CLEAR BROOK GIRLS BASKETBALL BOOSTER CLUB BYLAWS February 2009 ARTICLE I: NAME AND ADDRESS A. The official name of this organization shall be Clear Brook Girls Basketball Booster Club. B. The functional (normally used) name shall be the Girls Basketball Booster Club. C. The permanent address of this organization shall be 4607 FM 2351, Friendswood, Texas 77546. ARTICLE II: PURPOSE A. B. This organization has been formed and shall exist for the primary purpose of promoting a high degree of community and parent interest, support and sponsorship of the Clear Brook High School (hereinafter referred to as CBHS) Girls basketball program. Following are the key objectives of this organization: 1. Support the coaching staff to produce the best girls basketball team in the state; 2. Elevate the girls basketball team and players images in the eyes of the school, community and themselves; 3. Encourage total community participation in the organization; and The Club shall be a non-profit organization 501(C)(3) and shall also be non-partisan, non-shareholding, non-commercial and non-bargaining. ARTICLE III: MEMBERSHIP A. Individual membership of this organization shall be open to parents and guardians of the CBHS girls’ basketball program. B. Business membership of this organization shall be open to any legal business entity desiring to express interest, sponsorship and support in the basic purpose of the organization. The Executive Board reserves the right to disapprove a request for business membership if it is deemed to be in the best interest of the organization and/or CBHS. C. Annual dues shall be set at the May Meeting as recommended by the executive board and approved by a vote of the booster club membership. All dues are payable in advance. No member shall be considered in good standing unless dues have been paid for the current year. D. CBHS Principal, girls’ basketball coaches and girls’ basketball coaching staff are exempt from payment of dues and shall have all the rights and privileges of individual membership. E. Individual members are entitled to vote and participate in all activities including serving as committee chairpersons. ARTICLE IV: OFFICERS A. The elected officers of the Girls Basketball Booster Club shall be a President, Vice-President, Secretary and Treasurer. No two immediate family members may serve on the Executive Board or officers at the same time. This group of officers, along with the Head Coach of Girls basketball, comprises the Executive Board. B. The President shall preside at all meetings of the Club and Executive Board, and shall have general supervision of the affairs of the organization. i. Call and preside over all general meetings ii. Establish an agenda iii. Be responsible for the communication between the booster club, coaching staff, Clear Brook High School, and CCISD iv. Shall appoint or select Committee Chairpersons v. Shall have no vote at general meetings unless to break a tie vi. Shall have the power to fill any and all vacancies of any elected officer with the approval of the executive board if the need arises. That person shall remain in office until the next scheduled election. Such action shall be read into the minutes of the next regular meeting. vii. Shall serve as an ex-officio on all committees, except the nominating committee C. The offices of Vice-President, Secretary, and Treasurer shall be as follows: Vice-President: Coordinate general activities of the Club and support committees as necessary. Assume the duties of the President in the President’s absence or in the event of a vacancy of the President’s office. Secretary: The Secretary will keep the records of Booster Club and Executive Board meetings, and will establish and maintain a membership roster (spreadsheet) with addresses, telephone numbers and e-mails. The secretary will also maintain a record of attendance at each meeting and send out via email, hard copy, etc. meeting minutes. Treasurer: The Treasurer shall be custodian of the Club’s funds which are to be kept at a FDIC approved bank. If the Executive Board determines that another bank can furnish the same services at less expense to the organization, then a change may be effected. i. The Treasurer shall keep an accurate, current and definitive record of the organization’s receipts, disbursements and general financial reports at each meeting of the organization. ii. All checks issued by the Club will be signed by two officers. iii. The Treasurer will coordinate with the members of the board and booster club to establish an annual budget at the start of each school year. iv. Shall present books yearly for audit to a committee appointed by the president prior to the next Treasurer receiving the club records v. Shall submit annual audit reports to the CCISD Internal Auditor ARTICLE V: REMOVAL OF AN OFFICER A. If an officer does not fulfill duties required as described in Article IV, that officer will be notified in writing of the meeting at which removal from office will be discussed and voted upon. At that meeting, the officer may present statements to the membership in an effort to retain said position. ARTICLE VI: ELECTIONS A. The organization shall conduct its election of officers at the annual membership meeting to be held between March 1 and May 31, at the end of the year with the exact day established by the Executive Board. B. The new officers of the organization shall take office the first day of July. C. If an officer resigns from the booster club, the Executive Board will appoint an interim officer, until such time that an election can be held. D. Elected officers shall serve a minimum two-year term i. Special elections and consensus vote by booster club membership shall determine one-year term extensions when nomination and acceptance of officers cannot be attained ARTICLE VII: MEETINGS A. Monthly meetings are to be held on a night that is deemed appropriate by the Executive Board and special meetings as deemed necessary by the President or the Executive Board in consultation with the head coach. B. A quorum shall consist of members present. C. Business activities of the girls basketball booster club shall be approved by a quorum of the paid/voting membership D. Meetings of the Executive Board are to be held as required and upon completion, a full report shall be given to the membership at the next scheduled meeting. ARTICLE VIII: EXECUTIVE BOARD A. The Executive Board shall be comprised of the President, Vice-President, Secretary, Treasurer, and Head Coach of Girls basketball. Any Principal of CBHS is welcome to attend any meeting of the Executive Board. B. The Executive Board will meet as needed as determined by the President. C. The Executive Board shall have supervisory control of all business of the Club except during the election of officers. D. The Executive Board shall take office on the first day of July and serve per term requirements. The Executive Board shall appoint members to vacancies. E. The Executive Board shall authorize purchases and expenditures for booster club activities. ARTICLE IX: FINANCES A. Notwithstanding any other provisions of the by laws, the girls basketball booster club 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 on any future tax code, or (B) by an organization, contributions to which are deductible under Section 170 (C)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code. B. Every effort should be made to spend said monies raised by current year membership on season of activity. ARTICLE X: SCHOLARSHIPS A. B. C. D. Clear Brook High School Girls Basketball Booster Club shall establish and maintain a minimum of one $500 Girls Basketball Booster Club Scholarship. Said scholarship shall be given annually to a graduating senior who is not receiving a full college scholarship. All graduating senior players not receiving a full college scholarship are eligible for the booster club scholarship. i. A scholarship committee shall be formed each year to determine if the booster club will award scholarships for all Senior players for said season. A committee appointed by the Head Girls Basketball Coach shall make up the scholarship panel. Booster Club members may not serve on the scholarship panel. The Booster Club $500 Scholarship check shall be mailed to the scholarship recipient’s school of admission/cashiers office. i. The Scholarship may be held by the booster club up to the Spring Semester after graduation: if recipient is not enrolled and accepted in school by the following Fall Semester. ii. The Scholarship shall be awarded to secondary candidates if recipient fails to enroll or be admitted in a trade school or 2-4 year institution by the Spring Semester after graduating date. The CBHS Girls Basketball Booster Club $500 Scholarship recipient shall be announced at the Girls Basketball Banquet. The winner shall read their application statement at the banquet. ARTICLE XI: SUPPORT COMMITTEES A. Committees and their respective chairpersons shall be appointed by the Executive Board to perform functions such as fund raising, membership drives and other support activities. These committees shall serve until completion of the designated support activity or until dismissed by the Executive Board. i. Concessions: Concession Stand Coordinator shall organize opening and closing of concession stand, staffing, purchasing of supplies and food preparation when concessions is operational. assist CBHS booster club with other fundraising events or special events ii. Membership: Support the Executive Board in membership drives and Meet the Coaches and Lady Wolverine Night (Parent Night) iii. Banquet: Establish location, decoration, meals, etc. for the end of season banquet iv. Fundraising: shall consist of booster club member v. Special Nights: Intermediate, Teacher, Parent, Pink, and Senior Night. A committee shall be established for each night. ARTICLE XII: ORDER OF BUSINESS A. Call to order; reading of the previous minutes; treasurer’s report; report of the executive board; report from coach; unfinished business; new business; report of chairpersons; adjournment ARTICLE XIII: TERMINATION OF BOOSTER CLUB A. If the Clear Brook Girls basketball Booster Club is terminated, any funds in the Booster Club account will be donated to the CBHS girls’ basketball program activity account. ARTICLE XIV: AMENDMENTS A. These By-Laws may be altered or amended at any regular or special meeting held in conformity to the By-Laws, by two-thirds vote of active members in attendance.