Proposed Bylaws
February 7, February 12 and February 21, 2007 the Ad Hoc Committee for the LHS Touchdown Football Booster Club met to formulate new bylaws for the Touchdown Club. Boosters listed below participated in the discussions and elected the indicated leadership to complete the proposed bylaws. Anyone interested is welcome to review the work of the Ad Hoc Committee, we welcome your input.
Ad Hoc Committee for the LHS Touchdown Football Club
Faguial Ball
Jamal Bender
Rick Burson
Richard Green, Chair
Kim Hosey
Barbara Jenkins
Jacquil Owens
Dorothy Porter
Pamela Samson, Secretary
Amelia Smith
Susan Vincent
Michael Wilson, Jr.
March 6, 2007, at 6:00PM, the Ad Hoc Committee will meet in the Laurel High Library with any and all interested boosters and friends of the LHS Tornado Football team to answer questions and discuss the process whereby we wrote these bylaws.
March 27, 2007, at 6:00PM, the LHS Touchdown Club will meet (also in the Laurel High Library) for it's First Official Meeting of the year to vote on the Proposed Bylaws and kickoff our Spring Football Preparations.
PROPOSED BYLAWS:
LHS TOUCHDOWN FOOTBALL
BOOSTER CLUB BYLAWS
ARTICLE I - NAME
Section1. The name of this association shall be the LHS Touchdown Football Booster Club, with headquarters in the State of Mississippi. The place in this state where the principal office of the Association is to be located is the City of Laurel in Jones County.
Section 2. Said association is organized exclusively for charitable, and educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
Section 3. No part of the earnings of the association shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the association shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purpose set forth in Section 2 hereof. No substantial part of the activities of the association shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the association shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office. Notwithstanding any other provision of these sections, the association shall not carry on any other activities not permitted to be carried on (a) by an association exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or (b) by an association contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
Section 4. Upon the dissolution of the association, assets shall be distributed for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code, or the 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 so disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the association 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.
In witness whereof, we have hereunto subscribed our names this 28th day of February 2007.
ARTICLE II - MISSION
The Mission Statement of the Booster Club is:
The LHS Touchdown Football Booster Club is a group of parents/supporters, dedicated to improving the football experience for all players in the Laurel, Mississippi School District football program. We will support the needs of the coaches and players to the best of our ability through forward planning, volunteerism, fund raising, and exuberant support.
ARTICLE III - OBJECTIVES OF THE CLUB
The objectives of this club shall be:
Section 1. To promote, improve, and support the Laurel High School football program by any suitable method or media.
Section 2. To increase parent and community involvement in the Laurel High School football program.
Section 3. To solicit, collect, receive, acquire, hold, and invest money and property, both real and personal including money and property received by gift, contribution, bequest, or device; to sell and convert property, both real and personal, into real cash, and to use the funds of this organization and the proceeds, income, rents, issues, and profits derived from any property of this organization for any purposes for which this organization is formed, not to conflict with Mississippi High School Activities Association (MHSAA).
Section 4. To do all things necessary, expedient, or appropriate to the accomplishment of any of the objectives and purposes for which this club is formed.
Section 5. The booster club shall not interfere with the coaches, athletic department, or staff.
ARTICLE IV - MEMBERSHIP
Section 1. Membership in this association shall be open to all individuals who choose to participate. Active membership shall consist of dues paying members and honorary members who are interested in upholding the mission of the Booster Club. Each booster club membership grants the member up to a maximum of 1 vote for adults over the age of 18. An immediate family, which is defined as those blood relations living in the same household, may own as many 5 memberships, but no more than 5.
Section 2. All memberships will be maintained for 12 months beginning February 1 and ending January 31.
Section 3. The Executive Board shall determine the annual membership fee. Delinquent members may regain active status by payment of the current year’s dues.
Section 4. Members, paid and/or honorary, 18 years of age and older shall have the privilege of the floor at meetings of the Booster Club, the privilege of voting, the privilege of holding office, and serving as a committee chair.
Section 5. A majority vote at a regular meeting of the Booster Club may revoke the membership rights of a member for violation of rules or inappropriate behavior that is not consistent with the mission of the booster club. A hearing of the offending member before the Executive Board must precede such a vote of revocation. Following the hearing a waiting period of a minimum of 21 days must ensue prior to the regular meeting wherein the revocation vote takes place. In said meeting, the offending member shall be given a maximum of 15 minutes to speak to the motion of the Executive Board. Immediately following the presentation of the offending member, the Executive Board will have a maximum of 15 minutes to respond. Immediately following the response of the Executive Board a secret ballot vote of the entire Booster Club present will be taken on the motion to revoke. The offending member, or his representative may observe the vote count. The member has the right to appeal the ruling by a two-thirds vote of the membership if they so choose. If a membership is revoked, the offending member’s dues will not be refunded. If the offending member wishes to rejoin the Booster Club, he may petition the Executive Board for membership no sooner than 12 months following the vote of revocation.
ARTICLE V - OFFICERS
Section 1. The officers of the Booster Club shall consist of a President, Vice President, Treasurer, Secretary, and Parliamentarian. Only one person may occupy any position.
Section 2. The term of office shall be one year commencing February 1.
Section 3. No person shall be elected to the office of President for more than two consecutive terms.
Section 4. Any officer of the Booster Club must be a member the Booster Club. No current member of the coaching staff can be elected to an officer position, which would include President, Vice-President, Secretary, Treasurer or Parliamentarian.
ARTICLE VI - DUTIES OF OFFICERS
Section 1. President – The president shall preside at all meetings of the Booster Club and all meetings of the executive board, act as the principal executive officer of the Booster Club and enter into agreements in the name of the Booster Club that have the authorization of the members.
Section 2. Vice President – The vice president shall perform the duties assigned by the president. In the absence of the president, the vice-president shall assume the duties of the president.
Section 3. Secretary – The secretary shall take charge of all papers of the Booster Club, shall keep a record of all members of the Booster Club, and shall inform the membership of the affairs of the Booster Club; shall attend to all necessary correspondence to carry out the business of the Booster Club; and take minutes of all meetings and distribute to the membership at the following meeting(s).
Section 4. Treasurer – The treasurer shall take charge of all financial records of the Booster Club and shall receive and disburse the funds of the Booster Club. The treasurer shall prepare the Booster Club’s financial statements and shall, at the beginning of the Booster Club year (Feb 1- January 31), prepare a budget for the Booster Club along with the executive board. A Treasurer’s report setting forth all expenses and income shall be provided in writing to all members at all Booster Club meetings or a minimum of once per month at the first meeting of the month. The treasurer shall assist in the preparation of year end tax return requirements when necessary.
Section 5. Parliamentarian – The Parliamentarian shall advise the president and all Executive Board members, committees, and members on the matters of parliamentary procedure. The parliamentarian’s role during a meeting is purely an advisory and consultative one – since parliamentary law gives to the chair alone the power to rule on questions of order or to answer parliamentary inquiries. Robert’s Rules of Order will govern all Booster Club business/meetings.
Section 6. In the event of a permanent absence of the secretary or treasurer, the president – or his or her appointed delegate – shall take charge of the monies, papers, and other properties and shall assume the responsibilities of the office until such time as a new secretary or treasurer is duly elected and installed into the office.
Section 7. In the event of a permanent vacancy in the office of president, the vice president shall assume the office of President. In the event of a permanent vacancy in the office of vice president, secretary, or treasurer, the Executive Board shall elect a replacement for the remainder of the term.
Section 8. Officers and committee members shall serve without compensation, but shall be entitled to reimbursement for actual expenses incurred in performing their responsibilities of the Booster Club excluding travel, meals, or other personal expenses. Either the president or vice president shall approve all expenses.
Section 9. An officer may be removed from office for cause upon vote of two-thirds of the total membership of the Booster Club.
Section 10. Maintenance and Inspection of Records:
The articles of incorporation, bylaws, accounting books, records, minutes of proceedings of the booster club and committee(s) of the booster club shall be kept at such place or places as designated by the executive board, or, in absence of such designation, at the principal executive office of the association. Minutes shall be kept in written or typed form and other books and records shall be kept in either written form or any other form capable of being converted into written form. Every officer shall have the absolute right at any reasonable time to inspect all books, records, and documents of every kind and the physical properties of the Booster Club for a reason reasonably related to his/her interests as an officer.
ARTICLE VII - EXECUTIVE BOARD
Section 1. The Executive Board shall consist of the officers, three current members of the Booster Club, and the head varsity football coach or a coach designated by the head football coach.
Section 2. The Executive Board shall have complete control and management of the affairs, funds, and property of the Booster Club.
Section 3. A simple majority of the Executive Board attending meetings shall constitute a quorum. Regardless of the number of offices and chairmanships held, no person shall have more than one vote on the Executive Board.
ARTICLE VIII - STANDING COMMITTEES
Section 1. The president shall appoint with the approval of the Executive Board all committee chairs. In the event of a vacancy in the chairmanship of a standing committee, the president shall appoint a replacement with the approval of the Executive Board.
Section 2. There may be the following standing committees:
a. Membership Committee
b. Public Relations Committee
c. Program Committee
d. Banquet Committee
e. Breakfast/Dinner Committee
f. Fund Raising Committee
g. Communication Committee
h. Coach/Team Support Committee
i. Equipment and/or Purchasing Liaison Committee
j. Freshman Parent Welcome/Orientation Committee
k. Scholarship Committee
Additional committees may be added by vote of the Executive Board.
Section 3. Duties of Standing Committees:
a. Membership Committee - To initiate and coordinate efforts to increase the membership and maintain contact with current members.
b. Public Relations Committee - To promote and publicize the Booster Club and football teams.
c. Program Committee - To develop the annual team program including all aspects of ad selling, design, printing, and distribution/sales.
d. Banquet Committee - Coordinate all year-end banquets for all teams including the kickoff banquet.
e. Breakfast/Dinner Committee - Coordinate all team breakfasts and dinners.
f. Fund Raising Committee: Coordinate all fund raising activities outside of the Program Committee with the approval of Administration.
g. Communications Committee: Develop and update annually a team handbook outlining all team activities, schedules, and pertinent information to the team members and parents. Maintain a website to insure frequent communication that is accessible to all members.
h. Coach/Team Support Committee: - Provide support to the coaches at all levels for the purposes of collecting statistics, play-by-play documentation, etc. Interact with coaches to determine how the booster club can support team needs for players. Develop and provide information for off-season personal training and nutrition programs for the players.
i. Equipment and/or Purchasing Liaison Committee - Provide support and information to coaching staff regarding equipment needs and requirements for the player’s safety.
j. Freshman Parent Welcome/Orientation Committee - Provide support and information to new freshman parents. This may include distributing the Team Handbook and handling any questions or concerns the new parents may have. If needed, a separate Welcome/Orientation gathering may be held at the discretion of the committee.
k. Scholarship Committee – To develop and recommend the number and dollar amounts of annual Booster Club scholarships available including the criteria to obtain scholarship(s).
ARTICLE IX - SPECIAL COMMITTEES
Section 1. There shall be the following special committees to be appointed by the president each year:
a. Nominating Committee - No member of this committee may, at the time of appointment, hold office in the Booster Club.
b. Review Committee
Section 2. Duties of Special Committees:
a. Nominating Committee - The Nominating Committee of (5) five members, shall be appointed by the President for the purpose select nominees for each office and distribute names of the slate of nominees for the Executive Board to the membership the Tuesday following the last football game of the season.
b. Review Committee - To consider additions and amendments to the bylaws and insure compliance to it. The committee shall also review the financial records prepared by the treasurer and report on the same to membership. To initiate and oversee an independent audit of the Booster Club financial records, which would take place each time there is a new treasurer. Audit frequency shall be annual. The accounts to be audited include all accounts to which any deposits are made to, or disbursements are made from using funds generated by the Booster Club or granted to the Booster Club from outside entities such as the school, school district, private donations, etc.
Section 3. The president shall be empowered to appoint other committees, which, in his or her judgment, would appear to assist the Booster Club in realizing its objectives.
ARTICLE X - MEETINGS
Section 1. The president shall work with the Executive Board to build a schedule of meetings for the year. The schedule will include when meetings will begin for the coming football year. Typically the Booster Club will meet every Tuesday during the football year at a regular location.
Section 2. Special meetings with the coaching staff will be coordinated with the Booster Club to ensure all members are informed of the meeting purpose, time and place.
Section 3. The Executive Board will have the ability to meet independently outside of the normal Booster Club meeting schedule.
Section 4. Members can call for a special meeting of the Booster Club by submitting their interest and purpose for the meeting to any member of the Executive Board. The Executive Board must approve the decision for a special meeting.
ARTICLE XI - ELECTIONS
Section 1. During the regularly scheduled Booster Club Meeting on the first Tuesday following the last football game of the season the Nominating Committee will present to the membership officer candidates for each position for the coming year. Any member-in-good-standing may make additional nominations from the floor at this meeting.
Section 2. During the regularly scheduled Booster Club Meeting on the second Tuesday following the last football game of the season the officer candidates presented by the Nominating Committee and any nominations taken from the floor will each be given 5 minutes to speak to the membership about their qualifications and will then be voted on by secret ballot by the membership. The secretary and treasurer will count the ballots and report the results to the membership.
Section 3. Beginning the third meeting following the last football game of the season, the newly elected officers will work alongside the current officers until they assume the full responsibility of their new positions beginning February 1. If no meeting occurs prior to February 1, the newly elected officers will perform their duties as elected. The newly elected officers will immediately be given access to all information available to the current officers.
ARTICLE XII – FINANCES
Section 1. The Treasurer shall be the custodian of the association’s funds. The Treasurer shall deposit the funds in such banking institution as the Executive Board shall authorize, and the account(s) shall be in the association’s name. Checks shall require two (2) signatures with the President or designate Treasurer, and a third Executive Board member, as authorized signatures on the account(s). The treasurer shall be bonded.
Section 2. The Executive Board shall prepare a budget for the operating year for approval prior to the August regular meeting. Expenditures in excess of the approved budget shall be authorized by the association at the next regular meeting or at any time by the Executive Board. The Executive Board shall have sole authority for the administration and execution of the budget upon approval of the budget by the membership. No revenues or expenses of the LHS Touchdown Football Booster Club will inure to the benefit of any individual member of the LHS Touchdown Football Booster Club. The President shall approve emergency expenses. Such emergency expenditures shall be limited to a maximum of $200.00, with the aggregate of said expenses not to exceed $1,000.00 between meetings.
Section 3. A Review Committee (2 persons plus the incoming Treasurer) shall be appointed by the President whose duty it shall be to audit the LHS Touchdown Football Booster Club’s banking accounts. The timing of these audits is discussed in Article IX Section 2b.
ARTICLE XIII - Elimination of Certain Liability of Officers
An officer of the Booster Club shall not be personally liable to the Booster Club or its members for monetary damages for a breach of fiduciary duty as an officer, except for liability:
a. For any breach of the officer’s duty of loyalty to the Booster Club or it’s members;
b. For acts of omissions not in good faith or that involve intentional misconduct or knowing violation of the law;
c. For any transaction from which the officer derived an improper personal benefit.
ARTICLE XIV - AMENDMENTS
These by-laws may be amended by a 2/3 vote of the total active members at a regular meeting of the Booster Club. All proposed amendments are to be submitted first to the Review Committee for its recommendation and shall be submitted to the membership at the meeting preceding the meeting at which they are voted upon. Such amendments as voted under this process shall have immediate effect unless otherwise specified. The secretary shall provide printed copies to the membership.
