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Bylaws
of Lamar Girls Soccer Booster Club
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Purpose
Membership
Dues
Meetings
Committees
Mission
Statement
The
mission of Lamar Girls Soccer Booster Club is to support and
assist the girl's soccer programs at Lamar High School, to
support and assist the coaches, to encourage a positive school
spirit, and to increase community awareness and appreciation
of the Lamar Girls Soccer Program.
1.
Name, Form of Organization and Relationship to School
The
name of this not-for-profit organization shall be the Lamar
Girls Soccer Booster Club, organized to assist and support
certain activities of students at Lamar High School in the
Arlington Independent School District under the jurisdiction
of the Superintendent, UIL, and the administrators of Lamar
High School.
Prior
approval from the school must be obtained for any club function
that includes student attendance.
2.
Purpose
The
Booster Club shall work to secure funds that will be used
to purchase equipment, services, and supplies to benefit all
girl's soccer athletic students at Lamar High School. The
Booster Club shall work to fund scholarships for college-bound
senior girl soccer athletes. It shall be the purpose of this
organization and its members to cooperate with the athletic
director and/or other school sponsored activities in any projects
undertaken when requested, to aid the participants, and at
no time will it be our policy to interfere with the policies,
methods, eligibility requirements, and administration of these
groups at Lamar High School.
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3.
Membership and Dues
3.01
Membership
Membership
will be available in three categories:
Active
Membership - Active members are those that subscribe
to this mission statement and are dues-paying parents of
current year Lamar Soccer players.
Associate Membership - Associate members are others
that subscribe to this mission statement and are dues-paying
members, but are not parents of active Lamar Soccer players.
Honorary Membership - Honorary members are those
that subscribe to the mission statement and are elected
by the membership. The Lamar Soccer Coaches and Lamar Principal
will automatically be considered honorary members.
3.02
Voting
Voting
is limited to active members of the Lamar Girls Soccer Booster
Club.
3.03
Dues
The
Board of the Lamar Girls Soccer Booster Club will from time
to time establish annual membership dues. Dues so established
will be due and payable when members join the Lamar Girls
Soccer Booster Club. The term of membership will be from June
1 to May 31. Members may be admitted at any time during the
year. No dues will be assessed to Honorary Members.
4.
Governance
4.01
The Board:
There
will be a Board of Directors made up of officers of the Lamar
Girls Soccer Booster Club. The Board should annually review
policies in the following areas:
- How
to plan and publicize meetings
- Methods
of financing the club; compliance with tax laws; administering
funds, bookkeeping
- Election
of board officers
- Recording,
distributing, and filing minutes
- Effective
communication -- press releases, web site management, etc.
- Sportsmanship
code governing behavior of booster club members and fans
at contests, treatment of officials, guests, judges, etc.
- Plans
to support the school regardless of success in competition,
keeping the educational goals of competition at the forefront
of all policies
4.02
Board Officers:
The
Officers will be President, Vice President, Treasurer, Secretary,
Social Chairman, Fund Raising Chairman, Public Relations Chairman,
Communications Chairman, and Team Liaison.
4.03
Job Descriptions:
The
President shall attend all meetings and preside
over all general and board of director meetings, maintain
a line of communication between the coaches, parents, students
and administration, serve as the ex-officio member on all
committees, prepare the agenda for each business meeting,
and co-sign checks with the Treasurer. It shall be the specific
duty of the President to handle or assign the committee
chairperson to all events needed.
The Vice-president shall attend all meetings
and, in the absence or disability of the President or upon
the President’s request, perform the duties of that
office. The Vice President will assume the duties of the
Secretary or Treasurer in their absence. It will also be
the duty of the Vice President to promote membership in
the Booster Club, and to conduct a membership drive and
to keep a current membership list.
The Treasurer shall attend all meetings, receive
all monies of the Booster Club, including dues, keep accurate
records of receipts and expenditures and disburse funds
as authorized by the club, and co-sign checks with the President
or Vice-President. The Treasurer must also present a financial
report at every meeting, prepare for an independent financial
audit at the end of the year, and perform any other duties
as determined by the President. The Treasurer is responsible
for establishing the club bank account and securing signature
changes as required. In addition, the Treasurer should present
to the bank a current copy of the by-laws, a roster of the
elected officers, and a copy of the minutes of the meeting
at which the officers were elected.
The
Secretary will perform as the corresponding
and the recording Secretary. The Secretary shall record
the minutes of all General Booster Meetings and of the Board
of Directors meetings and shall perform such other duties
as may be delegated. Minutes of the Lamar Girls Soccer Booster
Club general meetings will be available online within one
week of the meeting and at the next Booster Club meeting.
The record copy of the minutes shall be kept by the Secretary,
and maintained for a period of not less than three (3) years.
The current Secretary is responsible for maintaining the
required set of minutes. A school copy of the minutes will
be kept on file in the varsity soccer coach’s office.
The
Social Chairman shall attend all meetings
and coordinate the social activities of the Booster Club.
This Chairman will oversee the Banquet, the Meet the Team
night, the Senior Night event, and the organization of the
concession stand for any tournament hosted by the girl's
teams.
The Fund Raising Chairman shall attend all meetings, organize and conduct fundraising activities for the Booster Club, and any other occasional duties determined by the President. The Fundraising Chairman will oversee the committee for Vikingfest.
Responsible for t-shirts and other items for sale, flower orders, home game and other concessions, Colonial Golf Tournament Concessions and other activities deemed appropriate to raise money for the activities of the club.
The Fund Raising Vice Chairman shall attend all meetings, organize and assist the Fund Raising Chairman in fundraising activities for the Booster Club, and any other occasional duties determined by the President.
Responsible for t-shirts and other items for sale, flower orders, home game and other concessions, Colonial Golf Tournament Concessions and other activities deemed appropriate to raise money for the activities of the club.
The
Public Relations Chairman shall attend all
meetings, be responsible for the Lamar Girls Soccer Web
site, maintaining the Web site with the current schedule,
results, pictures, rosters, and profiles of each player,
as provided by the players themselves with assistance from
the coaches.
The
Communications Chairman shall attend all
meetings and be responsible for submitting newsworthy articles
to the Lamar PTA newsletter and the Public Relations Chairman
to be included on the Lamar Girls Soccer Web site. The Chairman
will oversee the committees for newspaper communications
and year-end scrapbooks. Includes getting the year-end video made.
The
Team Liaison will attend all meetings and
be responsible to maintain communication with the Coaches
and the Booster Club members, e.g., wish lists for equipment
and uniforms, tournament and game schedules, important upcoming
events, etc. The team liaison will be responsible for coordinating
the display of the team banner at each game. In addition,
the team liasion will coordinate the US flag, the Star Spangled
Banner, and announcements at each Varsity home game.
The
Board shall be elected at the final General Booster Club Meeting
and shall assume their duties on June 1. Any officer vacancies
occurring during the year may be filled by a majority of the
remaining board.
4.03
Budgeting:
All
committees and all projects of any committee shall be pursuant
to budgets approved in advance by the Board, submitted on
a written form provided by the Board.
4.04
Attendance:
Board
members are expected to attend each meeting in order to effectively
carry out the responsibilities of the position. Failure to
attend more than three (3) meetings during a year may result
in removal from the board.
5. Funds
The Board shall have control and management of the funds, property, and business affairs of the organization. Funds of the organization shall be deposited in an interest-bearing checking account. The funds shall be withdrawn from the bank with which they are deposited by the signature of two (2) of the designated officers. There shall be three (3) officers capable of signing checks. These are the Treasurer, President, and Vice-President. All funds shall be disbursed in accordance with the approved Budget or upon approval of the majority vote of the Board. Expenditures may not exceed the budgeted amount without prior approval of the Board. Funds disbursed in payment of items appearing in the approved Budget do not require prior approval by the Board. For all items appearing in the approved Budget and all payments approved by the Board, the Treasurer is authorized to issue funds to cover the full cost of such items.
Each graduating Senior shall receive a scholarship of $100.00 for each year that she participated on a Lamar Girls Soccer team. The budget adopted by the Board shall provide for and make available the funds necessary to cover the expense of such scholarships at the end of the calendar year. A graduating Senior must claim her scholarship by March 31st of the following year.
Funds dispersed to the AISD/Lamar High School Girls’ Soccer Activity Fund must follow these guidelines. The coach is a school agent who may place orders for goods or services: a Booster Club representative cannot be the agent or contact person noted on the invoice or "ship to" notice. The coach must secure an approved Purchase Order before making a purchase or placing an order. The date on an invoice should be the same or later date on the Purchase Order. The Director of Purchasing must approve a donation that exceeds $250.00. The school bookkeeper is responsible for notifying the Director of Purchasing.
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6.
Meetings
Meetings
of the Booster Club shall be held on a regular basis. The
Board of Directors shall determine the dates of the meetings,
to be held at Lamar High School, or another designated location.
There will be a minimum of four (4) meetings per year, not
including the club functions for students.
Special
meetings of the Board of Directors may be called by a majority
of the Board with 24-hour notice to all Directors. These meetings
may be held telephonically.
The A.I.S.D. Superintendent or a designee should be invited
to all meetings.
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7.
Amendments
Amendments
to these Bylaws may be made at any regular or called meeting
of the Board or general membership by a two-thirds (2/3) vote
of the voting members present, provided that notice of the
proposed amendment was given prior to the meeting.
8.
Committees
There
may be Standing and Temporary Committees as determined by
the President of the Board at any time.
Standing
Committees selected by the Board of Directors will include
but not be limited to:
- Membership
- The Chair of the Membership committee will be the Vice
President.
- Nominating
- The Chair of the Nominating Committee will be the Secretary.
The Nominating Committee shall be established by the Board
and shall consist of three (3) members of the active membership.
The Secretary will be responsible for posting notices to
parents of existing and incoming athletes to ask for volunteers
for the next year’s board, for compiling names and
presenting them at the board meeting in April (nominations
may also be submitted from the floor), to create a ballot
for voting, and to present the results to Coaches and President
for approval for announcement at the May Booster Club meeting.
- Audit
- The Chair of the Audit Committee will be the current Treasurer.
The Board of Directors shall appoint an Audit Committee,
consisting of not less than three (3) active members, at
least two (2) of which have not had signature authority
for disbursement of funds for the year being audited. A
financial audit may be conducted at any time as designated
by the Board, but must always be conducted, completed, and
signed off prior to newly elected Board Members assuming
their duties, which is June 1. The fiscal year for the club
is June 1 to May 31.
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9.
Dissolution
In
the event of a conflict of objectives that occurs between
the Board and Soccer Coaches, and if such conflict cannot
be satisfactorily resolved within thirty (30) days, the Lamar
Girls Soccer Booster Club may be dissolved at the discretion
of the Lamar Principal or by a two-thirds (2/3) vote of the
Board of Directors.
Upon
such dissolution, all financial obligations of the Lamar Girls
Soccer Booster Club shall be paid and a final audit of the
books performed by an Audit Committee as provided for in Article
8. After the bills have been paid and a satisfactory audit
performed, any remaining funds shall be donated to AISD/Lamar
High School Girls Soccer Activity Fund.
10.
Parliamentary Authority
"Roberts
Rules of Order, Revised" shall govern the Lamar Girls’
Soccer Booster Club in all cases in which they are not in
conflict with these Bylaws.
Motion
to adopt Bylaws by Joe Wolff
Seconded by Arlene Duffy
Vote: 14 for, 0 Against
Adopted this 27 day of May, 2003
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