Combs Football Booster Club Bylaws
as of 2-13-15
I. Name and Objective
1.1 Name of Corporation. The name of this corporation shall be The Combs Football Booster Club.
1.2 Object of the Corporation. The Combs Football Booster Club shall exist to support the student athletes and coaches of the Combs High School Football Program. This support shall include facilitate communication between parents and coordinate and conduct fundraisers to enhance the football team.
II. Fiscal Year
2.1 Fiscal Year. The Fiscal year of the Combs Football Booster Club is July 1st to June 30th.
1.1 Dues. In order to obtain membership to the Combs Football Booster Club, dues to the Combs General Booster Club must be paid annually.
1.2 Code of Conduct. All members of the Combs Football Booster Club shall conduct themselves and perform their duties with respect to the ideas and principles of Combs High School. Their performance shall be in accordance with the school regulations and adhere to the guidelines set forth by the AIA. Questions concerning any Football Booster activity should be addressed immediately to the President or any active Board member of the Combs Football Booster Club.
II. Voting Rights
2.1 All members who have paid their dues to the Combs General Booster Club will have voting rights, provided that a quorum exists.
2.2 At a general membership meeting all issues to be voted on shall be decided by a simple majority of those present at the meeting in which the vote takes place.
2.3 During open meetings all action items will be voted on by all members present. Any item that are voted on at executive board meetings will be noted as such in the meeting minutes. These items will be presented during open meetings as informational for all members present.
III. Termination of Membership
3.1 Resignation of Members. Any member may terminate his/her membership at anytime, upon written notification submitted to the President or Board Member of this Corporation. The resignation shall be brought to the Board as a Business item with a motion and acceptance by vote of the Executive Board. The Board shall acknowledge the effective end date.
IV. Transfer of Membership
4.1 Membership of this Corporation is not transferable or assignable
1.1 Regular General Membership Meetings. The Executive Board shall have a general membership meeting, at least four (4) times per fiscal year at a time and a place designated by the Executive Board.
1.2 Place of Meetings. Meetings shall be held at any public place within the Regional governing structure designated by the Board Members.
1.3 Notice of Meetings. All notices of General Membership meetings shall be sent or otherwise provided to all members not less than seven (7) or more than thirty (30) days prior to the date of the meeting. The notice shall specify the date, time, and place of the meeting.
1.4 Quorum Required. Seventy-five percent (75%) of the Executive Board shall constitute a quorum for the transaction of business. If there isn’t a quorum, no items may be voted on and approved.
1.5 Attendance of Meetings. Executive Board members are required to attend seventy-five percent (75%) of all regularly scheduled general membership meetings. If an active member cannot attend a meeting, they need to let the president or Board of Directors know by phone or e-mail that they will not be attending.
II. Meetings of the Board of Directors/Board Members
2.1 Special Meetings and/or Votes. Special meetings may be called at anytime of the month during the entire calendar year.
2.2 Authority to Call. The President, Vice-President, or three (3) Board Members may call a special meeting of the Board for any purpose at anytime.
2.3 Quorum. Seventy-Five percent (75%) of the Executive Board shall constitute a quorum for the transaction of business.
2.4 Attendance of Meetings. All Board members are required to attend seventy-five percent (75%) of all regularly scheduled football meetings and special meetings.
III. Annual Meeting
3.1 Special Meetings. The annual meeting will be conducted in January of each year, unless the Board determines a different time and so notifies all active participating membership thirty days (30) prior to the scheduled annual meeting.
3.2 Purpose of Annual Meeting. The primary purpose of the annual meeting is to conduct elections to the Executive Board.
3.3 Meeting Agenda. The President will conduct this meeting.
I. Executive Board
1.1 Board Membership. The executive board shall be made up of four (4) positions and are as follows: President, Vice President, Secretary, Treasurer, and up to five (5) board members.
II. Compensation of Board
2.1 Board Compensation. The Executive Board shall not receive any compensation for their services. However the board members may be reimbursed for all expenses incurred as required by the Board to perform their duty with proper evidence of monies expended (i.e. receipts for payment made)
III. Vacancies on the Board
3.1 Vacancies. Whenever a vacancy exists on the Board, it may be filled without undue delay by a majority vote of the remaining members of the Board at any scheduled meeting. The person so chosen shall hold office for the duration of the existing term or until his/her successor has been duly elected.
3.1.a The Executive Board will accept applications or nominations at the first scheduled general membership meeting after a seat is vacated
3.1.b The Executive Board will review applications and nominations at a special meeting and will appoint one of the applicants or nominees. The appointee will be contacted to confirm acceptance of the position and announcement of appointment will occur at the next scheduled general membership meeting.
3.1.c Appointee will fill any appointed position until the next scheduled election for that seat or position
3.2 In the event of a vacancy of the President, the Vice President shall assume responsibilities for up to ninety (90) days without board action.
I. Term of Office/Vacancies
1.1 Elections. Offices for the executive board(President, Vice President, Treasurer, and Secretary) shall be held for two-year terms. All board member seats will be numbered, beginning with the President designated as seat one, Vice President designated as seat two, Treasurer designated as seat three, and Secretary designated as seat four.
1.2 The election of the President and Treasurer and other odd numbered board member seats will occur on odd numbered years.
1.3 The election of the Vice President and Secretary and other even numbered board members seats will occur on even numbered years.
1.4 Any position vacated during a board members term will be filled per Article 4, Section III.
II. Timing of Nominations,Elections, and Assumption of Office
2.1 The notification of open offices and nominations shall be conducted no earlier than November and nominations shall be received by or at the January general membership meeting. The election shall take place at the annual general membership meeting held in January. The ballots will be made available at the beginning of the meeting and collected fifteen(15) minutes after the call to order of the meeting. Ballots shall be counted and the results will be announced as the last order of business prior to adjournment of the meeting. Newly elected officers will assume their official capacities on the first day of February.
2.2 There shall be no absentee ballots for the election of the Executive Board members.
2.3 There shall be no “write-in” ballots for the election of the Executive Board members.
2.4 Only active and participating members will be allowed to vote for elected positions.
The Board of Directors shall give a bond of faithful discharge of his/her duties in such sum and with such surety or sureties as the Board of Directors shall determine.
The President shall be the principal executive officer of the corporation and shall, in general, supervise all of the business and affairs of the corporation. He/She shall preside at all meetings. He/She shall be the point of contact for all official business with the general booster club. All officers shall report to the president.
II. Vice President
In the absence of the president, or in the event of his/her inability to act, the Vice President shall perform duties of the president, and when so acting, shall have all the powers of and be subject all the restrictions upon the president. The Vice president shall perform such other duties as from time to time may be assigned to him/her by the president or by the executive board.
The Treasurer shall have charge and custody, and be responsible for depositing all funds in a timely manner. He/She shall receive and give receipts for monies due and payable from any source and deposit all such monies in the name of the corporation in such banks. The Treasurer shall communicate on a regular basis with the Combs General Booster Club Treasurer to reconcile expenses and turn in receipts, etc. The Treasurer shall perform all duties incidental to the office of the treasurer and such other duties as from time to time may be assigned to him/her by the president or by the executive board. The treasurer shall also provide monthly ledgers and bank statements to the President for approval, prior to the Executive board receiving them at their monthly meetings. The Treasurer shall be responsible for documenting statements, financial, income, expense statements, and annual reports, annually for the corporation.
The Secretary shall keep the minutes of the meetings and provide the minutes to the President for approval prior to the minutes being distributed to the Executive Board. He/She shall be responsible for all notices duly given in accordance with the provisions of these By-laws or as required by law. The Secretary shall be the custodian of corporate records. He/She shall keep a registar of the addresses of each member; and in general, perform all duties incidental to the office of the secretary and such other duties as from time to time may be assigned to him/her by the President or the board of directors.
I. Committee Formation
The Board of Directors may create committees as needed, such as fundraising, public relations, data collection, etc. The Board Chair appoints all committee chairs.
1.1 The Committee Chair shall coordinate, organize, and mobilize the parents involved in the respective committee in an effort to achieve the objectives of the Booster Club.
I. Disbursement of monies
The Combs Football Booster Club’s monies will be deposited into the Combs General Booster Club account under a sub-account heading of “Football Boosters”
1.1 The Combs Football Booster account will supplement the athletic budget of Combs Football. Funds raised by the Booster Club are limited and often not sufficient to satisfy legitimate needs. It will be necessary for the individual coaches to first approach the Athletic Director with their request. The Head Varsity Coach will submit all requests for funding to the football booster club board for consideration. In order for the board to approve expenditures, requests must be submitted no later than five(5) business days prior to the needed date of funds.
1.2 All Booster Club fund requests must be approved by a simple majority vote of the football booster board.
The Executive board may accept on behalf of the corporation contributions, donations, bequests, or devise for the general/special purpose of the corporation, and shall become the sole property of the corporation.
I. Amendments of the By-Laws
These By-laws may be altered, amended, or repealed, and new By-laws may be adopted by a majority vote of the Board of Directors present at any regular or special meeting, if at least three(3) days written notice is given of intent to alter, amend, repeal, or to adopt new By-laws at such meeting.
The By-laws of the Combs Football Booster Club may also be amended by a unanimous vote of the Corporation necessary to be counted in the establishment of a quorum.
The Combs Football Booster Club may only be dissolved by a two-thirds majority vote of members in attendance at a special meeting specifically called to consider and vote on dissolution, after all members have been given a fair and reasonable advance notice of such a special meeting. In the event of a vote in favor of dissolution, any funds remaining after all obligations have been satisfied shall be donated to the Combs General Booster account.
Adopted , signed, and approved by the Executive Board of Combs Football Booster Club on February 13, 2015.
Jennifer Loggins, Booster Club President
Chris Shaw, Booster Club Vice President
James Loggins, Booster Club Secretary
Jorgi Anderson, Booster Club Treasurer