BYLAWS
BILLY RYAN HIGH SCHOOL STRUTTERS BOOSTER CLUB
Article I
Name and Purpose
Section 1.01. Name: The name of the organization shall be the RHS Strutters Booster Club.
Section 1.02. Purpose: The Booster Club has been created to enhance and support the RHS Strutter Drill Team and its
Directors through financial, physical and emotional means.
Article II
Membership
Section 2.01. Eligibility: Membership is open to any adult member of the Denton ISD community, family of the RHS
Strutters, and Strutter Alumni wishing to support the team and it’s Director. Upon successful completion and approval of
the DISD Volunteer Application, membership will be granted. Membership terms will coincide with the terms for
membership on the Strutter Team. Applications will be provided at the last and first club meetings of the year.
Section 2.02. Annual Dues: No annual membership fee is due.
Section 2.03. Rights of Membership: Only family members or guardians of current Strutters are eligible for voting
membership.
Section 2.04. Duties: Booster Club members are expected to be active both in meeting attendance and in activities of
the team. Members should make themselves available to assist with various responsibilities as needed to aid in the
support of the Strutters such as chaperoning, football/basketball games, fundraisers, special events, transportation and
other volunteer work.
Section 2.05. Code of Ethics: All RHS Strutters Booster Executive Board and Members are expected to conduct
themselves with a high level of ethics at all times. The RHS Strutters Booster Club Code of Ethics (Pages 6-7) must be
acknowledged by all Executive Board Positions and Members. Failure to acknowledge and act in accordance with the
RHS Strutters Booster Club Code of Ethics will result in denial or removal of club membership and benefits.
Section 2.06. Resignation/Termination: Any member may resign at any time by filing a written request with the Booster
Club President. A membership may be suspended or terminated by a vote of the Strutter Executive Board for failure to
comply with the attached Code of Ethics.
Section 2.07. Meetings: Monthly meetings should be attended regularly. Meeting dates are generally the 2nd Tuesday of
every month. All members shall be notified of any change of date to the normal monthly meeting calendar. Booster Club
Members are encouraged to bring new business to any board member for consideration.
Section 2.08. Quorum: The members present at any properly announced meeting shall constitute a quorum.
Section 2.09. Voting: 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.
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BYLAWS
BILLY RYAN HIGH SCHOOL STRUTTERS BOOSTER CLUB
Article III
Authority and Duties of Executive Board
Section 3.01. Role and Positions: The Board is responsible for overall policy and direction of the Booster Club in
accordance to the needs of the Director. The Executive Board will consist of President, Vice President, Secretary, and
Treasurer, as a minimum. The Director is a voting member of the Board as well.
Section 3.02. Elections: New officers and current officers shall be elected or re-elected by the voting members in
attendance at the April/May Booster Club meeting. Officers will be elected by a simple majority of members present at
the meeting. Limit one nomination and one vote per family. Members must be present to vote.
Section 3.03. Election Procedures: A nominator(s) shall be designated by the Board to prepare a ballot for the election
of the following year’s officers. Names of prospective officers shall be submitted no later than two weeks prior to the
scheduled election. The proposed ballot shall be made available for review at least seven days prior to the voting
meeting.
The nominator(s) will present the ballot to the members of the booster club in attendance. In the case of a contested
position(s), each candidate will be given a maximum of 5 minutes to present his or her qualifications for office. A vote
will be conducted by written ballot, tallied, and duly elected officers announced.
Section 3.04. Tenure: There is no maximum tenure of office to allow any parent with more than one student in Strutters
the opportunity of continued service to the Booster Club.
Section 3.05. Regular Meetings: The Executive Board shall hold a monthly meeting on the second Tuesday of each
month at a place agreed upon by the members.
Section 3.06. Special Meetings/Notice: Meetings may be called by the Director or President by notice e-mail, no less
than 24 hours before such a meeting.
Section 3.07. Action without a Meeting: Any action required to be taken at a meeting of the Executive Board may be
taken without a meeting if all the members of the Board consent to taking the action without a meeting and to approve
the specific action. Such consents shall have the same force and effect as a unanimous vote of the Board.
Section 3.08. Participation in Electronic Meeting: Members of the Board may participate in a meeting through the use
of conference telephone or computer, as long as it is available to all members.
Section 3.09. Quorum: A quorum must be attended by at least forty percent of board members for business
transactions to take place and motions to pass. In case of a tie vote, the Director’s vote is the tie-breaker.
Section 3.10. Vacancies: When a vacancy on the board exists mid-term, the secretary must receive nominations of new
members from present board members at least two weeks in advance of a board meeting. The nominations will be
voted upon at the next board meeting.
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BYLAWS
BILLY RYAN HIGH SCHOOL STRUTTERS BOOSTER CLUB
Section 3.11. Resignation/Termination: Resignation from the board must be in writing and received by the secretary.
Any board member may be removed by the Executive Board at a meeting, or in action by writing pursuant to Section
3.08, whenever in the Board’s judgement the best interest of the Strutter Drill Team will be served thereby.
Section 3.12. Duties:
Director: Responsible for all aspects of maintaining the RHS Strutter Drill Team. Serves on the Executive Board
and Provides liaison to Campus Administration.
Assistant Director: Responsible for supporting and assisting the Director.
President: Serves as head of Executive Board and Booster Club. Prepares and directs both Board and Booster
Club meetings. Assists in the support and operation of the team and Booster Club. Specific duties as designated in
attached job description. This position requires one prior year of active service on the Executive Board.
Secretary: Responsible for taking minutes of Booster Club meetings and Executive Board meetings. Assist in the
support and operation of the team and Booster Club. Specific duties as designated in attached job description.
Treasurer: Responsible for monthly financial statements and day to day accounting and disbursement of Booster
Club funds for the purpose of supporting the Strutter Drill Team. Assist in the support and operation of the team and
Booster Club. Specific duties as designated in attached job description.
Ad Sales Coordinator (Community): Responsible for organizing vendors and for assisting the Strutters in signing
up for their ads/vendors for the Spring Show program. Assist in the support and operation of the team and Booster Club.
Specific duties as designated in attached job description.
Ad Sales Coordinator (Program): Responsible for the production of the Spring Show program. Work with
Executive Board in all aspects of support for the Strutters. Specific duties as designated in attached job description.
Volunteer Coordinator: Responsible for recruiting and organizing parent volunteers. Work with Executive Board
in all aspects of support for the Strutters. Specific duties as designated in attached job description.
Assistant Volunteer Coordinator: Works in line with Volunteer Coordinator. Work with Executive Board in all
aspects of support for the Strutters. Specific duties as designated in attached job description.
Publicity: Responsible for media contact and publication of appropriate events for the Strutters. Work with
Executive Board in all aspects of support for the Strutters. Specific duties as designated in attached job description.
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BYLAWS
BILLY RYAN HIGH SCHOOL STRUTTERS BOOSTER CLUB
Article IV
Financial Administration
Section 4.01. Budget: The operating budget will be voted on by the Executive Board no later than the first six weeks of
the school year. The treasurer shall keep all financial records, provide a treasurer’s report at each regularly scheduled
meeting, and arrange for all required audits and tax duties.
Section 4.02. Expenditures/Deposits: Board members must approve any and all booster activities, fundraising efforts,
and expenditures before any member engages in a verbal or written agreement.
Following the attached cash handling procedures, the secretary will ensure that proper accounting principles will be
maintained at all times.
Section 4.03. Dissolution Clause: In the event that the RHS Strutters Booster Club is dissolved, all remaining funds in the
account are to be taken over by the Denton Independent School District for educational purposes as needed.
Article V
Amendments
Section 5.01. Amendments: Any voting member of the booster club may present a written suggestion to the Executive
Board to amend or add to the bylaws. The Board will consider the proposal and determine if it should be brought
forward for discussion at a regularly scheduled meeting. If brought forth, the revision must be approved by two thirds of
the voting membership for it to become a permanent part of the bylaws.
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BYLAWS
BILLY RYAN HIGH SCHOOL STRUTTERS BOOSTER CLUB
CASH HANDLING PROCEDURES
1. At all fundraising events, cash will be accounted for by the President or Treasurer and then verified by two
additional Booster Club Officers.
2. Cash will be deposited into the bank by the Treasurer on the first business day following the fundraising activity.
3. During fundraising events, only currently active Executive Board members in good standing will handle money.
4. No two members of the same family may sign or authorize checks or reimbursements issued to another member
of the same family.
5. Check authorization and/or reimbursement authorization may not be approved by the recipient.
6. Check/Purchase requests must be approved by 2 members of the Board.
7. Bank Account – all checks require 2 signatures (President and Treasurer). Signatures for these accounts must not
be a DISD employee.
PRESIDENT:
DATE:
SECRETARY:
DATE:
TREASURER:
DATE:
AD SALES COORDINATOR (COMMUNITY):
DATE:
AD SALES COORDINATOR (PROGRAM):
DATE:
VOLUNTEER COORDINATOR:
DATE:
ASSISTANT VOLUNTEER COORDINATOR:
DATE:
PUBLICITY:
DATE:
DIRECTOR:
DATE:
ASSISTANT DIRECTOR:
DATE:
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BYLAWS
BILLY RYAN HIGH SCHOOL STRUTTERS BOOSTER CLUB
RHS Strutters Booster Club Code of Ethics
Your acknowledgement and signature upon receipt of this policy signifies your commitment to comply with policies as
described.
Purpose:
The purpose of this policy is to state the Booster Club’s Code of Ethics and to explain the scope, overview and
requirements of the Booster Club’s ethical policies and practices.
Objective:
The objective of this policy is to reinforce a strong sense of accountability for responsible and mature personal behavior
in all those who represent the Booster Club. The Strutters Booster Club was built on the highest standards of trust and
confidence and is committed to upholding those standards of moral, ethical and social conduct on the part of its
members. It is of the utmost importance that the Booster Club is perceived favorably by the Director, Assistant Director,
team, teachers, school administrators and students. Therefore, it is the responsibility of all members to conduct
themselves and their personal behavior in a manner consistent with the ethics and moral standards that the Booster
Club was founded on.
Scope of Policies:
The Booster Club policies apply to every Booster Club member,
1. Never disclose information regarding the internal business and affairs of the Booster Club to non-members.
2. Avoid spreading rumors, gossip or making derogatory statements about other Booster Club members.
3. Create a positive environment for the team, including by not limited to avoiding disputes in front of team
members, and making derogatory statements about other club members in front of team members.
4. Follow all UIL and DISD guidelines regarding the conduct and behavior of Booster Clubs.
5. Avoid all conflicts of interest between personal and club affairs.
6. Create an environment of equal opportunity.
In the event of a dispute with another club member, please attempt to settle that dispute with the club member
directly. If the two members can’t settle their dispute, the members involved in the dispute can come before the board
for resolution.
If the dispute involves a board member, the club member can request to meet with the entire board, but the board
member in question will not be acting in the capacity of an officer during the meeting.
Duty to Report:
Every member has a duty to promptly report any violations or suspected violations of this code. A report may be in
writing, person, or by telephone. The member should make the report to any board member. See the current roster for
up-to-date addresses, phone numbers and e-mail addresses.
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BILLY RYAN HIGH SCHOOL STRUTTERS BOOSTER CLUB
Failure to Comply:
Failure to comply with policies set forth in the Code of Ethics may result in the following actions. The Board will meet
and decide appropriate action.
1. Member will receive warning in writing. A copy of that written warning will go on file with DISD.
2. Member will receive a temporary suspension from the Booster Club. Suspension from the Booster Club is
defined as:
a. Member will not be allowed to attend Booster Club Meetings.
b. Member will not be allowed a vote on Booster Club issues.
c. Member will not be allowed to attend any Booster Club related events or fundraisers.
3. Membership with the Booster Club will be permanently revoked.
Any necessary actions taken by the Board will go on file with DISD. While these actions are rare, it is necessary to
maintain accurate accounting of Board decisions.
Declaration:
If you have any questions, or comments about the RHS Strutters Booster Club Bylaws or Code of Ethics, please contact a
club officer.
I have read, understand and acknowledge receipt of the RHS Strutters Booster Club Bylaws and Code of Ethics. I will
comply with the guidelines set out in this policy and understand that failure to do so might result in the removal of my
membership benefits.
Signature:________________________________________________________ Date:____________________________
Printed Name:______________________________________________________________________________________
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BYLAWS
BILLY RYAN HIGH SCHOOL STRUTTERS BOOSTER CLUB
Executive Board Job Descriptions
Director of Strutters:
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Responsible for maintaining the Strutters Drill Team.
Plan fundraiser events for the year and schedule them on the calendar; works with Board to implement process.
Prepare Proposed Budget for the year; Present to Board for approval.
Recommend approval for purchases; approval should come from the Board as a whole.
Record the dispersal of the Field Uniform, Hanging Bag, and Spring Show costumes.
Maintain inventory of costumes.
Maintain Strutter website.
Update/maintain calendar and provide to parents.
Act as liaison between RHS Administration and Booster Club.
Coordinate all aspects of officer and team tryouts.
Serve on the Executive Board to assist in the support and operation of the team and Booster Club.
President:
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Must have served as Board Member for 1 year.
Serves as head of Executive Board and Booster Club.
Works with Treasurer to approve the Proposed Budget from the Director.
Assists other Board members in their duties as needed.
Serves as liaison between Booster parents and Director.
Works closely with Director to plan and orchestrate events for the year.
Presides over the meeting portion of the Parent Brunch; expectations for the upcoming year.
Prepares agendas for the Board meetings and Booster Club meetings.
Presides over the Booster Club meetings.
Presides over Executive Board meetings.
Email reminders for Booster Club meetings.
Banquet: Request approval from Booster Club in October of costs and place.
Disseminate, by email or phone all pertinent information to Booster Club members.
2nd required signature for all checks on the Booster Club bank account.
Spring Show: Assist Director with gifts for Emcees, Honor Guard, Sponsors, and Crew.
Spring Show: Assist Director with flowers for Seniors, Team Reps, and Officers.
Organize Old Board and New Board meeting (end of May).
Serve on the Executive Board to assist in the support and operation of the team and Booster Club.
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BYLAWS
BILLY RYAN HIGH SCHOOL STRUTTERS BOOSTER CLUB
Secretary:
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Attend Booster Club meetings and Executive Board meetings.
Take minutes, transcribe them, send copy to President, and provide copies at next Booster Club meeting.
Help organize Summer Brunch for Booster Club. Send out invitations.
Create a spreadsheet with all Strutter squads and parent contact information.
Send Thank you postcards to advertisers (obtain list from Ad Sales – Community) in December.
Send Thank you letters to Advertisers (with copy of ad, ticket, and flyer) 3-4 weeks prior to Spring Show.
Follow up with Thank You notes for any and all donations.
Handle any need for Sympathy cards, get well cards, etc.
Work with Director to obtain information of any family in need (passes info onto current board).
Serve on the Executive Board to assist in the support and operation of the team and Booster Club.
Treasurer:
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Serves on the Executive Board to assist in the support and operation of the team and Booster Club.
Cannot be a Denton ISD Employee.
Balances the Strutter bank account and provide monthly financial statement to the Booster Club.
Write all checks for the Booster Club.
Makes deposits.
Provides copy of itemized deposit slips to Director.
Pick up any monies that Director has collected.
Keep an updated record on excel budget sheet of all transactions.
Purchases must be approved by Director/President – Check Request form must have 2 signatures. (Special
purchases or anything over budget must be approved by the majority of the Board).
Ad Sales Coordinator (Community):
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Provide list of current Advertisers for the members to sign up to contact.
Notify Strutters and parents of Advertisers they are to contact and when their ADS are due.
Record name and address of each advertiser for other committees.
Collect ad sales envelopes, and keep spread sheet updated.
Ads must include all info needed for program.
Monies given to Director (copy contract with check/cash for back-up records – your files).
Ads from Advertiser given to Program Coordinator.
Serve on the Executive Board to assist in the support and operation of the team and Booster Club.
Experience with word and excel.
Access to copier.
Serve on the Executive Board to assist in the support and operation of the team and Booster Club.
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BILLY RYAN HIGH SCHOOL STRUTTERS BOOSTER CLUB
Ad Sales Coordinator (Program):
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August: Work with Director to create a time line for Spring Show.
Take photos of Strutters at events and begin saving for program.
September: Confirm pricing and sign contract with publisher for Program (perfect binding), Poster and Tickets.
Work with Director on Cover, T-shirt Poster, and Ticket design.
Send out and collect Family Tributes, Senior bios, Officer reflections and Personal Ad froms.
Collect group photos from Director for program.
Select photos for each Collage page.
Collect Program Order pages and Remember When page from Director.
Select photos for Competition page, write History page and Thank You to Directors page.
Create excel file listing the business ads and personal ads.
Work with VP of Ad Sales, updating completed ads to make sure one is not accidentally left out.
Create a mock layout of the program.
Proof program with Director.
Copy entire Program and give to Ad Sales Coordinator (Community) and Secretary to use for Thank You notes to
advertisers.
Take the PDF Program file and anything else they require to the Publisher for printing.
Pick up Posters and Tickets and deliver to Director.
Pick up Programs and deliver to Director.
Serve on the Executive Board to assist in the support and operation of the team and Booster Club.
Volunteer Coordinator:
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May: Make sure all Volunteer Forms are in place for the year; work with President to make sure all background
checks are handled; hand these out to insure we have all forms for Camp, and the upcoming year.
Parent Brunch: Recruit parent volunteers for spirit table, game snacks, fundraisers, competition, camp, and
Spring Show.
Make phone calls to recruit volunteers and provide reminders of when one has signed up to work.
Keep and updated list of parent volunteer hours.
Report volunteer hours to the district (to the RHS PTSA volunteer coordinator).
Serve on the Executive Board to assist in the support and operation of the team and Booster Club.
Coordinate and plan Staff Lunch (fundraiser).
Work with President and Director to determine volunteer needs.
Responsible for getting Committee chairs and following up on their responsibilities.
Assistant Volunteer Coordinator:
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Work in line with the Volunteer Coordinator (mirrors position).
Solicit items for the JDTC bags, and maintain inventory.
Inventory the paper products and keep those on hand for events requiring food.
Help the Volunteer Coordinator plan the Staff Lunch Fundraiser and coordinate the volunteers (helps with follow
up phone calls, etc.)
Find options for Banquet (have some ideas of cost, places, etc. by October)
Serve on the Executive Board to assist in the support and operation of the team and Booster Club.
Help facilitate someone in the Booster Club to organize donations for Staff Lunch.
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BYLAWS
BILLY RYAN HIGH SCHOOL STRUTTERS BOOSTER CLUB
Publicity:
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Media liaison for Strutters.
Helpful to be a District Employee; but not required.
Provide announcement of Strutters’ upcoming events in the local papers, social media, etc. with approval from
Director.
6 weeks prior to Spring Show, contact the Denton Record Chronicle to schedule a time to come interview and
photograph Director and girls during Tech Week.
Notify DRC of Competition results immediately following competition (ask Director for a run-down of specific
awards); this includes Officer Camp and Line Camp awards as well.
Notify media sources of upcoming JDTC; community service events; fundraisers.
Help line up distribution of Posters for Spring Show to advertisers.
Serve on the Executive Board to assist in the support and operation of the team and Booster Club.
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