CENTRAL BAPTIST SCHOOL

ATHLETIC BOOSTER CLUB

BY-LAWS

 

ARTICLE I - NAME

 

The name of this organization shall be the Central Baptist School Athletic Booster Club, herein referred to as the "Club".

 

ARTICLE II – PURPOSE

 

The purpose of the Club is to promote the interest of the total athletic program at Central Baptist School, herein referred to as “CBS”, by providing support through spiritual, physical and financial assistance to the CBS Athletic Department.

 

We believe that athletics are an important vehicle for the physical, emotional, social, academic, and spiritual growth of our student athletes as well as the student body as a whole. We will support CBS in developing a quality athletic environment that always reflects a Christ-like attitude. The Club will assist CBS in meeting identified Athletic Department needs, organizing fundraising efforts for Athletic Department programs, and promoting athletic events. The Club will serve as a resource for the Athletic Director, coaching staffs, administration, and our student athletes. This implies a commitment of time, energy, and talent toward the development and maintenance of excellence not only in the Athletic program but also in the overall ministry of CBS.

 

The Club shall receive contributions for the Athletic Department and then coordinate purchases of needed equipment and supplies with the Athletic Director. We shall otherwise promote and advance the CBS athletic programs in any way that will enhance the general operations of the department and CBS. Furthermore, no officer or member shall use this Club as a means of furthering any personal, political or other aspirations, nor shall the Club as a whole take part in any movement not in keeping with the real purpose of the Club or CBS.

 

The Club is under the authority of CBS Administration and Board of Directors. The Club revenues and expenses are reported to the CBS Athletic Department. Bi-monthly meeting minutes are provided to the CBS School Administrator and Athletic Director.

 

ARTICLE III - MEMBERSHIP AND DUES

 

Membership shall be open to any adult person (18 years and older) or business in the community who is interested in promoting the purpose of the Club. Membership is based on fiscal year (June 1 to May 31) of the Club. The Club admits and encourages students and parents of any race, color, national origin and ethnic origin to all the rights, privileges, programs, and activities available at CBS. The purposes of the dues are to support and finance the CBS athletic program. The Executive Committee shall determine membership dues annually. Club members who have paid their annual membership dues will have voting rights on all appropriate Club matters. The Athletic Director and any head coach shall be exempt from payment of the annual dues. The amount of membership dues will be determined each year at the annual meeting.

 

ARTICLE IV - EXECUTIVE COMMITTEE

 

The Executive Committee shall consist of the Administrator, Athletic Director, President, Vice-President, Treasurer and Secretary. The Executive Committee is the final decision making body of the Club. The Executive Committee shall have the power to transact business as is necessary between meetings of the Club. The Executive Committee shall be responsible for the execution of Club policies. All major problems shall be first considered and shaped by the standing committee(s) and subsequently submitted to the Executive Committee. The Executive Committee may, for good cause, declare any office vacant, upon two-thirds vote of the entire board. Other Executive Committee responsibilities include:

                        authorize expenditures;

                        conduct special meetings, when called by the President, or by written request of five (5) have

                             members of the Club in good standing; and

                        the power to overrule or modify the action of any single officer of the Club.

                        attend regular committee and general meetings

Any decision or action of the executive committee that is considered questionable may be brought before the school board by the Administrator for discussion and vote. If the school board votes a measure down, the Administrator shall have veto power over the executive committee.

 

All Executive Committee members as listed have one (1) vote.

 

ARTICLE V - OFFICERS

 

The officers of this Club shall be the President, Vice President, Secretary and Treasurer. A vacancy in such office caused by death or disability, resignation or removal, may be filled by other Club members as appointed by the President and approved by the Executive Committee for the unexpired portion of the term. The President may also appoint another member of the Club to fill the unexpired term of the officer, subject to Executive Committee approval.

 

A Club Officer may be removed from office for cause (see examples below). If appropriate, a reprimand may be issued first with removal being the final option. Removal for cause shall require the affirmative vote of a majority of all Club Officers then in office, Athletic Director, and CBS Administrator. A Club Officer subject to removal for cause shall receive notice, via registered mail accompanied by notice of the time and place of the meeting at which the charges are to be considered, of the reasons for removal at least thirty days (30) days prior to the vote on removal. The Club Officer, subject to dismissal, shall be afforded an opportunity to show why he or she should not be removed.

 

Removal for cause may include, but are not limited to the following:

                        Repeated, unexcused failures to attend monthly Club meetings and Executive Committee                 

                                     meetings

                        Violation of Club Bylaws

                        Mismanagement of Club finances

                        Any violation of lawful rule, practice, or procedure adopted by the Club or other conduct deemed to be prejudicial to the best interest of the Club or CBS.

 

ARTICLE VI - ELECTIONS

 

The Officers of this Club shall be elected at the May meeting. The President shall appoint a nominating committee at the January meeting whose purpose will be proposing the names of candidates for the various club officers. The nominating committee shall report and recommend candidates at the March meeting. At the March meeting nominations may also be received from the floor. All officers shall be elected annually. The officers shall take office at the beginning of June and shall hold office for a period of one (1) year.

 

ARTICLE VII - DUTIES AND RESPONSIBILITIES OF EXECUTIVE COMMITTEE MEMBERS

 

 

PRESIDENT

The President shall be the chief executive officer of the Club. The President shall preside at all meetings and shall be the chairperson of the Club. This position shall issue the call for special board meetings, obtain the date, time, and place of all bi-monthly meetings from the Executive Committee and have this information made available to all membership. The President shall also appoint special committees as needed and set the term of their existence (not to exceed one year), and act as an ex officio member of ALL committees. The President shall call for regular bi-monthly committee reports and shall see that regular elections are held. This position will also act as a liaison between the Club and other committees at the school.

 

The President shall serve on the Executive Committee as a voting member. The outgoing President is encouraged to facilitate new Club officers in an orderly transition from year to year.

 

If any other office becomes vacant the President shall appoint a member to fill the unexpired term subject Executive Committee approval.

 

If for any reason the office of President shall become vacant the Vice President shall succeed in office.

 

VICE PRESIDENT

The Vice President shall succeed the President in the event that the office becomes vacant or shall act in place of the President in case of absence. If the Vice President becomes President the first act shall be to appoint a new Vice President and submit to the Executive Committee for approval.

 

The Vice President shall, based on estimated funds available and anticipated needs, prepare a proposed budget for the fiscal year. This budget must be approved by the Executive Committee and the general membership.

 

The Vice President(s) shall serve on the Executive Committee as a voting member(s).

 

TREASURER

The Club Treasurer will handle the finances of the Club. This role has a reporting responsibility to the CBS Administrator. The Treasurer shall serve as the co-signer on Club expenditures along with the Athletic Director.

 

The Treasurer shall provide Club financial reports for bi-monthly Club meetings and Executive Committee meetings. Income and expenditure reports should be included in the bi-monthly Club meeting minutes. The Treasurer, in coordination with the CBS Administrator, will conduct an annual audit and report findings.

 

All financial accounting and expenditure practices shall conform to those established under the CBS Administration policies. Two cosigners are required for all disbursements. Cosigners must include one (1) Club officer and either the Athletic Director or the School Administrator.

 

The Treasurer shall serve on the Executive Committee as a voting member.

 

SECRETARY

 

The Secretary will be responsible for taking the minutes at regular and executive meetings of the Club. This position is responsible for supplying a copy of previous meeting minutes at all regular and Executive Committee meetings.

The Secretary shall serve on the Executive Committee as a voting member.

 

ATHLETIC DIRECTOR

 

The Athletic Director will be a member of the Executive Committee and will work with the Club and its committees to insure all proper school procedures are followed. This position will serve, along with the Executive Committee, to promote what is in the best interest of the Athletic Department and the school. The Athletic Director is responsible for supplying the Club with a list of needs for the Athletic Department and determining the priority of such needs. This position will work with Treasurer (Club and CBS) to handle the expenses incurred and the finances needed by the Athletic Department. The Athletic Director will provide schedules for all teams. In addition, this position will work with the appropriate committee concerning sports awards banquets.

 

The Athletic Director shall serve on the Executive Committee as a voting member.

 

ARTICLE VIII - COMMITTEES

 

There shall be such committees created by the President or the Executive Committee as deemed necessary by the President of Executive Committee to properly execute all of the Clubs programs and activities. Some committees may be standing committees and others may be appointed for one-time needs. All one-time and standing committees and their respective chairpersons must be approved by the Executive Committee. Committee chairpersons must be active Club members.

.

GENERAL DUTIES AND RESPONSIBILITIES FOR ALL COMMITTEES

 

                        Prepare annual revenue goals and expense budgets. This should be supported by a detailed

                               list of planned committee activities, events, and expenditures.

                        Submit monthly revenue and expense reports to the Treasurer.

                        Recruit Club members to become proactive participants on your committee.

                        Provide committee activity reports at the Club Meeting.

                        Provide support to other Club committees and CBS operations as appropriate.

                        Coordinate events and activities with other Club committees and CBS officials as

                               appropriate.

                        Help promote Club membership and CBS school activity participation.

                        Standing committee chairperson role is for a 1 year term. Standing Committee positions will                

                                not automatically renew but will be re-nominated and re-approved by the Executive

                                Committee

                         

AWARDS BANQUET COMMITTEE

 

This committee is responsible for the awards banquets. The committee shall work with the Athletic Director on date and time of the event. This committee is responsible for providing invitations to all student athletes involved in current season and responsible for providing appropriate refreshments. In addition, the committee will be responsible for coordinating coaches gifts and trophies.

 

FACILITIES COMMITTEE

This committee shall work in conjunction with the Athletic Director to assist in exploring and recommending needs relative to facility expansion and improvements and shall assist in determining the best method to meet these needs.

FUND RAISING COMMITTEE

 

This committee is responsible for all fund raising activities. Sub-committees will be created for specific fund raising activities defined below such as merchandise, signage sponsorship, concessions and membership drives. The money resulting from other special activities may be earmarked for a specific team or a specific event as long as the Executive Committee approves in advance. All fund raising activities proposed by this committee must be approved by the Executive Committee and the School Administrator. This committee will gather information from all Fund Raising Sub-Committees and report results back to the Executive Committee at each bi-monthly meeting.

 

MERCHANDISE SUB-COMMITTEE

 

This committee is responsible for ordering CBS approved clothing, spirit wear and other apparel and miscellaneous Swordsmen items. They will coordinate the purchasing and sales of merchandise (ex: t-shirts, sweatshirts, etc.) throughout the school year. The committee will provide spirit items for sale at athletic and other Club events. Responsibilities include establishing pricing, procurement, and revenue collection policies and practices. Pricing levels need to be set in accordance with Executive Committee approved and must meet cost plus profitability objectives. The committee is also responsible for providing for secure inventory storage. The committee will submit bi-monthly inventory records validated against sales disbursements to the Treasurer (Club and CBS).

 

CONCESSIONS SUB-COMMITTEE

This committee shall be responsible for the development and maintenance of the programs concerning the Club handling of concessions at home events. Because the chair of this committee requires specialized knowledge and abilities, as well as a significant time commitment, the Concessions Committee may be chaired by two co-chairs.

SIGNS/SPONSORSHIP SUB-COMMITTEE

 

This committee will establish and maintain CBS approved sign policy including establishing sign designs and formats to be used for posting in and around athletic facilities. It will also establish sign price rates and review annually with Executive Committee. The committee will work with other committees to solicit sign sales. In addition, the committee will be responsible for maintaining signage areas to allow sign visibility. Any grounds clearing and maintenance will be cleared with the CBS Administrator. Also, the committee will be responsible for the selling of advertisements for the game programs and the creation of those programs.

 

MEMBERSHIP SUB-COMMITTEE

 

Maintain Club membership database with name, address, phone numbers, and email addresses. Keep accurate membership records. Promote membership, collect membership dues, record membership and distribute membership cards. Work with Executive Committee to set membership rates and levels. Coordinate membership benefits with other committees as appropriate (i.e. concessions, advertising, signs, spirit wear, etc.).

 

 

ARTICLE IX - MEETINGS

 

The Executive Committee shall meet monthly at a time and place designated by the President. Special Executive Committee meetings may be called at the discretion of the President. Special meetings require that all Executive Committee members must be given (48) hours notice prior to meeting taking place. Additional Club meeting policies:

 

1. Full Club meetings will be held bi-monthly and the schedule shall be determined by the Club annually. The Executive Committee will meet prior to the regular meeting.

 

2. The meeting during the month of May shall be termed the annual meeting. This meeting shall serve as the time for the annual election of officers.

 

3. Four months prior to the annual meeting, the President shall appoint a nominating committee who shall present, at the next meeting, a slate of nominees for the various positions for the ensuing year. Other names may be presented from the floor.

 

4. The date or time of a meeting may be modified if a conflict is found. Such a decision shall be made at the previous month’s meeting. Special meetings shall be held on the call of the President, or by the Executive Committee.

 

 

ARTICLE X – REQUISITION OF FUNDS

 

Each sport shall be entitled to submit a requisition for funds for a specified purpose benefitting the particular sport or the general CBS athletic program as a whole. All requisitions for funds submitted to the Club shall be presented in writing on such forms as may be established from time to time by the Club.

 

Fund requisitions shall be submitted to the Secretary and approved by the President for placement on the agenda at least one week prior to the meeting at which the requisition is first presented. A verbal presentation shall be made at the meeting by the specific Sport Representative or by the Athletic Director, during which the nature, purpose, goal(s), amount, and other details relating to the requisition shall be explained to the membership. The membership will have the opportunity to ask questions in regards to the requisition. Unless the request is deemed to be an emergency, no action will be taken at the meeting at which it is presented. The request will then be added to the agenda of the following meeting and a vote will be taken. The vote may approve, deny or approve with modifications. Rapid needs will be identified as such and approved for quicker decision by the Executive Committee.

 

Factors to be considered by the Club in regard to any requisition of funds include, but shall not be limited to:

a.       The Club’s yearly budget and current financial condition

b.      Participation by the particular sport in the fundraising and other membership activities of the Club

c.       The amount of any funds contributed by the particular sport toward the total cost of the requested item

d.      The amount and frequency of previous requisitions from the particular sport in relation to other sports

e.       The compatibility of the requested item(s) with the mission, bylaws and policies of the Club

 

Funds shall not be disbursed to the requesting sport until such time as a purchase order or written quote for the approved item(s) has been provided to the Treasurer. Requisitions shall be limited to items proposed to be acquired following approval by the Club, and the Club shall not assume the liability, nor approve the reimbursement of any person or sport, for any items previously purchased or contracted for by the person or sport prior to obtaining the Club’s approval. The requesting sport or the Athletic Director shall provide a status report to the Club at each membership meeting following the approval of the requisition with respect to the completion of the purchase, delivery and installation of any approved item(s), until the Club is satisfied that the terms of the requisition have been fulfilled. The Club may vote to rescind its approval if the requesting sport has not completed the purchase of the approved item(s) in a timely manner or otherwise complied with the spirit, intent or terms of the approval.

In addition to considering specific requisitions for the purchase of equipment and supplies, the Organization may establish and adopt policies for the routine purchase of awards or memorabilia, such as patches, pins, apparel, etc., recognizing outstanding accomplishments on the part of a particular athlete or team including, but not necessarily limited to, participation in the State tournament or playoffs.  The Organization shall work with the Athletic Department and the head coaches in developing the standards to be applied for earning such awards and the procedures to be utilized for their timely purchase and delivery, and such standards and procedures shall be adopted at a general membership meeting and placed in the Organization’s minutes.  The Executive Board shall review and approve all orders before they are placed with the vendor.

 

ARTICLE X - QUORUM

 

With the exception of Executive Committee meetings, at least seven members in good standing shall constitute a quorum of the Club for transaction of business and/or elections.

 

ARTICLE XI – BOOKS, MONIES AND RECORDS

 

All monies of the Club shall be placed under the name of the Club in specified CBS general ledger accounts maintained by the Administration of CBS. Any disbursements from such accounts shall be made by a check, with expenditure approval by the Club President, any one (1) other Club officer, and one (1) of either the Athletic Director or the Administrator of CBS. The Secretary shall keep minutes of the proceedings of the Club and Executive Committee meetings. All books and records of the Club may be inspected by any Club member.

 

ARTICLE XII - FISCAL YEAR

 

The fiscal year of the Club shall be June 1 to May 31.

 

ARTICLE XIII - AMENDMENTS

 

These by-laws may be amended from time to time as may be deemed necessary to accomplish the purpose of the Club by the affirmative vote of a majority of those present at any duly called meeting of the Club provided that notice of the proposed amendment was submitted at a previous regular meeting.

 

This document is a complete and accurate description of the Club.

 

This document has been adopted as a declaration of our purpose on ___November 15, 2010_____by the voting Club membership present at our monthly meetings as well as the following officers of the Club:

 

 

 

________Duane Bell_____________

President

 

 

 

 

_________Jeff Sparks___________

Vice-President

 

 

 

 

________Phil Maness_____________

Treasurer

 

 

 

 

 

_________Renee Tahtinen______________

Secretary

 

 

 

 

 

_____Corey Tahtinen_______

Athletic Director

 

 

 

 

 

___Mr. Russ Holcomb______

Administrator