DOBSON FOOTBALL BOOSTER CLUB
Revised February 12, 2018
I. NAME OF ORGANIZATION
The name of this organization shall be the Dobson Football Booster Club, herein referred to as “DFBC” or “booster club”.
Mission Statement: The DFBC shall provide assistance and financial support to the Dobson High School Athletic Department, Dobson High football coaching staff and football players through fundraising activities, spirit events, and assisting in the communication flow between the football program, parents and community.
Through these activities, the intent is to motivate, train and inspire these athletes to be more successful, not only in the field, but also in the classroom, their communities and their future careers.
The purpose of the booster club shall be:
– To plan, organize and execute fundraising activities to raise funds to be utilized for supporting the mission of the booster club
– To promote student, parent and community interest and attendance at events and activities
– To organize volunteers for fundraising and spirit events
– To assist in the communication flow between the school athletic department, football coaches, athletes and parents, and the community through the use of email, social media and website management.
III. MEMBERSHIP AND MEETINGS
A: Membership is available to any parent, guardian, alumni or community member who actively participates in aiding, improving and/or supporting the DFBC. Members must be at least 18 years of age and cannot be a student in attendance at Dobson High School.
B: A new DFBC member will acquire voting privileges upon their second consecutive meeting. Upon missing two consecutive meetings, a member will lose voting privileges until reinstated by attending the required two consecutive meetings.
C: No dues are required for membership.
D: Proxy requests for attendance and/or voting privileges must be submitted in writing to the Executive Board at least 48 hours prior to the scheduled meeting. The Board will vote to approve or deny the request prior to the start of the meeting. Any exceptions to this will be considered and voted upon by the Board.
E: Regular booster club meetings shall be held monthly to further the mission of the booster club. Meetings schedules are determined annually by the Board, and communications sent to encourage attendance. Meetings can be delayed or rescheduled by the Executive Board as needed and will be communicated with as much notice as possible.
F: Executive Board meetings will occur monthly to make decisions, plan events, strategize and conduct business to achieve the mission of the booster club. A majority of Board members is required for these meetings.
IV. EXECUTIVE BOARD
The affairs of the Booster Club will be managed by the Executive Board, which will consist of the required 5 members: President, 1st Vice President, 2nd Vice President, Secretary and Treasurer. The duties of the Executive Board will be as follows:
A. President: The President shall be the principal executive officer of the Booster Club and shall supervise and control all the business affairs of the Booster Club, including such duties as presiding at all meetings, communication between the DFBC and the current Head Coach, Athletic Director and as necessary to the School Board, signing or authorizing all instruments which the Booster Club authorizes to be executed, and in general, shall perform all duties required of the office of President.
B. 1st Vice President: The 1st Vice President will perform duties that may be assigned by the President or the Executive Board. The 1st Vice President is also responsible for Special Events.
C. 2nd Vice President: The main duties of the 2nd Vice President will be to serve as the Fundraising Chair Person.
D. Secretary: The Secretary shall keep the minutes of any and all meetings of the organization, see that all notices are duly given in accordance with these by-laws, or as required by law, be the custodian of the records of the Booster Club, keep a register of the post email addresses of each member, and in general perform all duties incident to the office of Secretary. The Secretary maintain records of members in attendance and accuracy of voting to ensure accuracy of meeting minutes. She/he will be responsible for setting the agenda for each meeting and to prepare action items for the Board and its members.
E. Treasurer: The Treasurer shall have charge and custody of and be responsible for all funds and/or securities of the Booster Club, receive/give receipts for money due and payable to the Booster Club from any source, and deposit all such monies in the name of the Booster Club in such banks, trust companies and other depositories as selected by the Executive Board and in general perform all duties incident to the office of Treasurer. The Treasurer will make deposits or appoint another Board of Directors member to make a deposit, however the responsibility of maintaining an account of transactions belongs to the Treasurer. Deposits are expected to be made within 48 hours of collection.
The terms for each elected position are for one calendar year (Jan 1 – Dec 31), elected annually. If a vacancy occurs during the year, the remaining members of the Executive Board shall elect a replacement as soon as possible.
A. Regularly Scheduled Meetings: The DFBC will choose a “standing” time and place for monthly meetings, which will be at a suitable location within the Dobson Community.
B. Provisions for Special Meetings: Special meetings may be called by the Executive Board with a majority vote. All members must be given verbal or written notice no less than forty-eight (48) hours in advance of such meetings, when possible.
C. If at any time the membership becomes deadlocked on a subject or event and the next meeting becomes unruly, the President may then table the subject or event until the next meeting and call for the Executive Board to have a special meeting to further discuss and research the matter before the next meeting. The Executive Board may then choose to bring the subject back to the membership for reconsideration, or to avoid further complications the Executive Board, in the best interest of the membership, may rule on the subject or event.
A. Standing Committees: Standing committees, or permanent committees, will be established when deemed necessary. All standing committees will be appointed by the Executive Board.
B. Special Committees: Special committees, which are by nature temporary, will be established when needed. All special committees will be appointed by the Executive Board.
C. Committee Reports: All committee reports will be a regular part of the Order of Business of each monthly meeting.
A person elected by a majority vote of the Executive Board shall fill a vacancy occurring in an officer’s position for the un-expired term. If a meeting has just occurred, the Executive Board may schedule an emergency special meeting.
IX. QUORUM AND VOTING
A. Quorum: A majority of the Executive Board must be present to conduct official business at any regularly scheduled meeting.
B. Voting: The number of votes needed for passage of any Board action will be a simple majority.
X. ELECTION OF THE EXECUTIVE BOARD
A. The Executive Board shall be elected at the December meeting of each year. For consideration, nominees for Board positions require (10) ten hours of active participation within the preceding (12) twelve-month period which includes an attendance of a minimum of (2) two monthly general membership meetings.
B. Nominations may only be made with the nominated person’s approval. Nominations will be announced at least (30) thirty days prior to the election, typically in the November meeting. Nominee acceptance and approval includes acknowledgement that: 1) a copy of these bylaws have been received and reviewed, 2) he/she has read, understands and agrees to comply with these policies, and 3) understands that the DFBC is a charitable organization and in order to maintain is federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.
C. A majority vote is required for a nominee to be accepted into a Board position. Majority rules based on those present at the election.
XI. EXECUTIVE BOARD MEMBER RESIGNATION, TERMINATION, AND INTERIM ASSIGNMENTS
A. Resignations must be submitted in writing to any remaining Executive Board member.
B. Termination – With a simple majority vote that excludes the offending party, the remaining Executive Board may terminate the position of any Executive Board Member on the occurrence of any of the following events: -Failure to adhere to the Mesa Public Schools & Dobson High School code of conduct, including drinking alcoholic beverages within 4 hours prior to or during a school or Booster fundraiser/event. -Unbecoming and/or unprofessional behavior that shows disrespect for the Dobson Football Program, Dobson High School, and/or Dobson Football Booster Club. -Dismissal from a Dobson Football event for any reason. -Failure to fulfill assigned duties or abandonment of the position and/or duties. -Three (3) or more unexcused absences from any meetings in one year. Termination of any Executive Board Member’s position can occur for reasons not listed above with a three-fourths super majority vote of the remaining Executive Board members.
XII. CONTRACTS AND MONIES
A. Any fundraising events must first be presented to and approved by the DFBC, Dobson Student Council, Head Football Coach and the Dobson High School Athletic Director or his designated representative, and the Executive Board for approval. The General Request Form will accompany any request that includes any monetary request.
B. The Executive Board may authorize any officer of the Booster Club to enter into contract(s) on behalf of the booster club pending final prior approval by the Board.
C. The Executive Board and General Voting Membership must approve expenditures exceeding $300.00 by a majority vote. Expenditures less than $300.00 may be approved by majority vote of the Executive Board with written documentation of the request and receipt, to be presented to the General Membership at the next regular meeting.
D. All payments made by check for less than $300.00 can be signed by one account holder. Any checks for more than $300.00 must be signed by two account holders. A minimum of two Executive Board members shall be account holders.
E. All monies raised by the DFBC must be accounted for and deposited in the general booster club account within 48 hours following the fundraising event or immediately following the next school/banking day, whichever is earliest.
F. Money raised by the DFBC during a specific year does not belong to any one class of that year. It belongs to all members and classes and is to be used to enhance the football program this year and/or in years to come.
G. A budget shall be established at the beginning of each calendar year. The forwarding balance in the general DFBC account should be a minimum of $7,000.00 at the beginning of a calendar year.
H. A yearly audit must be obtained. An audit will be done no later than the first regular meeting of the new year annually, thereby providing cleared and approved books for the incoming Treasurer.
Upon dissolution of the booster club, all available funds shall be distributed to a non-profit organization operated exclusively for charitable or education purposes, preferably related to football, unless there is an incoming football team which would benefit from use of said funds. This distribution of funds must be approved by a vote of the DFBC General membership.
XIV. PROCEDURES AND AMENDING OF BY-LAWS
These By-laws may be amended when necessary by a majority vote of the Dobson Football Booster Club General Voting Membership in attendance of a General Membership meeting. Proposed amendments must be submitted to any Executive Board member to be sent out with regular Board announcements. All changes to these by-laws must be presented one (1) month in advance of the general membership meeting.
These By-laws were revised and approved at the Dobson Football Booster Club General membership board meeting on __________________.
Dobson Football Booster Club DFBC Conflict of Interest Policy
Article I Purpose
The purpose of the conflict of interest policy is to protect this tax-exempt organization’s, (Dobson Football Booster Club, referred to as DFBC) interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the DFBC or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.
Article II Definitions
1. Interested Person – Any director, principal officer, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person.
2. Financial Interest – A person has a financial interest if the person has, directly or indirectly, through business, investment, or family: a. An ownership or investment Interest in any entity with which the DFBC has a transaction or arrangement, b. A compensation arrangement with the DFBC or with any entity or individual with which the DFBC has a transaction or arrangement, or c. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the DFBC is negotiating a transaction or arrangement.
3. Compensation – Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial. A financial Interest Is not necessarily a conflict of interest. Under ArtIcle III, Section 2, a person who has a financial interest may have a conflict of interest only if the governing board or committee decides that a conflict of interest exists.
Article III Procedures
1. Duty to Disclose – In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board delegated powers considering the proposed transaction or arrangement.
2. Determining Whether a Conflict of Interest Exists – After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide if a conflict of interest exists.
3. Procedures for Addressing the Conflict of Interest
a. An interested person may make a presentation at the governing board or committee meeting, but the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.
b. The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
c. After exercising due diligence, the governing board or committee shall determine whether the DFBC can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.
d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the DFBC’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement.
4. Violations of the Conflict of Interest Policy
a. If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.
b. If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.
Article IV Records of Proceedings
The minutes of the governing board and all committees with board delegated powers shall contain:
a. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the governing board’s or committee’s decision as to whether a conflict of interest in fact existed.
b. The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.
Article V Periodic Reviews
To ensure the DFBC operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall be conducted annually (at a minimum) and shall be validated by a majority of the governing board or committee.