CHEROKEE HIGH SCHOOL DUGOUT CLUB

CHEROKEE HIGH SCHOOL DUGOUT CLUB CONSTITUTION & BY-LAWS

TABLE OF CONTENTS INTRODUCTION... 1 ARTICLE I. NAME... 1 ARTICLE II. PURPOSE AND OBJECTIVE... 1 ARTICLE III. OPERATING AUTHORITY... 2 ARTICLE IV. FISCAL YEAR... 2 ARTICLE V. INDEMNIFICATION... 2 ARTICLE VI. GOVERNMENT... 2 ARTICLE VII. GENERAL PROVISIONS... 7 ARTICLE VIII. MEMBERSHIP AND DUES... 7 ARTICLE IX. CODE OF ETHICS... 8 ARTICLE X. MEETINGS... 8 ARTICLE XI. FINANCES... 9 ARTICLE XII. GRIEVANCES AND/OR COMPLAINTS...10 ARTICLE XIII. PLAYER ELIGIBILITY...11 ARTICLE XIV. PLAYER GRADE REQUIREMENTS...11 ARTICLE XV. CONDUCT...11 ARTICLE XVI. PLAYER TRANSPORTATION...11 ARTICLE XVII. PLAYER ATTENDANCE...12 ARTICLE XVIII. PLAYER UNIFORMS...12 ARTICLE XIX. CAPTAINS...12 ARTICLE XX. WEIGHT TRAINING & CONDITIONING...13 ARTICLE XXI. DISMISSAL/QUITTING...13 ARTICLE XXII. PLAYER SAFETY...13 ARTICLE XXIII. DATA PROTECTION POLICY...13 ARTICLE XXIV. REVIEWS...13 ARTICLE XXV. AMENDMENTS... 13 2 P a g e

INTRODUCTION CHEROKEE HIGH SCHOOL DUGOUT CLUB CONSTITUTION AND BY-LAWS The following rules and regulations are basic guidelines for the establishment and operation of the Organization named herein. The Organization is organized exclusively for charitable, religious, educational, and/or scientific purposes under section 501(c) (3) of the Internal Revenue Code. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to, its members, trustees, officers or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the Organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under 170(c) (2) of the Internal Revenue Code, or corresponding section of any future federal tax code. Upon the dissolution of the 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. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the Organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes. ARTICLE I. NAME The name of the Organization shall be Cherokee High School Dugout Club hereinafter referred to as the Organization. ARTICLE II. PURPOSE AND OBJECTIVE The Cherokee High School Dugout Club is a non-profit baseball Organization dedicated to serving others. The program purpose is not only to positively impact the lives of young people through character building, skill development, and competitive play, but also to provide 9 th through 12 th graders residing in the 1 P a g e

Cherokee High School District an opportunity to learn and develop skills and techniques needed to play within the High School level. Cherokee Warrior Baseball players will be held to a high standard of sportsmanship, dedication, and character. They will maintain school spirit at all athletic events and represent Cherokee High School in a positive manner. Coaches, ball players and their parents will promote good sportsmanship and cooperation among all opponents and opposing fans. They will set good examples of conduct and leadership and represent their school and program on the field, in the classroom, at school events, and in the community. ARTICLE III. OPERATING AUTHORITY Upon election or appointment, each person shall serve a two-year term. Board members elected or appointed shall take the position with the understanding that they are not entitled to compensation for services provided. Board members shall conduct the business of the Organization as directed by these by-laws. ARTICLE IV. FISCAL YEAR The fiscal year of the Organization shall be the calendar year and end at midnight on the 31 st of December. ARTICLE V. INDEMNIFICATION Organization Officers, Coaches, Managers, Umpires, or any other supervisory personnel are not responsible for injuries to persons participating. Participants shall indemnify and hold harmless the Organization and/or its Board members against loss or threatened loss or expense by reason of the liability or potential liability for or arising out of any claims for damages. ARTICLE VI. GOVERNMENT Section 1. Establishment and Function. The governing body of the Organization shall consist of a group of Officers. Section 2. Election Rules and Procedure. The President of the Organization, the Secretary, and the Treasurer are appointed by the Head Varsity Baseball Coach. All other Officers shall be elected by a majority vote during at the first general assembly of the year and prior to the conclusion of the current board members tenure. General assembly meeting shall be announced publicly (either by written, electronic or verbal means) seven (7) days prior to said general assembly. A motion of candidacy must be made and seconded prior to voting. 2 P a g e

In the event more than one candidate is nominated for a position, each candidate will be allowed a maximum of two (2) minutes to publicly present his/her own qualifications to the electors. Once each candidate has spoken, all candidates must leave the room for voting. Paid booster club members will provide a written vote and submitted to the treasurer for tabulation. Winners will not be announced at the end of booster club meeting No proxy votes are allowed including those by electronic means. Voting privileges cannot be transferred. A quorum (3/4) of board members must be present for elections to be held. Section 3. Composition and Term. The Officers of this Organization shall be President, Vice President, Secretary, and Treasurer. All Officers are expected to hold the Organization accountable and above reproach in all aspects of its dealing. Officers of the Organization may succeed themselves. The Board shall be composed of the following voting members: (a) President-Appointed (b) Vice President-Elected (c) Treasurer-Appointed (d) Secretary-Appointed (e) Head Coach Honorary (i.e., non-voting) members shall include: Cherokee High School Administrative Staff Cherokee High School Athletic Director Cherokee High School Coaching Staff Section 4. Duties of the President. Shall preside at all meetings of the Organization and shall perform all duties incidental to this office and such other duties not inconsistent with the Constitution and by-laws as may be required by the Organization, decide all questions and/or disputes that may arise between members, subject to the right of appeal, and appoint all committees not otherwise provided for. 3 P a g e

Work closely with the Coaches and Board to plan and arrange all season activities, including recruiting and enlisting Booster Club support as needed. Plan and manage a budget required to meet planned activities. Execute fund raising activities accordingly. Initiate effective and timely communications with Organization and all Head Coaches. Foster a Booster Club involvement that is proactive and fully supportive of all Team needs. Create a hospitable, service minded atmosphere where all Payers and Fans feel invited and welcome. Work closely with all Board Members to manage funding and appropriations in a fiscally responsible manner. The President, in conjunction with the Treasurer, shall administer the funds of the Organization. All expenditures of Organization funds shall require the prior approval of the Officers, except that the President shall have the authority to approve the expenditure of up to $175.00 between membership meetings without prior approval of the Officers. All such expenditures shall be approved after the fact and recorded in the minutes of the meeting during which such approval is obtained. Refer to Article XII, Finances for more detailed information. Shall serve as representative and Organization liaison to CHS Athletic Department in an effort to maintain an excellent working relationship with school administration and other athletic Booster Clubs. Enforce observance of the constitution and by-laws. Be responsible for all day-to-day operations of the Organization. Section 5. Duties of the Vice President. The Vice-President shall have the same duties and authority of the President in the absence of the President or based on president s delegation of said duties. Shall preside at meetings in the absence of the President. Aid and assist the President. 4 P a g e

Shall work closely with the Marketing and Communications Director to handle all correspondence and publicity of the Organization. Assist and coordinate committee work as requested. Coordinate/manage all organization events where there is not a designated person or committee to handle. Create a fundraising think tank which will listen to ideas, explore possibilities, review past fundraising efforts and benchmark other baseball program fundraising efforts. Recruit, manage, and coordinate the efforts of all necessary subcommittee personnel. Take responsibility for any Organization assets under their control. Work with Treasurer to develop and issue a financial report at the next meeting following a major activity. Section 6. Duties of Secretary. Prepare and copy meeting agendas as directed by the President. Shall record the activities of the Organization and keep minutes of all meetings of the Organization. Shall provide an electronic copy of meeting minutes to the Vice President within 48 hours of every meeting for posting to the Organization s website. Shall review meeting minutes from previous meeting with the Board and Organization members at all meetings. Shall keep an official copy of the Rules and By-Laws and modifications and revisions. Handle miscellaneous Organization mail and correspondence. File and preserve non-financial records of the Organization. Shall be responsible for notifying members of meeting time and place, which may be done by mail, telephone, e-mail or public access website. Perform such duties as may be required. 5 P a g e

Section 7. Duties of the Treasurer. The Treasurer and the President shall cause a budget to be prepared for each season and shall present such budget to the Board for approval. The Treasurer shall receive and be responsible for all monies of the Organization and, as appropriate, issue receipts for same. Shall deposit all monies obtained through membership dues, contributions, projects, or otherwise, shall be deposited in a duly organized banking institution operating under the Federal Reserve System in the name of Cherokee High School Dugout Club. The Treasurer shall also record these transactions in an accurate and up-to-date treasurer s report. The Treasurer or President shall sign all checks drawn on the Organization s bank account. Will ensure the President has an accurate and up-to-date electronic file of the current Organization s financial position. Shall act as the program registrar. Will report Organization s financial position to membership at each meeting. Shall organize and store all associated receipts for Organization expenditures. Shall organize and store all Organization deposit slips. Will work closely with the President, Coaches, and other key people who influence expenses and revenues to meet revenue projections and to stay within budget guidelines. Shall be responsible for prompt payment to all vendors. Will file any/all 501(c) 3 tax paperwork. Section 8. Whenever a vacancy occurs on the Board, then that vacancy is to be filled by appointment of the Head Coach for the remainder of that term and approved by the Board of Directors. If the President cannot fulfill his term, the Vice-President shall assume the office of President and a new Vice-President shall be appointed by the Head Coach for the remainder of that term. 6 P a g e

Section 9. All Officers may appoint any committee they feel necessary to carry out their specific functions. Section 10. It shall be the duty of all retiring members to relinquish all receipts, books, papers, and other properties acquired or entrusted to them to the incoming members. ARTICLE VII. GENERAL PROVISIONS Section 1. Procedure Rules at Meetings. It is understood that in the transaction of its business, the meetings of the Organization, its Board and its Committees may be conducted with informality; however, this informality does not apply to procedural requirements mandated in the articles of these By-laws. When circumstances warrant, any meeting or portion of a meeting will be conducted according to generally understood principles of parliamentary procedure as stated in the articles of these By-laws, or a recognized procedural reference authority. The procedural reference authority for the Organization is designated as the latest edition of Robert's Rules of Order, Newly Revised. ARTICLE VIII. MEMBERSHIP AND DUES We as an Organization realize the costs of the program and will do our best to keep them to a minimum. Each booster club member family is expected to pay the estimated financial costs of any personal items, either through monetary means, donations, or through fundraisers designated for personal costs. Payment plans may be set up in the event of financial difficulty. Please understand that if a player has not paid for any items the program has bought for them personally they will not receive these items, which may result in not being permitted to playing in a game because they are out of uniform. Estimated costs will vary from year to year, but will be presented in the informational packet after tryouts each year. Baseball players also have an expectation set forth in regards to fundraising. Each ball player is expected to participate in ALL fundraisers that benefit the program. Section 1. Membership. Membership shall be granted to those persons interested in the betterment and success of the Organization. Membership dues are to be defined by the Board for each fiscal year and communicated accordingly. Section 2. In Good Standing. Any member of the Organization whose Booster Club dues for the current fiscal year have been paid in full, by the due date determined by the Board, shall be considered an Active Voting member in good standing and may attend and materially participate in all Organization functions. Voting membership in the Organization is not transferable. Section 3. Active Voting Members-General Meetings: Active voting members shall be limited to the parents of 9 th, 10 th, 11 th, and 12 th grade players. Voting rights may be revoked or suspended for any member whose membership fees 7 P a g e

have not been paid in accordance with the standing rules of the Organization or at the discretion of Board including but not limited to nonpayment or disciplinary actions. Section 4. Rights of Voting Members shall be entitled to: Vote on all matters requiring a vote by the Members of the Program. Notification of meetings. Other such rights as deemed appropriate and necessary from time-to-time by the Organization s Board. ARTICLE IX. CODE OF ETHICS Section 1. Shall promote athletic awareness in the community. Section 2. Shall encourage all to become involved and display sportsmanship at all sporting events. Section 3. Shall exhibit professionalism in their actions, words, and attire. Section 4. Shall strive to develop positive working relations, with Players, Coaches, Parents, and Community Members. Section 5. Shall treat all members with dignity and respect. Section 6. Shall maintain the highest level of integrity. ARTICLE X. MEETINGS Section 1. Meetings shall be conducted at Cherokee High School unless otherwise notified. Section 2. Meetings shall be held monthly or as determined by the President. Section 3. The order of business for meetings shall be: Call to Order Roll Call of Officers and Board members Minutes of previous meeting Correspondence Treasurer s report 8 P a g e

Committee Report Board report Unfinished business New business Next meeting date Adjourn Each meeting shall constitute not less than 75% of the Board. Any person wishing to have an item placed on the meeting agenda must notify the President at least one (1) week in advance of the meeting date in writing. The President will need to obtain the approval of the Board as to whether or not the subject matter makes it onto the agenda. ARTICLE XI. FINANCES Section 1. All monies are to be used for the financing of the baseball program. Section 2. Authorized expenditures will be issued by check or credit card and are to be signed by the President, Treasurer or Head coach. No one other than listed herein can approve payment and/or sign a check awarding Organization funds for any given disbursement. Section 3. Spending. All expenditures must be approved by the Organization. The Organization does not reimburse for purchases made without an approved Purchase Order. A Purchase Order is considered approved when it encompasses signatures from all Officers. Section 4. Expenses. In order to be reimbursed for an expense, one should complete an expense voucher. The expense voucher should be accompanied by the approved and signed Purchase Order, original receipt for the items, a copy of a statement (such a bank or credit card statement) or a copy of a check. If a statement is used as verification of payment, the credit card number should be blacked-out (not readable). The name should be readable. Section 5. In the event of non-compliance to said standards, the violator may be held personally liable for payment of such expenditure including but not limited to retribution payments. The Organization reserves the right to withhold payment in part or in whole of unapproved expenditure. 9 P a g e

Section 6. It is the responsibility of the Cherokee High School Dugout Club to have an ending balance of no less than $1,000 in its account at closing of the fiscal year. The balance can be revised and/or amended by a majority vote of the Board. Section 7. All fiscal records shall be maintained by the Treasurer and under the advisement of a Licensed CPA and should be transparent and audited by an outside source at least once a year. Section 8. In the event of dissolution, all monies and/or equipment belonging to the Organization shall be donated to a charitable Organization determined by the Board. Refer to the section entitled Introduction to learn more. Section 9. All monies received shall be deposited by the Treasurer into the Organization banking account the first three business days of receipt. ARTICLE XII. GRIEVANCES AND/OR COMPLAINTS Section 1. The Board shall decide all participation grievances and/or complaints, after investigation in order that adequate records of such issues are maintained. All interpretations of the By-laws shall be in writing and shall be provided to the Board. Section 2. The President shall immediately call a meeting with the Board which shall act as a grievance committee and act as the chairman of the grievance committee. In the event any Board member that is a party to the grievance, that person shall recues himself/herself from the grievance process. Should the President be a party to a grievance, the Vice-President shall act as the chairman of the grievance committee. Section 3. The Vice-President shall respond to any written complaints or other inquiries in writing in order that adequate records of such issues are maintained. Section 4. Violation of the By-laws, principles of good sportsmanship, or conduct may result in the suspension of privileges for a period of time. Any person suspended by the Board can only be reinstated by the Board. The decisions of the Board are final. Section 5. Oversight/Judiciary Committee. In the event of any alleged improprieties and/or noncompliance to Organization standards by any member, officer or representative of the Organization, a special oversight committee will be established to investigate the validity of such allegation (s) and respond accordingly. The committee will be established by a special vote of the Board and shall limit the number of delegates to three (3) Organization members including any Board member. The subject or subjects of the investigation is/are exempt from serving on the committee. The oversight committee shall be chaired 10 P a g e

and directed by the highest ranking member of the Board. The chairman does not have voting privileges and does count to aforementioned head count. Upon completion of any necessary investigation, a written summary of its findings and the recommended action shall be provided to committee chairman. Any disciplinary actions required must be approved by a majority of the special committee. ARTICLE XIII. PLAYER ELIGIBILITY Candidates for tryouts must reside in the Cherokee High School district and be currently enrolled at Cherokee High School to be eligible to try out. All candidates must be eligible according to GHSA and Cherokee County Athletic guidelines. Candidates must have a current physical on file with the Cherokee County School system for the current year. After tryouts members will be expected to maintain a physical that is dated after April 1st of that year on a Cherokee County form to participate in athletics for the following year. Candidates must have a signed understanding of Constitution form. ARTICLE XIV. PLAYER GRADE REQUIREMENTS In order to tryout a candidate in 10th, 11th, or 12th grade must meet academic eligibility requirements set by GHSA. ARTICLE XV. CONDUCT Conduct is of utmost importance within the program. Improper conduct WILL NOT BE TOLERATED in the CHS Baseball Program. As we strive to promote character and integrity among student athletes, no form of misconduct will misrepresent our team, school, or purpose. Participating as a Cherokee Warrior Baseball Player is a privilege and not a right. Ball players represent the high school and program in the class, at games, and in the community. Be proud of yourself and your school and show the respect each of them deserves. A. DISMISSAL FROM THE TEAM: Any item listed below may be grounds for dismissal from the program. Each individual situation will be dealt with individually and accordingly. Suspension from school Any act that harms the reputation of the school or squad Disrespect to any coach, teacher, administrator, or teammate Smoking, drinking, use or possession of illegal drugs U in conduct on progress report or report card Any criminal act. ARTICLE XVI. PLAYER TRANSPORTATION Transportation to and from baseball games will be by county bus or van or in the instances of games in close proximity car pool in private vehicles. In case of self 11 P a g e

provided transportation, CHS or it s booster club, administrators and Coaches are not liable in the event of a mishap. In cases where school transportation is provided, players will travel together at all times. And may not travel to or leave games with friends, parents, or relatives. This policy is enforced for the safety of all baseball players. There will be very few exceptions to this rule. In the case of an exception, a baseball player may not leave a game with anyone other than an immediate relative for any reason. Not following this procedure is punishable by missing of playing time and may be subject to dismissal from the program as deemed necessary by the coaching staff. ARTICLE XVII. PLAYER ATTENDANCE As a member of the CHS Baseball program this must be your first priority, above all other activities and clubs. It is a huge responsibility. When one person is absent the entire team suffers and this leads to ineffective practice time. The following rules will be enforced. 1. If you intend to work, you MUST schedule your work schedule around all baseball activities. Working is considered an unexcused absence. 2. All appointments such as doctors, dentists, etc. must be scheduled around all baseball activities. Early release and late arrivals to practices and games are unacceptable. 3. You must be present at all practices, games, and other activities designated by the coach. 4. Examples of excused absences are: death in the family, signed doctor s note indicating date and time, written signed parental request which must be submitted and approved by the coach prior to the absence. Any other excuses are at the discretion of the individual coaches and will be addressed on an individual basis. ARTICLE XVIII. PLAYER UNIFORMS All uniforms are the property of Cherokee High School and are to be returned at the end of each season in ACCEPTABLE CONDITION. They must be cleaned and free of damage (as much as possible) when returned. Uniforms will be returned at the end of the season by a date set by the coach. There will be a one-week grace period after the return date. ARTICLE XIX. CAPTAINS Captains will be selected by the coaches each year. They will be held responsible for the phone chain, leading teams during the games, and any other responsibilities the coach deems necessary. All selections will be at the discretion of the head coach. 12 P a g e

ARTICLE XX. WEIGHT TRAINING & CONDITIONING All baseball players will be expected to condition and train inside and outside of practice. In addition, it is recommended all players participate in a Weight Training class at Cherokee High School for at least one semester in the year they participate in the program. This is an effort to reduce the possibility of injuries. Summer conditioning is a privilege offered to all athletes at CHS. It is strongly advised that you participate in summer workouts. ARTICLE XXI. DISMISSAL/QUITTING Any baseball player who is dismissed from the team or quits the team is not permitted to attend the end of the year banquet. Quitting affects the entire squad and will be taken into consideration by the coaches at any future tryouts. ARTICLE XXII. PLAYER SAFETY The safety of all baseball players is of utmost importance. Therefore, policy has been put in place to ensure coaches and team members are acting responsibly in regards to practice and games. In addition, when deemed necessary by a coach, teams may not be allowed to practice or play a game due to surfaces, team injuries, or irresponsible actions by team members. ARTICLE XXIII. DATA PROTECTION POLICY During the registration process personal information such as names, address, phone number (s), email addresses, insurance information, etc. is collected by the Organization. This information is never to be transferred to third parties, either for commercial or non-commercial purposes during the season in play. However, at times the Organization may utilize the information collected to advertise or market information/services on behalf of those strategic partners/sponsors who help the Organization. Moreover, in the spirit of privacy and protection, each e-mail address should always be placed in the bcc field for all organization related e-mail communications. ARTICLE XXIV. REVIEWS These by-laws will be reviewed annually during the period immediately following officer elections. Any proposed changes will be per Article XXV, Amendments. This Article does not prevent review and revisions at other times. ARTICLE XXV. AMENDMENTS Any motion made and, seconded, to amend, revise, change or alter the by-laws generated from the floor during a general assembly shall immediately be tabled 13 P a g e

for Board consideration at its next work session. At that Board work session, the motion shall be reviewed and discussed. Based on the Board s discretion, the motion may or may not be placed on the agenda as a voting item. Proposed amendments to the by-laws of the Organization may be submitted for consideration by any member. Other motions, not generated from the Floor must be submitted in writing to the President for presentation to the membership. Any such proposal shall be presented to the membership, but may be considered for approval by the Board only after 30 days have passed since they were officially presented to the membership at a meeting. Discussions of the proposals are encouraged at the meeting during which they were presented. This discussion may also result in revisions to the proposals for consideration by the Board. 14 P a g e

Signatures*: President Scott Caloway January 27, 2017 Vice President Josh Smith January 27, 2017 Secretary Connie Swanson January 27, 2017 Pam Hager Treasurer January 27, 2017 *Signatures are on file. 15 P a g e