ATTACHMENT B

 

V. Sue Cleveland High School

Baseball Boosters

Constitution and Bylaws

ARTICLE ONE – NAME

 

Section 1.The official name of the organization shall be V. Sue Cleveland High School (CHS) Baseball Boosters.

 

ARTICLE TWO – PURPOSE

 

Section 1.The purpose of the CHS Baseball Boosters is to support and promote all formal activities of the V. Sue CHS baseball program; to encourage and recognize high scholastic achievements, sportsmanship and character; to contribute to the morale, spirit and enthusiasm of the student body and the community and provide a vehicle of positive involvement by the community with the school.

 

Section 2.The CHS Baseball Boosters will assist the baseball program associated with V. Sue Cleveland High School by providing personal services and fundraising activities to provide financial support not available through school funds. All dues, donations, and other monies received or earned by this organization shall only be used to achieve those aims and purposes as set out. The CHS Baseball Boosters shall have no salaried officers or directors.

 

ARTICLE THREE - MEMBERSHIP AND DUES

 

Section 1.Eligibility – Membership in the CHS Baseball Boosters shall be open to all parents, guardians, and family members of students; faculty, staff and graduates of CHS; and any other individual or organization supporting the purposes of the Boosters. Membership shall be made available without regard to race, color, creed, sexual orientation, or national origin.

 

Section 2.Paid Membership – Eligible persons shall become voting members by paying the prescribed membership per fiscal year. Upon payment of such dues, a member shall be entitled to all voting rights and privileges.

 

Section 3.Non-Paid Membership – Shall include eligible persons who are actively involved in the Boosters but choose not to pay a membership fee. Non-paid members shall not be entitled to voting rights and privileges as those of the paid-members.

Section 4.Dues – Membership dues shall be $5 per person. Any changes in membership dues must be approved by a majority vote of those members present and voting at a regular membership meeting. Dues shall be payable at the beginning of each fiscal year.

 

Section 5.Membership Drive – An annual membership drive shall be conducted as early in the school year as possible, with additional members accepted at any time.

 

Section 6.Ex Officio Membership – The Principal or their designee, Athletic Director, and Head Coach of the participating sport shall be ex officio members of the CHS Baseball Boosters Board without vote. Ex Officio members will be entitled all the rights and privileges of regular membership, including the right to vote.

 

ARTICLE FOUR – BOOSTER BOARD OF DIRECTORS

 

Section 1.Composition – Booster Board of Directors shall consist of duly elected officers and the committee chairpersons. The CHS Principal or their designee, Athletic Director, and Head Coach of the participating sport shall be voting ex officio members of the Board and are welcome at all regular Booster meetings.

 

Section 2.Duties – Transact necessary business between meetings of the organization and shall transact such other business as may be referred to it by the general membership; Authorize payment of organization bills within the limits of the budget adopted by the organization.

 

Section 3.Officers – Officers shall be elected every two years during the May regular membership meeting and will take office immediately.  All Officers are required to pay the $5 membership due. The nominating committee will name a slate of officers and the floor will also be open for nominations.  The officers will be elected by simple majority of the membership present.  Vacancies of offices of unexpired terms shall be filled by appointment by Ex Officio members and a majority of the remaining officers.  The officers and their respective duties are as follows:

 

1. President – President shall preside at all meetings of the Boosters, the Boosters Board, and Executive Committee; Be a member of the ex officio of all committees with the exception of the nominating committee; Appoint all committee chairmen subject to the approval of the Board; Coordinate the work of officers and committees in order that the purposes of the organization may be promoted; Resolve problems in the membership; Meet with the designated CHS and Rio Ranch Public School representatives regarding booster activities as requested.

 

1. Vice President – Vice President shall act as aide to the president and shall perform the duties of the president in the absence or inability of that officer to act; Have such other powers and perform such other duties as from time to time may be prescribed by the President or by the board.

 

1. Secretary – Secretary shall keep an accurate record of the proceeding of all meeting of the Membership, Booster Board, and Executive Committee; Record all expenditures in the minutes; Prepare and disseminate minutes of the meetings to appropriate administrative staff, Athletic Director, and Board Members; Keep a current copy of the bylaws; Responsible for the preparation and counting of any necessary ballots; Send correspondence deemed necessary by the President and the Board.

 

1. Treasurer – Treasurer shall receive monies of the CHS Baseball Boosters, keeping an accurate record thereof, and shall deposit them in the name of the CHS Baseball Boosters in a bank approved by the Board; Pay all bills as authorized by the CHS Baseball Boosters Board or the organization; Keep an accurate record of receipts and disbursements which is a permanent record of the CHS Baseball Boosters. All other financial records must be retained for seven years including the current year; Present a statement of account at every meeting of the Board and general membership meeting, and when otherwise requested by the Board; Prepare bi-annual financial reports for the time period November 1 – April 30 due May 31 and for time period May 1 – October 31 due November 30 to the Rio Rancho Public School District Office. These reports will include gross receipts and disbursements for the appropriate time periods; File such bi-annual reports with the IRS, State of New Mexico, and local agencies as required by law.

 

Section 4.Term – Each elected officer shall serve a term of two (2) years or until a successor has been duly elected or appointed.  No term limit will be imposed for officers nominated for additional term and duly elected.

 

Section 5.Failure to Attend Meetings – When an Officer or Committee Chairperson fails to attend three (3) consecutive meetings without adequate excuse or when an officer fails to perform the prescribed duties of the office, the Board may declare the office vacant.

 

Section 6.Expiration of Term or Resignation – Each Officer or Committee Chairperson, upon expiration of his/her term of office or in case of resignation, shall turn over to the President without delay, all records, books and other materials pertaining to the chairmanship, and shall return to the treasurer, without delay, all funds belonging to the Boosters.

 

ARTICLE FIVE – NOMINATIONS AND ELECTIONS

 

Section 1.The floor shall be open for nominations for all upcoming vacant offices for election at the March and April membership meetings.

 

Section 2.All officers shall be elected by ballot every other year at the May membership meeting. Each paid member will have one vote.

 

Section 3.All officer elections shall be decided by majority vote.

 

Section 4.Officers elected at the May membership meeting shall begin their term at the July meeting.

 

Section 5.Any elected office becoming vacant during the year shall be appointed at a special board meeting to be called by Ex Officio members or the President.

 

ARTICLE SIX – BOOSTER MEETINGS

 

Section 1.Membership Meetings – CHS Baseball Boosters meetings shall be held monthly or more frequently as needed to conduct business.

 

Section 2.Annual Election Meeting – Shall be held each year an officer is due to vacate his/her office in conjunction with the May regular meeting.

 

Section 3.Special Board or Membership Meetings – May be called at anytime, for any reason, in any of the following ways: CHS Baseball Boosters President, Ex Offico Members, or Request by board members to the President.

 

Section 4.Quorum – A majority of the Board of Directors shall constitute a quorum for the transaction of business at any meeting of the Board; but if less than a quorum of the Directors is present at said meeting, a majority of the Directors present may adjourn the meeting from time to time without further notice.  The act of a majority of the Directors present at a meeting at which a quorum is present shall be the act of the Board of Directors.

 

Section 5.Voting – Each qualified family unit, as described in Article Three, Section 2 of these Bylaws, shall have the right to cast one vote at any matter at any particular meeting.  The decision of a majority of the voting members present at a meeting at which a quorum is established will be binding on the organization, unless provisions of these bylaws require greater vote.

 

Section 6.Proxy and Absentee – Proxy and absentee voting are expressly prohibited.

 

ARTICLE SEVEN – GENERAL PROVISIONS

 

Section 1.Operating Funds – All dues and monies collected by the CHS Baseball Boosters are to be deposited by the treasurer, president, vice-president or secretary into a bank account set up through a financial institution of the Boosters choosing.  Funds may be withdrawn on the signed request of the treasurer and the President or Vice President.

 

Section 2.Fiscal Year – The fiscal year of the CHS Baseball Boosters shall begin June 1st and end May 30th of the following calendar year.

 

Section 3.Annual Statement – The directors shall present at each annual meeting, or when called by vote of the members at any meeting, a full and clear statement of the condition of the organization.

 

Section 4.Group Exemption – This nonprofit organization will qualify as a tax-exempt organization under the provisions of Section 501(c)(3) of the Internal Revenue code and its Regulations as they now exist.

ARTICLE EIGHT – STANDING COMMITTEES

 

Section 1.Nominating Committee.  Meet to receive nominations for the elected offices of the organization and to prepare a slate of nominees and a ballot for the election of officers.  The committee shall be made up of the President, the Head Coach of the participating sport and one at-large member appointed by the Head Coach.

 

Section 2.Banquet Committee.  Responsible for organizing and coordinating the planning and implementation of all activities associated with the annual awards banquet.  The Vice President shall chair the committee and name its members as needed.

 

Section 3.Fundraising Committee.  Responsible for developing and managing fundraising projects.  The President will chair the committee and name its members as needed.

 

Section 4.Membership Committee.  Distribute membership information and coordinate membership drive.  The Treasurer shall chair the committee and name its members as needed.

ARTICLE NINE – ATHLETIC POLICY

Section 1.The CHS Baseball Boosters are required to comply with and adhere to all rules and regulations which have been or which in the future will be promulgated by the New Mexico Athletic Association (NMAA) and the New Mexico State Board of Education bylaws.

 

Section 2.All activities sponsored and/or financially provided by the CHS Baseball Boosters will comply with all rules and regulations under Title 9. Title 9, or U.S.C.S. S1681, et seq., provides that no person in the United States shall, on the basis of sex be excluded from participation in, or be denied the benefits of, or be subject to discrimination under any education program or activity receiving federal financial assistance. Title 9 applies to athletics and requires that no person shall be discriminated against in an interscholastic or intramural athletics offered by a recipient, and no recipient shall provide any such athletic program separately on such basis. Any recipient which operates or sponsors intramural athletics shall provide equal athletic opportunity for members of both sexes.

 

Section 3.The CHS Baseball Boosters will adhere to and follow all requirements of the federal and state affirmative action policies. Shall not discriminate, by excluding an individual from participating in the activities which it sponsors, from participating in the fundraising activities; and/or fail to do business with any company, corporation and/or firm, based solely upon that individual and/or entity’s race, religion, and/or sex.

 

ARTICLE TEN – DISSOLUTION OF THE CHS BASEBALL BOOSTERS

 

Section 1.In the event that the CHS Baseball Boosters is dissolved and discontinued, all assets and liabilities of the CHS Baseball Boosters will be the property of, and turned over to V. Sue CHS, as covered by the Rio Rancho Public Schools. All records will be the property of the Administration of V. Sue CHS, and will be turned over to the Principal and/or the Athletic Director.

 

ARTICLE ELEVEN - AMENDMENTS

 

Section 1.Amendments to Bylaws – These bylaws may be altered, amended, or repealed and new bylaws may be adopted by a majority of the Directors, provided that such alterations, amendments, or proposed substitute bylaws have been read or distributed to all Directors present at the previous regular membership meeting. Such actions shall be approved by a majority of the Directors either via email or at a special Board meeting held.