ByLaws

BYLAWS OF THE MINERAL POINT FOOTBALL GRIDIRON CLUB

ARTICLE I – Name, Purpose and Objectives.

Section 1.1 Name - The name of this organization shall be the Mineral Point Gridiron Club, and shall be referred to as the “Gridiron Club”.

Section 1.2 Purpose – The purpose of the Gridiron Club is to promote and assist football activities at Mineral Point Schools in an atmosphere that is consistent with Mineral Point Schools and Mineral Point Athletic Department policies.

Section 1.3 Objectives – The objective of the Gridiron Club are as follows:

Develop an organization with an active and involved membership that is concerned with the total growth of the football program

(b) Encourage and support all academic and athletic endeavors of our athletes

(d) Aid the coaching staff and athletic department in staging special events and projects

Section 1.4 Non-profit Status – The Gridiron Club will carry out activities permitted by an organization exempt from Federal Income tax under Section 501(c)(3) of the IRS Code of 1954.

ARTICLE II – Membership and Fees

Section 2.1 Membership – any family or friend of a Mineral Point Football Program or Alumni wishing to help provide support to the Mineral Point Football program. Membership is valid for one season at a time during the Mineral Point Football Gridiron Club Season (February 1 - January 31).

Section 2.2 Membership Fee – There will be a $15 membership fee.

ARTICLE III – Officers/Executive Board

Section 3.1 Officers - The officers/executive board shall consist of the President, Vice-President, Secretary and Treasurer.

a) Election. The officers will be elected by a majority of the General Membership present at the last meeting of each season; this will enable for a smooth transition to the upcoming season. All elected officers must be current members of the club.

b) Nominations. Candidates must be nominated from the floor.

c) Terms of Office. The Gridiron Club fiscal year is February 1 to January 31. The officers will serve a 1 year term for each position and may be re-elected for up to two (2) more terms

d) Vacancy. The President, with the approval of the Executive Board, shall appoint any officer vacancy other than the President. A vacancy in the office of President shall be filled by the Varsity Head Football Coach.

Section 3.2 Duties of Officers

(a) President (1-year term - renewable). The President shall:

(1) Preside at all meetings;

(2) Appoint committee members with concurrence of Executive Board;

(3) Appoint or dissolve all other committees as required;

(4) Serve as ex officio member for all committees;

(5) Serve as primary spokesperson for the club;

(6) Direct goals of the Gridiron Club;

(7) Report back to Head Football Coach on an as needed basis

(b) Vice-President (1-year term – renewable). The Vice President shall:

(1) Perform all duties of the President in his/her absence;

(2) Be responsible for the annual review of the By-Laws and recommendations of revisions and amendments;

(3) assist the President in all facets of his/her duties

(1) Keep a record of all proceedings of the meetings of the Gridiron Club.

(2) Electronically file and distribute a copy of minutes to all General Members;

(3) Compile, update and operate Mineral Point Football email database to all Mineral Point Football Parents;

(d)Treasurer (1-year term – renewable). The treasurer shall:

(1) Maintain an electronic record of all financial accounts and transactions;

(2) Deposit all monies into Mineral Point Gridiron Club Account;

(3) Receive all invoices and pay all football related bills from Mineral Point Gridiron Account;

(4) Report financial status of Gridiron Club at each General Meeting

ARTICLE IV – Executive Board

Section 4.1 - The Executive Board shall be responsible to act on behalf of the Gridiron Club in matters of business affairs of the organization, except for matters decided by vote in General Membership Meetings. The Executive Board will consist of:

(a) President

(b) Vice-President

(d) Treasurer

(e) Head Football Coach.

Section 4.2 – The Executive Board shall:

(a) Approve the President’s creation or dissolution of all Committees and Committee Members.

(b) Set the time and date of all General Membership Meetings

Section 4.3 – The above-mentioned issues decisions must have 3 of the 5 Executive Board members vote to move forward

ARTICLE V – Meetings

Section 5.1 – General Membership Meetings: General meetings will be held on the third Wednesday of each month excluding the month of December. All meetings will begin at 6:00 pm and be held in the Mineral Point High School in Mr. Leonard's room. Meetings are open to all General Members.

Section 5.2 – Executive Board Meetings: Executive Board shall meet 1 hour prior to all General Membership Meetings as well as one (1) more time in July, August, September, October and November.

Section 5.3 – Meeting Locations:

(a) All General Meetings are to take place at the Mineral Point High School unless otherwise stated.

(b) All Executive Board meetings are to take place at the Mineral Point High School unless otherwise stated.

Section 5.4 - Inappropriate business includes:

How football players participate within the Football Program
Football Coach’s strategy for games, practice, or discipline
Any business not meeting the objectives outlined in Article 1

ARTICLE VI – Standing Committees

Section 6.1 - Standing Committees. Standing Committees are those required to carry out specific functions throughout the year. Chairpersons, with Executive Board approval, shall be appointed by the President. Standing committees and their primary functions follow:

Section 6.2 Team Meal Committee. The team meal committee shall:

(1) Organize and plan all Team supper meals for Thursday Night before a varsity Friday night home and away games;

(2) Fill out all facility use forms for Mineral Point High School cafeteria;

(3) Plan and organize an Annual Mineral Point Gridiron Club Community Day and Chicken BB-Q (date TBA);

Section 6.3 Fundraising Committee. The fundraising committee shall:

(1) Solicit website sponsorships;

(2) Assist the Head Coach with HUDL fundraiser;

(3) Recommend and bring forth any fundraising ideas

Section 6.4 Spirit Wear Committee. The Spirit Wear Committee shall:

(1) Handle all orders dealing with Mineral Point Gridiron Club clothing for both Players and Parents;

(2) Select vendor that can deliver products for both players and coaches for best price (on time delivery is necessary);

(3) Handle all order forms and distribution of merchandise once it arrives; (4) liaison to Mineral Point Athletic Department in all merchandise ordered and delivered

Section 6.5 Banquet / Senior Night Committee. The Banquet Committee shall:

(1) Book venue for yearly football banquet.

(2) Handle decorations and any special requests of coaching staff to operate a smooth banquet.

(3) Get list of Senior Football Players and accompanying parent(s) for Senior Night Recognition.

(4) Make sure list gets to the athletic office and to Mineral Point Football announcer prior to ceremony.

(5) Coordinate senior moms and dads gifts and have on field ready to distribute.

(6) Coordinate senior gifts to be given at the end of the year banquet.

Section 6.6 Picture Committee. The picture Committee shall:

(1) Contact vendor to set up photo shoot day for the high school football team members for both team, individual picture and poster shoot day.

(2) Distribute photo order forms to all team members.

(3) Collect order forms and hand to vendor on day of photo shoot.

Section 6.7 Marketing Committee. The marketing committee shall:

(1) Coordinate any merchandise carrying the team name and logo

(2) Coordinate activity with Executive Board and Head Football Coach

(3) Contact vendors and place orders in a timely fashion for that specific piece of merchandise.

ARTICLE VII - Finances

Section 7.1 All monies received by the Gridiron Club for any purpose shall be deposited to the credit of the Mineral Point Gridiron Club account.

Section 7.2 Funds raised by any of the Gridiron Club fundraising programs can only be directed to an approved Football Team purchase / activity. This must be approved by the President through the Head Football Coach and have the approval by vote of the Membership at a General meeting. The President along with the Head Football Coach and the Executive Board may approve a purchase up to $500 in case of an emergency until a General Meeting for full approval by membership.

Section 7.3 Financial Report. The treasurer shall present a financial report at each and every Gridiron Club General meeting and prepare a final report at the close of the year.

ARTICLE VIII - Conflict of Interest

Section 8.1 Existence of Conflict.

Executive Board members, Standing Committee members and General members of the Gridiron Club should refrain from any actions or activities that impair their objectivity in the performance of their duties on behalf of the Gridiron Club. A conflict of interest may exist when the direct, personal, financial or other interest of any Executive member, Standing Committee member or General member competes or appears to compete with the interests and objectives of the Gridiron Club. If any such conflict of interest arises the interested person shall call it to the attention of the Executive Board for resolution. The conflict must be in writing. If conflict relates to a matter requiring board action, such person shall not vote on this matter. When there is a doubt as to whether any conflict of interest exists, the matter shall be resolved by vote of the Executive Board, excluding the person who is the subject of possible conflict.

Section 8.2 Non-participation in Vote.

The person having the conflict shall not participate in the final deliberation or decision regarding the matter under consideration and shall retire from the room in which the Executive Board is meeting. However, that person may be permitted to provide the Executive Board with any and all information.

Section 8.3 Minutes of Meeting.

The minutes of the meeting of the Executive Board shall reflect that the conflict was disclosed and the interested person was not present during the final discussion and did note vote on the matter.

Section 8.4 Annual Review.

A copy of the conflict of interest statement shall be furnished to each Executive Board member who is presently serving the Gridiron Club, or who hereafter becomes associated with the Gridiron Club. This policy shall be reviewed for information and future guidance purposes and new Executive Board members shall be advised of the policy and resolution as a precedent for future conflict resolution.

ARTICLE IX - Amendment of these By-Laws

Section 9.1 Amendments to the by-laws must be presented at the November General Meeting and be voted on at the January Annual Meeting, however there must be a quorum at this meeting. A quorum will be 15 voting members or more, including 3 out of 5 of the Executive Board. If there is not a quorum present, the proposed amendment shall be voted on at the next meeting where a quorum exists. The amended bylaws must be passed by a two-thirds majority of those attending that general membership meeting in which a quorum is present. These amendments must be read at a general membership meeting by the Vice President or designee, discussed, and voted on at the same meeting, provided that notice of the proposal amendment was given prior to the meeting.

Section 9.2 Notice of Amendment. Amendments to the bylaws are to be submitted in writing to the Executive Board at an Executive Board meeting in November. Notice of the amendments shall be publicized by e-mail to the general membership at least two weeks prior to the Annual meeting.

ARTICLE X. Dissolution of Gridiron Club

Section 10.1 Dissolution of the Gridiron Club entity. Should the Mineral Point Gridiron Club cease to operate as an entity, all of the Gridiron Club assets will be distributed to the Mineral Point Schools Football program upon Mineral Point High School Administration approval.

These Mineral Point Gridiron Club bylaws must be posted and kept in compliance throughout the season. If compliance is not met throughout the season, the Head Football Coach has the authority to remove said member or disband the entire Mineral Point Gridiron Club organization.

These bylaws have been approved by the Mineral Point Gridiron Club.

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