DOBSON FOOTBALL BOOSTER CLUB
Revised July 8 2014
I. NAME OF ORGANIZATION
A. The name of this organization shall be the Dobson Football Booster Club, herein referred to as “DFBC”.
II. OBJECTIVES & FUNCTIONS
The purpose of DFBC shall be to provide support to the Dobson High School Athletic Department, the Dobson High football coaching staff and football players and to contribute to the functions of said programs. The booster club will organize fundraising activities and events that support the football program and its players. The booster club will assist in the communication flow between the football program and parents.
Mission Statement: The booster club 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 and parents.
No part of the earnings of this booster club shall inure to the benefit of, or be distributed to, its members, directors, officers, or other private persons, except that the Booster Club shall be authorized to pay reasonable compensation for services rendered. Notwithstanding any other provision of these articles, the booster club shall not carry on any other activities not permitted to be carried on:
Section 1: Anyone interested in aiding, improving and supporting the Dobson Football Booster Club is eligible for membership. Members of the DFBC shall be persons including but not limited to football player family members (excluding any student in attendance at any high school), Dobson High School alumni, and community residents who are willing to commit to the support and betterment of the Dobson Football Program. Members are encouraged to attend monthly booster meetings as scheduled.
Section 2: A new attendee to a DFBC meeting will become a voting member of the DFBC upon their second consecutive meeting.
Section 3: Upon missing two consecutive meetings, a member will lose voting privileges until reinstated by attending the required two consecutive meetings.
Section 4: Attendance by proxy can be established by any member through a written and signed letter submitted by any member that is in attendance on his or her behalf. Proxy can also be accepted through an email to the booster email address. All submissions must be made prior to the meeting time to be included within the sign-in sheet. Any suggestions can be included within the proxy documentation and heard within the meeting just as if the individual was actually present and will count towards his or her attendance to maintain voting rights.
IV. OFFICERS/EXECUTIVE BOARD
The affairs of the Booster Club will be managed by the Executive Board and Officers, which will consist of the required 5 Executive Board (A-E) and eleven optional members/officers (F-H), to total sixteen members. The Executive Board will consist of the President, 1st Vice President, 2nd Vice President, Secretary and Treasurer. The duties of the Executive Board and Officers 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 Dobson Football Booster Club 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 will work with the Membership Chair to determine 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.
F. Team Representative: There will be two (2) class representatives elected from each class. Each representative shall be responsible for communicating information between the parents of Dobson Athletes and Dobson Football Booster Club and assisting the officer to which they are assigned (as indicated below) with their duties as needed.
1. (2) Senior Class Representative to assist the 1st Vice President.
2. (2) Junior Class Representative to assist the 2nd Vice President.
3. (2) Sophomore Class Representative to assist the Secretary.
4. (2) Freshman Class Representative to assist the Treasurer.
G. Membership Chair: The Membership Chair shall be responsible for keeping an up-to-date membership list, including email addresses and contact information, and collecting a sign-in sheet from every meeting to then present to the Secretary for the meeting minutes. They are responsible for tracking who is eligible for voting within each Regular Board Meeting. Proxy voted included.
H. Members-at-Large: These two (2) members will be any other member of the Dobson Football Booster Club and shall be responsible for assisting the Membership Chair and communication (including electronic communication) between the community and the Dobson Football Booster Club.
The Executive Board of Officers shall be elected annually by the General Membership by nominations from the floor. Executive Officers mentioned within A, B, C, D, & E are required positions to vote in to term within the November meeting in prior season to start the new term on January 1st. Officers mentioned within F, G, & H are optional positions determined by interest and can be voted on throughout the season.
*All Freshman positions shall be nominated for within the month of May, and voted on within the month of June. Sophomore positions will cover the Freshman positions until the Freshman positions are elected and/ or filled.
Booster Club officers shall serve no longer than two consecutive years in a specific office. Officers will be eligible to hold that office again after relinquishing that position for one year. If officers do not wish to hold an office for the full term, they must write a letter to the board and allow for a proper election to take place upon stepping down from office.
A. Regularly Scheduled Meetings: The Dobson Football Booster Club 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.
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 voting members attending the next Dobson Football Booster Club General meeting 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 minimum of five (5) members of the Executive Board must be present to conduct 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. Nominating procedures are as follows:
1. The Executive Board of Officers shall be elected annually by the General Membership by nominations from the floor.
2. All officers must be a member in good standing at the time of the election and remain so during the term of office.
B. Election procedures will be as follows:
1. Anyone interested in nominating or applying for a future Board position must submit an Election Form and submit to the Dobson Football Booster Club email address by the deadline on the form. All nominations will be open in the month of October to prepare for the elections in the month of November.
2. The elections will take place at the November meeting.
3. Installation of officers will be at the December meeting and new officers will assume duties as of January 1st following.
4. The method of election will be by secret ballot vote for all offices.
5. The number of votes required for election will be a simple majority of the General Membership.
XI. EXECUTIVE BOARD MEMBER RESIGNATION, TERMINATION, AND INTERIM ASSIGNMENTS
Resignations must be submitted in writing to any remaining Executive Board member.
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.
When an Executive Board position is vacated by resignation or termination, the General Membership may accept nominations and vote, by majority vote, another person into the position as an Interim Assignment until the next annual election cycle occurs in November.
XII. CONTRACTS AND MONIES
A. Any fundraising events must first be presented to and approved by the Dobson Football Booster Club, 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 Membership must approve expenditures exceeding $50.00 by a majority vote. Expenditures less than $50.00 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. The Special Events Committee has permission to spend up to $50.00 in the event that they are asked by the Athletic Director or School Administrator to celebrate a special achievement accomplished by the coaching staff.
E. The Treasurer shall have the authority to release monies not to exceed $50.00 for additional expenditures required by any football events or games sponsored by the Dobson Football Booster Club.
F. All checks, drafts or orders for payment of money, notes, or other indebtedness shall be signed by the Treasurer and the President or so authorized by the booster.
The President, Treasurer and one other booster member shall be co-signatories on the DFBC checking account.
A “Detailed Checking” account report and “Expense and Income” report shall be
provided for each monthly DFBC meeting.
G. All monies raised by the Dobson Football Booster Club must be accounted for and deposited in the general booster club account within thirty (30) days following the fundraising event or immediately following the next school/banking day, whichever is earliest.
H. Gift expenditures should not exceed $40.00 for any gift for coach, manager, staff, player, or booster club member per year. The senior gift of $25.00 per player and/or manager shall be included in the $40.00 amount for that year.
I. Sympathy acknowledgment of players and coaches for the loss of their immediate family will be addressed by making a donation of $20.00 to the Dobson Football Booster Club Scholarship fund in memory of the deceased and a card will be sent.
1. If any football player or member of the coaching staff is hospitalized overnight for any reason at anytime up until graduation shall receive a gift not to exceed $20.00.
2. Any member of the coaching staff that has an addition to their family by way of birth or adoption shall receive a card as a Booster blessing.
3. Sympathy acknowledgement for a Dobson Football Booster Club member will be addressed by sending a card.
J. Money raised by the Dobson Football Booster Club 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 years to come.
K. A budget shall be established at the beginning of each calendar year. The forwarding balance in the general Dobson Football Booster Club account should be a minimum of $5000.00 at the beginning of a calendar year. Other accounts must maintain the balances or balance that they were ear-marked for by the majority vote of the General Membership.
L. 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 Dobson Football Booster Club General membership.
XIV. PROCEDURES AND AMENDING OF BY-LAWS
These By-laws may be amended when necessary by a majority of the Dobson Football Booster Club General 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.
A. All changes to these by-laws must be presented one (1) month in advance of the general membership meeting.
B. A vote of 2/3 of the Executive Board is required to change these by-laws.
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
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.
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.
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 appropriate governing board or committee decides that a conflict of interest exists.
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.
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.
Each director, principal officer and member of a committee with governing board delegated powers shall annually sign a statement which affirms such person:
a. Has received a copy of the conflicts of interest policy,
b. Has read and understands the policy,
c. Has agreed to comply with the policy, and
d. Understands the DFBC is charitable and in order to maintain its federal tax exemption it must engage primarily In activities which accomplish one or more of its tax-exempt purposes.
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, at a minimum, include the following subjects:
a. Whether compensation arrangements and benefits are reasonable, based on competent survey information, the result of arm’s length bargaining.
b. Whether partnerships, joint ventures, and arrangements with management organizations conform to the DFBC’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes and do not result in inurement, impermissible private benefit or in an excess benefit transaction.
Use of Outside Experts
When conducting the periodic reviews as provided for in Article VI, the DFBC may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring periodic reviews are conducted.