Bylaws

BY-LAWS FOR

THE COAL CITY UNIT 1 ATHLETIC BOOSTERS CLUB

Article 1 Name

The name of this organization shall be the Coal City Unit 1 Athletic Boosters Club.

Article II Objectives

1. To promote, assist, provide services and contributions to athletic programs.
2. To encourage good sportsmanship, high moral standards, and communication among the athletes, coaches, and administration.
3. To provide financial resources, equipment, and other athletic needs for students that are in need of financial assistance.
4. To adhere to all Coal City School Board policies and administrative procedures.

Article III Policies

1. This organization shall cooperate with the Athletic Department. The Coal City School District is not, and will not be, responsible for the Coal City Athletic Boosters business or the conduct of its members.
2. Individuals who volunteer to work at an athletic event are to be admitted to that event free of charge. For IESA/IHSA sponsored events, a list will be provided to the athletic director so volunteers are able to get in free of charge.
3. Voting on any issue shall be accomplished by a majority vote of members in attendance including officers (except for the President). Any member who attends the meeting shall have a right to vote, however only one vote per family is allowed.

Article IV Membership

1. Any person who lives within the Coal City School District and pledges to uphold the objectives and policies of this organization is eligible for membership and may become a member.

Article V Meetings

1. Monthly meetings will be scheduled and posted on the Athletic Boosters webpage (http://coalcityathleticboosters.weebly.com/). If a holiday should occur the board shall schedule accordingly.

Article VI Officers

1. Executive Officers of this organization shall be President, Vice-President, Secretary, Football Concession Chair, High School Concession Chair, Middle School Concession Chair, Pick Night Chair, and Advertising/Marketing Chair
2. The voting officers of this organization shall be all the Executive Officers excluding the President. The President shall have the final vote only in case of a tie.
3. Eligibility of officers – any person seeking an officer’s position must be a member and have a student participating on an athletic team.
4. Election of officers – officers shall be elected at the May meeting and attend the June meeting as officers elect and take charge on July 1st
5. Officers shall hold a position for a period of one (1) year and may run for an officer’s position again the following year.
6. A resignation shall be presented to the board in writing.
7. If the President position becomes vacant, the Vice President will assume the President’s responsibilities. If a vacancy should occur the remaining executive board shall appoint a member to fill the position.

Article VII: Officer Responsibilities

The President shall preside over all meetings and oversee all aspects of this club. He/she shall serve as the liaison between the Boosters Club and the Athletic Director and Assistant Athletic Director.

Agendas – Prepare agendas for all Executive Board and General Membership meetings

By-laws – Present any necessary changes to the by-laws during the year.

Scholarship Night – Attend annual scholarship night with the Vice-President to present scholarships.

Other Duties - Represent the Booster Club at coaches meeting in August.

The Vice-President shall be an aid to the President and shall perform the president’s duties in his or her absence or vacancy.

Scholarships - Shall chair the scholarship committee or appoint another Executive Officer to chair if the Vice--President has a scholarship eligible senior.

Submit the updated annual scholarship application.

Make certificates for winners

Attend annual scholarship night with the President to present scholarships

Other Duties - Counter reconcile the monthly bank statement to the ledger. Coordinate senior banners. Shall submit HS and MS pizza orders for all events and maintain a spreadsheet of order and submit to Treasurers monthly for reconciliation.

The Secretary shall keep an accurate record of all meetings. He/she shall record the minutes of all regular meetings and any executive meetings.

Minutes

Record the minutes of all Executive and General Membership meetings

Post General Membership meeting minutes on the website

Keep a copy of all minutes in a binder

Membership

Update and make copies of blank membership forms to distribute

Keep copies of completed forms in a binder

Post a current copy of members on the website

Updates to website

Keep current all information on the Coal City Athletic Boosters’ website i.e. monthly minutes, updated membership list and by-laws.

The Treasurer shall keep an accurate record of all money brought in, receipts, and expenditures. The Treasurer shall dispense funds when authorized.

Bookkeeping

Maintain ledger and budget

Track income and expenses

Dispense authorized funds

Make non game deposits

Reconcile deposits and pizza orders

Reconcile bank statement to ledger monthly

Provide materials to Unit Office for audit

Prepare Shares Breakdown and bi-annual disbursement

Financial reports

Prepare and give a financial report at all meetings

Prepare a budget for the new school year for booster board approval

Send District Business Manager a copy of the ledger, budget and bank statement monthly

Money boxes

Prepare money boxes for concession stands for both the high school and middle school. As well as provide extra change for large events.

High School Concession Chair

Planning , ordering and stocking concession supplies for each event..

Inventory before and after a split revenue event with outside organization.

Maintain, repair and replace concession equipment.

Ensure that all receipts are submitted to Treasurer promptly.

Maintain cash boxes and request additional boxes or extra change from Treasurer for large tournaments

Tournament setup of extra equipment.

Stock and setup of Mobile Trailer for your Schools events

Middle School Concession Chair

Planning , ordering and stocking concession supplies for each event..

Inventory before and after a split revenue event with outside organization.

Maintain, repair and replace concession equipment.

Ensure that all receipts are submitted to Treasurer promptly.

Maintain cash boxes and request additional boxes or extra change from Treasurer for large tournaments

Assist the High School Chair with Middle School Tournaments held at the High School.

Stock and setup of Mobile Trailer for your Schools events

Football Concession Chair

Perform duties listed under High School Concession Chair as it pertains to football concessions. As well as the unique duties listed below:

Shall act as stand manager at each home football game, this includes opening the stand prior to volunteers arriving.

50/50 - Purchasing tickets, counting, dividing money and sending someone to have the winning number announced. Paying the winner and depositing club portion.

Pick Night Chair

Attend Coaches meeting in August with President and acquire coaches and team parent contact information.

Communicate “pick night” dates and times to coaches and team parents.

Create “pick night” Calendar selection sheet.

Run “pick night” night

Send reminder emails to team parents a week before schedule to work

Make concession sign in sheets for all events and collect and turn into the Secretary.

Keep team parent list up to date

Share event dates with Treasurer for deposit reconciliation and schedule deposit pickups for HS and MS events.

Advertising/Marketing Chair

Responsible for sending letters to solicit advertisements in the fall, and winter and spring programs and sponsorship opportunities.

Design, organize, proof, and submit to print the program booklet

Promote Coal City Athletic Boosters and Coal City Sports on social media and print outlets.

Maintain sponsor/Ads mailing list.

Article VIII Executive Board

1. The Executive Board shall consist of the following officers: President, Vice-President, Treasurer Secretary, Football Concession Chair, High School Concession Chair, Middle School Concession Chair, Pick Night Chair, and Advertising/Marketing Chair Nominations will be taken at the April meeting. The election shall take place in May. Any open officer position(s) may be appointed at the discretion of the elected Executive Officers.
2. The Executive Board shall transact the necessary business between regular monthly meetings.
3. The Executive Board shall have the authority to approve without general membership vote any expenditure of up to $250 to any one organization. Any expenditure of general funds over $250 shall require an advance approval vote by the Executive Board and then be presented and approved at a General Membership meeting with the exception of concession stand supplies, allocated shares, and scholarships.
4. The Executive Board shall be covered under a liability policy and fidelity bonded to be renewed yearly.
5. Conflict/Duality Resolution

For all Officers and Committee Chairs, and all members of the CCAB, committees, and other CCAB leadership positions, in the event of any actual or apparent conflict/duality of interest related to service on behalf of the CCAB, the individual must:

1. Publicly disclose (or have previously disclosed) the conflict/duality before the related discussion takes place
2. Absent him/herself from at least part of the discussion, when directed to
3. Absent him/herself from voting on the related matter, when directed to

Article IX Funds

1. Any Executive Officer has the authority to spend up to one hundred dollars ($100) when needed for the Athletic Boosters Club without member vote and board approval.
2. The Treasurer, President, and Concession Stand Chair(s) shall have signatory authority and shall be issued debit cards. The Booster Club shall be obliged to maintain a checking account that requires dual signatures on all checks. Prompt detailed notice shall be given to the Treasurer within 24 hours with a receipt to follow.
3. A balance in the amount of twenty-thousand ($20,000) shall be set aside for the next year startup funds for concession stands, scholarships, and prior share commitments.
4. All money collected from any concession shall be counted and signed by the adult volunteer and an Executive Board Officer not to include Treasurer prior to leaving the stand.
5. The Executive Board has authority to allocate the 50/50 money collected towards scholarships
6. Mileage accrued by a board member needs to be turned in on their personal taxes and are not eligible for reimbursement from the Booster Club.
7. The Athletic Booster is responsible to maintain and protect its own finances.
8. Any monetary donation made to the school cannot be earmarked for any particular expense. The Athletic Booster Club may make a recommendation, but cash or other valuable consideration must be given to the District to use at its discretion.
9. Monthly financial reports are submitted to the Coal City Unit 1 School District Business Manager.
10. The fiscal year shall run from July 1st to June 30th.

Article X Amendments

1. These bylaws may be amended by a majority vote at any regular meeting of this organization with an approved motion. The motion shall be reviewed and discussed and then voted on.

Amended by the General Membership Board on November 14, 2012

Amended by the Executive Board & General Membership Board on March 20, 2013

Amended by the General Membership Board on May 18, 2016

Amended by the General Membership Board on August 22, 2016

Amended by the General Membership Board on April 24, 2017

Amended by the General Membership Board on August 8, 2018

Amended by the General Membership Board on April 29, 2019

_______________________________ _____________________________

Secretary President