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bylaws

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BYLAWS OF THE

LONG CREEK HIGH SCHOOL ALL SPORTS BOOSTER CLUB, INC.

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  1. Organization.

The Long Creek High School All Sports Booster Club, Incorporated (the “Booster Club”) exists as a Texas non-profit corporation organized and operating under the Texas Nonprofit Corporation Law and Section 501(c)(3) of the Internal Revenue Code.

 

  1. Objective.

  1. To stimulate and sustain enthusiastic interest among parents, student athletes, the LCHS student body, and members of the community in all LCHS Athletic Programs. 

  2. To lend all possible support, financial and non financial, to the activities of all LCHS Athletic program’s with guidelines specified by New Braunfels Unified School District Board of Education, LCHS Administration, LCHS Athletic Director, and University Interscholastic League (“UIL”) guidelines and regulations

  3. To participate (in cooperation with the LCHS Athletic Director, and LCHS Coaches) in activities designed or conducted to promote all LCHS Athletic Programs. 

  1. Membership.

    1. Members.  An infinite non-voting class of donor class membership shall consist of individuals and businesses who agree to pay the annual dues as set by the Booster Club and that may be amended from time to time.

    2. Board of Directors.  A finite voting class of membership shall consist of individuals who agree to pay the annual dues as set by the Booster Club and who hold a position on the Executive Board or Committee Chairperson. 
       

  2. Executive Board.  The Executive Board and shall consist of the following positions and duties:

A. President.  At the annual meeting, the Board of Directors shall nominate and elect a   President. The President shall serve a one-year term.  The President may be re-elected to serve successive one-year terms, not to exceed four successive terms.

The President shall:

  1. Read and understand the UIL Constitution and Contest Rules, UIL Booster Club Guidelines (Updated 2016), and these Bylaws;

  2. Provide a copy of the Bylaws and Booster Club Guidelines to the Board of Directors upon their appointment or election;

  3. Preside at all meetings and be a direct liaison with the Superintendent or his or her designee; 

  4. Lead and create the general operating procedures for the year

  5. Create and appoint committees and committee  leads for the year 

  6. Supervise each of the Committees;

  7. Ensure all UIL Constitution Rules are complied with in reference to any Booster Club action, event or activity;

  8. Ensure the Superintendent or his or her  designee has notice of all Booster Club, actions, events, activities and meetings; 

  9. Ensure the Superintendent or his or her designee has approved of all Booster Club, actions, events, activities, meetings and financial distributions; 

  10. Maintain custody of all corporate documents and meeting minutes of the Booster Club;

  11. Co-sign all check or financial instruments used to disburse Booster Club funds; and

  12. Ensure Booster Club is in proper compliance with Texas and Federal Non-Profit Law.  The President may seek the assistance from accounting and legal professionals, as needed, as approved by the Board of Directors.

B. Vice-President.  At the annual meeting, the Board of Directors shall nominate and elect a Vice-President. The Vice-President shall serve a one-year term.  The Vice-President may be re-elected to serve successive one-year terms, not to exceed four successive terms.

The Vice-President shall: 

  1. Read and understand the UIL Constitution and Contest Rules, UIL Booster Club Guidelines (Updated 2016), and these Bylaws; and

  2. Assist the President in all duties 

  3. Assist in creating the general operating procedures for the year 

  4. Assist in appointing committees and committee leads for the year

  5. Supervise each of the Committees;

  6. Co-Sign all check or financial instruments used to disburse Booster Club Funds

  7. Ensure Booster club is in proper compliance with the Texas and Federal Non-Profit Law.  The Vice President may seek the assistance from accounting and legal professionals, as needed, as approved by the Board of Directors  

C. Treasurer.  At the annual meeting, the Board of Directors shall nominate and elect a Treasurer. The Treasurer shall serve a one-year term.  The Treasurer may be re-elected to serve successive one-year terms, not to exceed four successive terms.

The Treasure shall:

  1. Read and understand the UIL Constitution and Contest Rules, UIL Booster Club Guidelines (Updated 2016), and these Bylaws;

  2. Maintain a current accounting of the Booster Club’s finances;

  3. Maintain a bank checking account of the Booster Club’s finances in the name of LONG CREEK HIGH SCHOOL ALL SPORTS BOOSTER CLUB, INC.

  4. Report at each meeting the accounting of the Booster Club’s financial status; 

  5. Receive and give receipts for amounts due and payable to the Booster Club from any source;

  6. Deposit all amount into the Booster Club account; and

  7. Write and sign checks and financial instruments on behalf of the Booster Club as directed, in addition to the President’s or Vice President’s  signature.

D. Secretary.  At the annual meeting, the Board of Directors shall nominate and elect a Secretary. The Secretary shall serve a one-year term.  The Secretary may be re-elected to serve successive one-year terms, not to exceed four successive terms.

The Secretary shall:

  1. Provide notice of all meetings by email;

  2. Take type or hand-written minutes at each meeting;

  3. Maintain up-to-date Roster of each Board of Director and contact information, including mailing address, email and phone number;
     

  4. Archive all meeting minutes and provide a copy after each meeting to the President; and

  5. Provide prior meeting minutes at each meeting for review and approval.

E. Parliamentarian.  At the annual meeting, the Board of Directors shall nominate and elect a Parliamentarian. The Parliamentarian shall serve a one-year term.  The Parliamentarian may be re-elected to serve successive one-year terms, not to exceed four successive terms.

The Parliamentarian shall:

  1.  Be versed in the Bylaws of the Booster Club; and Ensure the Bylaws are being followed and direct the Board of Directors, accordingly.

 

  1. Nominations and Elections of the Executive Board.  At the annual meeting, the prior year’s Board of Directors shall nominate and elect, from the membership, the Executive Board.  If there is a contest for a position, then voting shall be by secret ballot.  The prior year’s Parliamentarian shall collect a folded written vote of each voter.  The prior year’s President and Secretary shall review, record, and announce the results.  

  2. Removal of a Director.  A Director, including an Executive Board Member may be removed from serving upon a two-thirds vote of a quorum of the Board of Directors, upon a properly noticed meeting.  

  3. General Operating Procedures

    1. Development for the General Operating Plan shall be led by the President and Vice President with the assistance of the other board members,  LCHS Athletic Directors and Coaches to be in alignment with the financial and non-financial support needed for all LCHS athletic programs for the upcoming year.

    2. The General Operating Plan will need to be completed, voted on and approved by the July Monthly Meeting for each upcoming school year. 

    3. The General Operating Plan will be a guideline for the LCHS ALL Sports Booster club and its operations for the upcoming year.   

    4. The following shall be included in The General Operating Plan  

      1. Committees for the upcoming year and committee leads 

      2. Events with tentative dates 

      3. Budgets for each athletic program at LCHS produced by the Athletic Directors or Coaches detailing their financial support needed. 

      4. Fundraising campaigns, dates of the campaigns and financial goals for each fundraiser 

      5. Scholarships

    5. The General Operating Plan will need to be approved by the board and members of LCHS All Sports Booster Club 

    6. Addendums may be made to the The General Operating Plan when deemed necessary by the board.  All Addendums must be voted on and approved by the board and members of the LCHS All Sports Booster Club. 

  4. Parliamentary Authority and Voting.

    1. Robert’s Rules of Order.  Meetings and business of the Booster Club will be conducted pursuant to Robert’s Rules of Order.

    2. Quorum.  A quorum required to transact business of the Booster Club shall consist of a majority of the Board of Directors present at an Annual Meeting, Monthly Meeting, or a Special Meeting.  If a quorum of the Board of Directors is not present at a scheduled meeting, then the President shall call the meeting to order, announce that a quorum does not exist.  No action may be taken on any agenda item without a quorum.  The Secretary shall take minutes of this meeting, accordingly.

    3. Voting.  A majority (more than fifty percent) of a quorum of the Board of Directors is needed to pass or defeat a measure.  Voting may be conducted in person by voice, hand, secret ballot, or by proxy/email, bearing the director’s name, date, and measure.  A proxy vote must be received by the Secretary within 24 hours of the called action or it is void.

  5. Meetings.

    1. Agenda and Financial Report.  At each Annual, Monthly, and Special Meeting, detailed below, the Secretary and the Treasurer, respectively, shall provide a written Agenda and Financial Report to the members who are present.  

    2. Annual Meeting.  The Booster Club shall hold an annual meeting in June of each calendar year. 

      1. The written Agenda for the Annual Meeting shall consist of:

        1. Call to Order and Establishment of a Quorum

        2. Reading and Approving the Minutes of the prior monthly Meeting

        3. President’s Summary of the Preceding Year

        4. Treasurer’s Report of the Preceding Year and Results of Financial Audit

        5. Nominations and Elections for Executive Board

        6. Appointment by the President of Committee Chairs

        7. Review and Approval of Annual Dues (This is to be done at the last monthly meeting before the Annual Meeting).

        8. Review and Approval of Annual Monthly Meeting Dates

        9. Review and Approval of the Annual Budget

        10. Unfinished Business specifying action items to be considered

        11. New Business specifying action items to be considered

    3. Monthly Meetings.  The Booster Club shall thereafter conduct monthly meetings.  The dates of the monthly meetings shall be approved at the annual meeting.  The Booster Club may hold more meetings as necessary during the calendar year. 

      1. The written Agenda for each Monthly Meeting shall consist of:

        1. Call to Order and Establishment of a Quorum

        2. Reading and Approving the Minutes of the prior Monthly Meeting, any Special Meeting and any Executive Board Meeting.

        3. Officer Reports

        4. Committee Reports

        5. Unfinished Business specifying action items to be considered

        6. New Business specifying action items to be considered

    4. Special Meetings.  The President may call a special meeting of the Booster Club, as necessary, upon three-day notice to the Booster Club.

      1. The written Agenda for a Special Meeting shall consist of:

        1. Call to Order and Establishment of a Quorum

        2. The action items required only for the purposes of the Special Meeting.

  6. University Interscholastic League (UIL) Rules.

    1. Club Finances.  Any and all contributions made by the Booster Club shall be paid directly to Long Creek Highschool to use at its discretion, or as permitted through the Superintendent or his or her designee.

    2. No Valuable Consideration or Awards to Student Athletes.  “Student athletes are prohibited from accepting valuable consideration for participation in school athletics – anything that is not given or offered to the entire student body on the same basis that it is given or offered to an athlete.  Valuable consideration is defined as tangible or intangible property or service including anything that is usable, wearable, salable or consumable.”  (UIL Booster Club Guidelines).

    3. No Valuable Consideration to any 3rd Party.  The Booster Club shall not pay valuable consideration to any third party not associated with Long Creek High School, without permission of the school, through the Superintendent or his or her designee.  

    4. Prior Approval Before Activities Events and Banquets.  The Booster Club shall receive prior approval from the school before holding an event, activity or banquet, through the Superintendent or his or her designee.

    5. Scholarships.  The Booster Club may award scholarships toward college or university enrollment to select student, if awarded at or after graduation from high school.  See UIL Rule 480(a)(2)(E), and upon approval of the school through the Superintendent or his or her designee. 

 

  1. UIL Constitution Not Preempted.  The Bylaws do not suspend or preempt the UIL Constitution.  In the event of a conflict, the UIL Constitution shall govern.

  1. Financial Controls. In order to ensure financial accountability, there will be three signers on the checking account, president, vice-president, and treasurer. It is the treasurer’s responsibility to prepare the treasurer reports; however, it is the president and vice-president’s responsibility to review the checking account transactions. All withdrawals must have a receipt, invoice, or explanation provided to the treasurer for the financial records. Cash boxes will be counted prior to delivery. Cash should be double-counted after the event with two people signing off on the amount.

  2. Annual Audit.  The Executive Board shall be authorized to employ independent certified public accountant to perform an annual audit of the Booster Club’s accounts and financial statements.  The report shall be provided and reviewed at each Annual Meeting before adoption of the Annual Budget.

  3. .Conflicts of Interest.  Any member who has a direct financial interest in any measure that is considered by the Booster Club shall: (1) disclose such interest at the time of the consideration; and (2) abstain from voting on the measure.

  4. Amendment of Bylaws.  The Bylaws may be amended from time to time and as necessary for the proper and efficient administration of the Booster Clubs goals and policies.  A simple majority of a quorum of the Board of Directors is necessary to pass any amendment.


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