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Executive Board
Executive Board
The Board shall be responsible to act on behalf of the Club in the management of the business affairs of the organization, except for matters decided by a vote in the General Membership Meetings.
The Executive Board shall consist of:
The Executive Board shall consist of:
(a) President
(b) Vice-President1 –Fundraising
(c) Vice-President2 - Concessions
(c) Vice-President2 - Concessions
(d) Secretary
(e) Treasurer and Co-Treasurer
(f) Parliamentarian
(g) Historian
(h) Elected At-large Members (Team representatives not holding another office or chair position)
(i) Athletic Coordinators of Heritage High School
(j) One Chairperson of each Standing Committee as defined in Article V.
(k) Principal of Heritage High School or designated Associate Principal
The officers shall consist of the
- President,
- Vice-President,
- Secretary,
- Treasurer,
- Co-Treasurer,
- Parliamentarian,
- Historian
- There shall also be elected at-large members whose responsibilities are described in Article IV, and one chairperson of each Standing Committee.
Standing Committees
- Membership Committee
- Concessions Committees
- Merchandising Committee
- Awards Ceremony Committee
- Scholarship Committee
- Communications Chairperson
- Tournament Hospitality Committee
- Volunteer Committee
BY-LAWS OF THE HERITAGE COYYOTES ATHLETIC BOOSTER CLUB
TABLE OF CONTENTS
I. Name, Purpose and Objectives
II. Membership and Fees
III. Officers
IV. Executive Board
V. Standing Committees VI. Team Representatives VII. Meetings
VIII. Finances
IX. Amendment of These By-laws
X. Dissolution of Club
BY-LAWS OF THE HERITAGE COYOTES ATHLETIC BOOSTER CLUB
ARTICLE I – Name, Purpose and Objectives
Section 1.01 Name. The name of this organization shall be the Heritage Coyotes Athletic
Booster Club, commonly known as Heritage Booster Club, hereafter referred to as the “Club.”
Section 1.02 Purpose. The purpose of the Club is to promote and support athletics at Heritage High
School in an atmosphere that is consistent with the educational philosophy of the school community.
Section 1.03 Objectives. The objectives of the Club are as follows:
(a) Develop an organization with an active and involved membership that is concerned with the total athletic program and all of its participants regardless of sex, race, socio-economic status or chosen sports activity.
(b) Promote school spirit and sportsmanship and encourage attendance at all Heritage athletic events.
(c) Encourage and support the academic endeavors of Heritage’s student athletes through scholarships.
(d) Provide supplementary financial support for the various athletic activities at Heritage.
(e) Aid the staff in organizing and staging special events and projects.
(f) Aid and support the school staff in the areas of sports promotion, publicity, and program needs.
(g) Ensure the club follows all U.I.L. and FISD Booster Club Guidelines.
Section 1.04 Non-profit Status. Once the booster club files for, and is granted non-profit status, the booster club shall have such powers as are now or may hereafter be granted by the Non-Profit Corporation Act of the State of Texas.
ARTICLE II – Membership and Fees
Section 2.01 Membership. There shall be one class of membership in the Club; the adult members of any household who have paid a current annual membership fee.
Section 2.02 Membership Fee. A membership fee, established by the Executive Board, shall accompany each application for membership and shall become the property of the Club.
Section 2.03 Members Right to Privacy. Any personal information gathered or requested by the Club is for the sole use of the Club and will not be made available to any other organization.
ARTICLE III – Officers
Section 3.01 Officers. The officers shall consist of the President, Vice-President, Secretary, Treasurer, Co-Treasurer, Parliamentarian, and Historian. There shall also be elected at-large members whose responsibilities are described in Article IV, and one chairperson of each Standing Committee.
(a) Election. The officers and the at-large members shall be elected by a majority of the voting membership present at the Annual Business Meeting. All elected officers, at-large and standing committee chairs must be current members of the Club.
(b) Nominations. The President, with concurrence of the Executive Board, shall present a slate of nominees (who have agreed to serve) for positions of officers and at large members with reasonable notice prior to the Annual Business Meeting. Additional candidates may be nominated from the floor at the Annual Business Meeting.
(c) Terms of office. A term is one fiscal year, July 1 through June 30. An individual may not serve in the same elective capacity for more than four consecutive terms, with the exception of Treasurer, which is for no more than six consecutive terms.
(d) Vacancy. The President, with the approval of the Executive Board, shall appoint any officer vacancy, other than the Presidency. A vacancy in the office of the President shall be filled by a majority vote of the Executive Board at their first meeting after the vacancy occurs.
Section 3.02 Duties of Officers.
(a) President. The President shall: (1) Preside at all meetings;
(2) Serve as ex-officio member of all committees;
(3) Serve as primary spokesperson for the Club, except as otherwise specified; (4) Direct goals and budget performance;
(5) Have an official signature card on file with the bank utilized to manage the funds of the Club and have electronic access to said accounts.
(b) 1st Vice President. The 1st Vice President shall perform all the duties of the President in his/her absence and shall be responsible for an annual review of the By-Laws, recommending revisions as deemed appropriate. The Vice President shall also chair the All Sports Program /Fundraising Committee. The 1st Vice President shall have an official signature card on file with the bank utilized to manage the funds of the club and have electronic access to said accounts.
(c) 2nd Vice President The 2nd Vice President shall perform all the duties of the President in his/her absence if the 1st Vice President is also absent. The 2nd Vice President is responsible for establishing the operating procedures, and coordination for all concessionactivities. This includes coordination between the Indoor Concessions, Outdoor Concessions, and Volunteer committees.
(d) Secretary. The Secretary shall keep a record of all the proceedings of the General Membership Meetings of the Club. All minutes shall be kept in a regular bound Secretary’s Book. A record of the decisions of the Executive Board shall be kept in a separate bound Secretary’s Book. A summary of
the decisions made in these Meetings should go out to the general membership each month.
(e) Treasurer. The Treasurer shall:
(1) Maintain a complete set of books of account in accordance with generally accepted accounting principles and practices;
(2) Make disbursements from the teams’ encumbered funds and the general fund, and shall pay expenses approved by the Executive Board and shall secure proper vouchers thereof;
(3) Report the amount of money available in the general fund and encumbered funds at each monthly General Membership Meeting. The monthly financial reports shall include an accurate representation of Club funds;
(4) Have an official signature card on file with the bank utilized to manage the funds of the Club and have electronic access to said accounts.
(f) Co-Treasurer. The Co-Treasurer shall receive and deposit moneys of the Club in the Club’s checking and/or savings accounts. Co-Treasurer shall have an official signature card on file with the bank utilized to manage the funds of the club and have electronic access to said accounts.
(g) Parliamentarian. Advises the presiding officer on questions of parliamentary procedure.
(h) Historian. Collects and preserves documents relating the history of the club; compile and keep a record of events and activities to be presented as the official history to the general body for adoption at the annual meeting.
ARTICLE IV – Executive Board
Section 4.01 The Board shall be responsible to act on behalf of the Club in the management of the business affairs of the organization, except for matters decided by a vote in the General Membership Meetings. The Executive Board shall consist of:
(a) President
(b) Vice-President1 –Fundraising (c) Vice-President2 - Concessions
(d) Secretary
(e) Treasurer and Co-Treasurer
(f) Parliamentarian
(g) Historian
(h) Elected At-large Members (Team representatives not holding another office or chair position)
(i) Athletic Coordinators of Heritage High School
(j) One Chairperson of each Standing Committee as defined in Article V.
(k) Principal of Heritage High School or designated Associate Principal
Section 4.02 The Executive Board shall:
(a) Approve the expenditure of all general funds up to $1000 per request. Any expenditure of
general funds above $1000 shall require an advance approval vote by the Executive Board and then be presented at a General Membership Meeting for approval.
(b) Approve the President’s creation and dissolution of all necessary Committees and Chairpersons. (c) Set the time and date of General Membership Meetings and give members timely notification; (d) Approve goals and budget targets annually; and
(e) Review the annual budget, monthly financial reports, and monthly financial statements issued by the bank utilized to manage the funds of the Club (including other official bank records for team accounts utilizing the 501(c)(3) status of the Club) at a minimum, every three months. Bank issued financial statements shall be provided to all Executive Board Members at said meetings by the President.
Section 4.03 If action on behalf of the Club is necessary before it is reasonable to convene the General Membership Meeting, the President shall take such action based on the majority vote of the Executive Board. A report of the action taken shall be made at the next General Membership Meeting.
ARTICLE V – Standing Committees
Section 5.01 Standing Committees. Standing Committees are those required to function throughout the year. Standing Committees and their primary functions follow. Note: No individual has the authority to use or remove any funds from any Club checking or saving account for investment purposes or otherwise, unless directed and approved by the Executive Board majority.
Section 5.02 Membership Committee. The Membership Committee shall maintain a complete and current list of all annual and lifetime members, collect dues, and produce the team fund report following each sport’s season. The report will be shared with the Club’s General Membership. Further, the Membership Committee shall conduct ongoing efforts to recruit new members.
Section 5.03 Concessions Committees (2). The Concessions Committees shall be responsible for the management of all concessions, one committee being in charge of the indoor facilities, and one committee being in charge of the outdoor facilities. Each seasonal concession payout report shall be produced for distribution by the Treasurer and simultaneously be shared with the Club’s General Membership.
The Concessions Committee shall:
(a) Communicate volunteer needs to the Volunteer committee.
(b) Record the concession expenses and revenues for each event;
(c) Acquire all provisions required for the concession stands;
(d) Recommend to the Executive Board the allocation of profits to the encumbered funds of each sports team in accordance with the participation of volunteer help
Section 5.04 Merchandising. The Committee shall coordinate the promotion of school spirit through the sale of apparel and memorabilia, bearing the approved Heritage logos, brands, and colors.
The Merchandising Committee shall:
(a) Manage the inventory of the School Spirit items.
(b) Record and report an accurate and timely account of revenues and expenses to the Club Treasurer.
(c) Ensure each sport has approved merchandise to sell at it’s discretion.
Section 5.05 The Awards Ceremony Committee shall:
(a)Coordinate Fall, Winter, and Spring sports awards ceremonies.
(b) Organize food for the event.
(c) Organize decorations.
(d) Verify award certificates are ready for athletes.
(e) Ensure banners and trophy cases are kept up to date.
Section 5.06 Website Committee shall:
(a) Maintain, update, and revise the Heritage High School athletic website as needed.
Section 5.07 Scholarship Committee shall:
(a) Review scholarship criteria annually and recommend changes to the board.
(b) Inform and assist coaches and student athletes of requirements and assist student athletes with application procedures.
(c) Present scholarship candidates meeting all requirements to the executive board each spring.
(d) Solicit direct contributions to Club scholarship fund.
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Section 5.08 Communications Chairperson shall:
(a) Update all board members and booster members, through website or other means, of booster club proceedings.
(b) Communicate pertinent information with Heritage High School administration and coaches in a timely manner.
Section 5.09 Tournament Hospitality Committee. The Hospitality Committee shall organize and provide food and beverage for hospitality rooms for Heritage High School, athletic tournaments, and meetings throughout the year.
Section 5.10 Volunteer Committee. (a) Work with Team Representatives to recruit Volunteers to staff all booster club events including concessions and hospitality. (b) Maintain a list of volunteers by sport, and track hours worked. (c) Send reminders to volunteers. (d) Track feed back from volunteers to help improve future events. (ie, not enough volunteers were present, too many volunteers were present etc.,)
Section 5.11 Standing Committee Chairpersons shall recruit as many members as necessary to accomplish the responsibility of the Committee. The Chairperson shall also keep a historical file of the year’s proceedings, financial records, vendor contacts, etc., for turnover to his/her successor. At the end of each fiscal year, these committee records should be turned over to the Committee Chairperson successor.
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Section 5.08 Communications Chairperson shall:
(a) Update all board members and booster members, through website or other means, of booster club proceedings.
(b) Communicate pertinent information with Heritage High School administration and coaches in a timely manner.
Section 5.09 Tournament Hospitality Committee. The Hospitality Committee shall organize and provide food and beverage for hospitality rooms for Heritage High School, athletic tournaments, and meetings throughout the year.
Section 5.10 Volunteer Committee. (a) Work with Team Representatives to recruit Volunteers to staff all booster club events including concessions and hospitality. (b) Maintain a list of volunteers by sport, and track hours worked. (c) Send reminders to volunteers. (d) Track feed back from volunteers to help improve future events. (ie, not enough volunteers were present, too many volunteers were present etc.,)
Section 5.11 Standing Committee Chairpersons shall recruit as many members as necessary to accomplish the responsibility of the Committee. The Chairperson shall also keep a historical file of the year’s proceedings, financial records, vendor contacts, etc., for turnover to his/her successor. At the end of each fiscal year, these committee records should be turned over to the Committee Chairperson successor.
ARTICLE VIII – Finances
Section 8.01 All monies received by the Club for any purpose shall be deposited to the credit of the Club in a financial institution or institutions selected by resolution of the Executive Board. All monies received for any other purpose other than scholarships are subject to a 10% deduction into the general scholarship fund. All monies raised for scholarships go into the general scholarship fund.
Section 8.02 Funds raised by and/or allocated to specific sports teams, although deposited in the Club’s account, shall be separately tracked as “encumbered funds” for each sports team. Expenditures from these encumbered funds do not require Executive Board approval but may be expended on behalf of these teams at the discretion of the team’s Head Coach and/or duly authorized member. No team or committee should submit a payment request which exceeds the amount of funds available, at the time of the request in the team or the committee encumbered funds account. The Executive Board may decline a request for funds if the team balance is inadequate to cover the expenses.
Section 8.03 Funds raised by the Club that have a specific advertised purpose, shall be deposited (and separately tracked) in the Club’s general fund to ensure that it is disbursed for the advertised purpose and to safeguard the integrity of the Club and the School. No vote is required by the general membership unless the advertised purpose has been altered or changed since the project’s inception.
Section 8.04 At the end of each fiscal year, after all fiscal year income and expenses have been recorded, ten percent (10%) of the General Fund net ordinary income balance will be set aside for the Scholarship Fund. The Executive Board may increase the percentage based on financial standing
.
Section 8.05 Funds raised by any of the Club fundraising programs can only be directed to an approved Heritage sport or team. All requests to direct money elsewhere must have prior approval of the Executive Board.
Section 8.06 Any interest generated by the investment of the Club’s general funds and/or encumbered funds, in an approved financial institution, will be deposited into the Club’s general fund.
Section 8.07 Due to the extensive use of personal computer/printer/fax equipment by the Treasurer (an official officer elected to the Executive Board and who manages the official books for the Club), said Treasurer may request a stipend of up to $100 per school year to compensate for use of said personal equipment. The stipend shall be requested by the Treasurer through completion of the published Payment Request form and said form shall be authorized and signed by the President of the Club.
Section 8.08 The procedures and operating rules for funds raised by and/or allocated to specific sports teams, deposited in the Club’s account will be maintained by the Treasurer. The detailed rules and break down concerning encumbered funds can be found in the Treasurer’
ARTICLE IX – Amendment of These By-laws
Section 9.01 Amendments to the By-laws are to be submitted in writing at a regular Executive Board Meeting prior to the Annual Business Meeting. Notice of the amendments shall be publicized by direct mail or e-mail to the membership at least two weeks prior to the Annual Business Meeting.
Section 9.02 Amendments may be adopted at the Annual Business Meeting by a 2/3 majority of those
Club members voting, a quorum being present.
ARTICLE X – Dissolution of Club
Section 10.01 Dissolution of the Club entity. Should the Heritage Coyote Booster Club cease to operate as a legal entity, all of the Club assets and cash will be distributed equally to all active athletic teams and clubs having an encumbered fund with the Club. Distribution to the teams will be calculated in the following manner; the total sum of the Club’s ending cash balance, including assets converted to cash, divided by the total of all Heritage athletes participating in the previous three sport seasons as determined by ending varsity, junior varsity and freshman rosters prior to the Club’s dissolution. Example: $50,000 available divided by 750 athletes participating in the three prior sports seasons equals $66.66 dollars given to each team based upon their athlete roster totals. Once distributed, the funds can be used at the discretion of the team’s Head Coach and/or duly authorized designate. Encumbered fund balances for teams or clubs no longer active at Heritage will be added to the general fund balance prior to the final distribution in the manner described above.
