports Banquet committees; Report monthly at the Monthly Board of Directors and General Membership meetings on the status of various activities; Keep a complete record of procedures and duties of the office to turn over to the incoming 2nd Vice President along with all records in its possession belonging to this organization; and Communicate with the President any activity and needs. 8.3 The Recording and Corresponding Secretary shall: Prepare, sign and maintain a file of the minutes of all regular and special meetings of the Board and General Membership, and read and provide a written copy of the minutes of the previous meeting of the Board and General Membership for review and approval at each meeting; Prepare and file the agendas of all regular and special meetings of the Board and General Membership, and provide copies at each meeting; Be a steward of the records of previous years of this organization; Read and report on any important correspondence at meetings received since the previous meeting of either the Board or General Membership; Initiate a reply, and create and send any correspondence on behalf of this organization as requested by the President, Athletic Coordinator or Administration, and maintain a file for all correspondence; Receive and file copies of all officer committee reports;
Keep and maintain a record of all current officers and committee members, and be responsible for notifying them of all regular and or special meetings; Prepare and maintain a current roster and contact information for all voting members of this organization; Keep a complete record of procedures and duties of each of the Officers on the Board; Keep a record of procedures and duties of the office and turn them over to the incoming Recording and Corresponding Secretary along with all other records in its possession of this organization; and Communicate with the President, Athletic Coordinator and Administration any needs. 8.4 The Treasurer shall: Be a conscientious steward of all this organization s funds by receiving and depositing funds in a timely basis and keep up to date records of receipts, disbursements, assets and liabilities. Deposits must be daily if total is over $250, and weekly if under $250; Be an authorized signer on all bank accounts of this organization for the disbursement of authorized funds; Pay out funds for all budgeted items, and any unbudgeted items after approval of the Board of Directors; Sign on all accounts of this Booster Club as well all records and financial statements prepared by him or her on behalf of this organization; Provide an initial financial report for the current year to the Board of Directors, Athletic Coordinator and Administration; Present a monthly report on the finances of this organization, and attach a copy of the monthly report to the minutes of the meeting at which it was presented; Assist the President in the preparation of the annual budget to be presented to the Board of Directors, Athletic Coordinators and Administration; Be responsible for the completion of and timely filing of form 990 or 990ez, with required schedules and attachments, and any and all required forms with the IRS, or any other taxing entity, required for this organization to maintain its tax exempt status as a non-profit charitable organization by its due date each year; Keep a complete record of procedures and duties of the office to turn over to the incoming Treasurer together with all financial records of this organization in his possession; and Communicate with the President any activities and needs.
Article IX: Committees 9.1 The Board may create committees as it deems necessary to promote the objects and carry on the work of the organization. The President shall appoint the Chair of each Committee; and the Chair of the Committee shall appoint its members. The Chair shall determine the numbers of members required to perform the work for the Committee was formed. The JM Athletic Coordinator and Administration shall be ex-officio members of all committees. 9.2 Proposed committees: Program Communications (Twitter / Facebook) Mav Gear Concessions Meet the Mavs Membership Fundraising Sports Banquet 9.3 Each Committee chair shall make a record of the activities of the Committee and report any activity or needs to their appointed President or Vice President. Each Committee Chair may attend any Board of Directors meeting to present a report to the Board, or may present its report in writing to their appointed President or Vice President and have them give a copy to the Board. A Committee Chair shall attend any Board meeting when requested by the President. 9.4 Each Committee Chair shall attend all General meetings and present reports to the membership. Article X: Financial Business 10.1 All expenditures and disbursements shall be made by check and each check must be signed by one of the following positions: Treasurer, 1 st or 2 nd Vice President or President. 10.2 No Officer shall be a signer for any check that is payable to himself or any person to whom such Officer is related to by blood or marriage.
10.3 All funds collected by this organization shall be kept in a financial institution whose accounts are insured by the FDIC, FSLIC, or other agency of the United States Government. The balances of any financial accounts shall not exceed the federally insured limit. The accounts shall also have on-line access which can be accessed by both the Treasurer and the President of this organization as well as the Athletic Coordinator and Administration. 10.4 This organization shall maintain all funds in such account or accounts as determined by the Board and its compliance with the requirements of the NEISD for the handling of funds for the following school year. 10.5 Consistent with State and Federal requirements applicable to tax exempt, non-profit organizations all records of its organization, including but not limited to the minutes, financial records and reports and form 990 filed with the IRS shall be available for inspection by all members of this organization as well as members of the general public upon request. 10.6 Committee Chairs for Concessions, Mav gear, and Membership shall each receive $200.00 to run their prospective entity. It is their responsibility to make sure they have enough change for the booths they are managing. At the end their terms or end of assignments they are to return the money to the Treasurer. 10.7 The out-going (non-returning) treasurer of this organization shall turn over all records of this organization to the President so that it can be forwarded to the new treasurer by June 30 th of each year. Additionally all bank signature cards shall be updated to remove any outgoing officer who is authorized signatories on this organization s accounts by June 30 th of each year. 10.8 All cash collections received by the Booster Club organization must be deposited within 48 hours. Deposits must be reported by some type of record documentation. Cash must be safeguarded at all times. 10.9 Petty cash can be maintained by the Booster Club if the money is kept in a small box and only accessible by the treasurer and another officer. The petty cash fund should be used for only emergency purposes. Article XI: Scholarship Programs 11.1 Since the purpose of the Booster Club organization is to operate in support of their selected programs, scholarships not relating to program activities should be in accordance with IRS guidelines. All continuing education scholarships should only represent up to 10 to 15 % of the Booster Club organization operating budget. 11.2 The Booster Club may not discriminate in making grants to students on the basis of their family s membership in, or funding to, the Booster organization, or the family s fund raising or time put into Booster activities. Requirements for scholarships include the following:
All qualifying individuals involved in an athletic program may apply for the scholarship as long as they are full-time NEISD students. All applicants must submit an essay for judging purposes. Essay topics will be selected each year by the Board. All scholarships applications which do not have the required information will be considered incomplete and returned to the applicant. The scholarship committee should be made up of an odd number of members. The committee selecting the winners cannot have a child involved. The applicant s enrollment in an accredited institution is a requirement for receiving scholarship funds. Disbursement checks shall be made payable to the institution. Other areas where scholarship points may be earned could include responsibility, character, outside activities, academics, behavior, attendance, participation, service, attitude and involvement. The Booster Club may or may not require interviews of applicants in the decision process. Article XII: Amendment of By-Laws 12.1 Amendments to these By-Laws may be introduced in writing at any Board of General Membership meeting. If the proposed amendment is introduced at a General Membership meeting, it shall be presented in writing to the Board for its consideration and recommendation prior to submission to the General Membership. 12.2 All proposed amendments to these By-Laws shall be submitted to the General Memberships one General Membership meeting in advance of the General Meeting at which they are to be acted upon. The proposed amendment shall then published at large to be voting members of this organization by the Recording and Corresponding Secretary, or at its direction, and conspicuous notice is given that a vote will be taken on the proposed amendment no later than 20 days prior to the General Membership meeting at which the amendment is to be voted upon. 12.3 Any amendment to these By-Laws must be passed by a two-thirds vote of the members attending the General Membership meeting after due notice of proposed amendment was given as required by these By-Laws. Article XIII: Adoption of By-Laws
13.1 Upon adoption of these Revised By-Laws, all prior By-Laws of the James Madison Athletic Board are revoked and have no further force and effect. Article XIV: Dissolution 14.1 Upon dissolution of this Non-Profit Corporation, consistent with the purposes for this organization was formed, all the assets of this organization, in excess of liabilities be transferred and distributed to the James Madison High School Administration with specific instruction to disburse the assets for the exclusive use and benefit of the James Madison Athletic Booster Board program; and if that is not possible then all assets of this organization, in excess of liabilities, shall be distributed for one or more exempt purposes within the meaning of Section 501 (c) (3) of the IRS code of 1986, as amended, or corresponding section of any future United States Internal Revenue Law, as the Board shall determine, and any assets not so transferred shall be disposed of by a district court of the State of Texas having competent jurisdiction, to such organization or organizations qualified as exempt under the United States Revenue Law as said court shall determine. Approved and adopted this Fourth day of April 2016 By: Athletic Coordinator President Administration of James Madison High School