Aledo Athletic Booster Club Constitution and By-Laws

(as approved on 8/11/08)

Vision Statement:

Provide the best possible experience in the development of hard working, competitive, moral, and ethical Aledo ISD student athletes.

Mission Statement:

• Providing programs that support and promote student athletes
• Fundraising to provide resources to coaches, athletes and spirit teams
• Communicating athletic achievements to the community
• Demonstrating and promoting good sportsmanship
• Promoting the goals and objectives of Aledo ISD Athletics

Goals:

Our primary goal, with the assistance of the Athletic Department, is to ensure that our student athletes are equipped with the essentials needed to participate in Aledo ISD athletics.

ARTICLE I - NAME:

The name of this organization shall be the “Aledo Athletic Booster Club” (AABC).

ARTICLE II - PURPOSE:

Section 1:

The purpose of this organization shall be to provide support for the athletic objectives of the Aledo ISD Athletic program.  This is accomplished through projects that provide financial aid, improve physical facilities and support team spirit groups and individuals representing Aledo ISD in interscholastic athletic activities.

Section 2:

The organization is a non-profit organization.  No part of the net earnings or receipts of the organization shall be for the benefit of any private member or individual.  The organization will not carry on propaganda, influence legislations, or intervene in political campaign opposition to any candidates.  The organization is organized exclusively for charitable, religious, educational, and/or scientific purposes under section 501 (c) (3) of the Internal Revenue Code.

Section 3:

We agree that no part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof.  No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.  Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under Section 501 (c) (3) of the Internal Revenue Code, or (b) by a corporation, contributions to which are deductible under Section 170 (c) (2) of the Internal Revenue Code.  In case of bankruptcy, such assets not disposed of shall be disposed of by an appropriate court of the county in which the principle office of the organization is then located.

Section 4:

The AABC can be dissolved as an organization by a 2/3 vote of the entire general membership - not just those attending a single meeting.  The Secretary shall carry out a written vote of the entire general membership if a majority of members at a meeting call for such a vote.  Upon dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code, or shall be distributed to the Federal government, or to a state or local government, for a public purpose.  Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

ARTICLE III – MEMBERSHIP:

Section 1:

Membership to this organization shall be open to any person who has an interest in the athletic activities of Aledo ISD and who pays the yearly dues.  Each family membership is entitled to cast no more than 2 votes. Each voting member must be an adult (18 years or older) and must be present at the time of voting.  Current Aledo ISD students shall not be voting members of the organization.  The amount of dues shall be set by the Executive Board in its first meeting of the fiscal year.  All members shall be aware of and abide by all UIL rules as regards to Booster Club activities as published on the UIL website.  The Executive Board shall make hardcopies available to all members if requested.

ARTICLE IV – OFFICERS AND CHAIRPERSONS:

Section 1:

The Executive Board of the Aledo Athletic Booster Club shall consist of:  President, Vice President of Communications, Vice President of Team Relations, Vice President of Fundraising, Secretary, Treasurer, Program Chairperson, Membership Chairperson, Merchandise Chairperson, and Concessions Chairperson.  The Executive Board may be expanded on a year-by-year basis to include any such committee chairpersons approved by a majority vote of the general membership.  Executive Board members must be Club members in good standing.

Section 2:

The business, assets and affairs of the Club shall be managed by the officers, who shall have the power to initiate and approve programs, projects and plans of the Club subject to the approval of the voting members of the organization.

Section 3:

The Athletic Director shall serve as a non-voting officer.

Section 4:

Election and Term of Office:  The officers shall be elected by the general membership in the winter of the school year at a regular meeting prior to the start of the fiscal year term.  The officers shall be elected from the slate presented by the Executive Board or by nominations from the floor.  These officers shall serve a term of 1 year from February 1st through January 31st of the following year.  A vacancy occurring in an office shall be filled by a vote of the membership, except for the President, which shall be filled by the Vice President of Communications if they are willing and able, and if not, by a vote of the membership.

Section 5:

A majority of the officers shall constitute a quorum at any meeting of the officers.

Section 6:

Duties of the Officers and Chairpersons

President - The President shall: be the principal executive officer of the Club and, subject to the control of the By-Laws; supervise and control all of the business and affairs of the Club; and when present, preside at all regular meetings and meetings of the officers.  He/She will sign, along with the Treasurer, contracts or other instruments that the members have authorized to be executed, or shall be required by law to be otherwise signed or executed; and in general shall perform all duties incident to the office of President and such other duties as prescribed by the membership by majority vote of the voting members present.  The President shall not chair any one committee but should be kept apprised of the activity of all AABC committee activities.

Vice President of Communications - In the absence of the President or in the event of death, inability or refusal to act, the Vice President shall perform the duties of the President, and when so acting, shall have all the powers of, and be subject to, all the restrictions upon the President.  The Vice President will be coordinator of the Secretary, Treasurer, and Membership Committee and functions. The Vice President of Communications shall also be responsible for coordination of the AABC web site.  The Vice President of Communications shall also perform other such duties as from time to time may be assigned to him/her by the President.

Vice President of Team Relations – The Vice President of Team Relations shall: coordinate locker decorations with the Cheer team, Fall team BBQ lunches (athlete paid), stadium decorations, varsity football homecoming float decorations, meal preparation after long distance away-games, and athletic awards banquets.  The Team Relations Vice President is responsible for activities that promote team spirit among the players and community.

Vice President of Fundraising – The Vice President of Fundraising shall: coordinate activities of the Program Committee, Merchandising Committee, and Concessions Committee.  All fundraising ideas and activities shall be coordinated through the Vice President of Fundraising.  In addition, the Vice President of Fundraising is responsible for Aledo ISD coordination of advertising, logo usage, and sponsors.

Secretary - The Secretary shall: keep the minutes of the regular meetings and meetings of the officers in one or more books provided for that purpose; communicate the minutes by email to the members or post them on a website; see that all notices are duly given in accordance with the provisions of these By-Laws or as required by Federal or State Law; be custodian of Club records; keep a register of the post office address, telephone numbers, and email addresses of each member; and, in general perform all duties incident to the office of Secretary and such other duties as from time to time may be assigned by the President.

Treasurer - The Treasurer shall: have oversight of and be responsible for all funds and securities of the Club; receive and give receipts for monies due and payable to the Club, and deposit all such monies in the name of the Club in such banks, trust companies or other depositories as shall be selected in accordance with the provisions of Article X of these By-Laws; in general perform all the duties incident to the office of Treasurer and such other duties as from time to time may be assigned by the President.  The Treasurer shall also sign purchase orders and other legal documentation approved by the Club along with the President and provide financial reports at the regularly scheduled Club and Executive Board meetings.  The Treasurer is responsible for submitting applicable reports under Section 501 (c) (3) of the Internal Revenue Code; or by an organization, contributions to which are deductible under Section 170 (c) (2) of the Internal Revenue Code.

Program Chairperson – The Program Chairperson shall: organize and supervise the committee responsible for publishing the Athletic Program containing rosters, advertising and other information materials.  Among other duties, the committee shall raise funds by selling commercial and parent-sponsored ads, gather team and individual player pictures for the program, and coordinate sales of the published programs at athletic events.  The Program Chairperson reports to the Vice President of Fundraising.

Membership Chairperson – The Membership Chairperson shall: organize and supervise the committee responsible for promoting membership to the parents and community; design and print a membership brochure; keep a list of all paid-up members; collect membership dues; and distribute membership incentive merchandise.  Membership incentives are recommended annually prior to the membership campaign to the executive committee of the AABC by the Membership Chairperson.  The Membership Chairperson reports directly to the Vice President of Communications.

Merchandise Chairperson – The Merchandise Chairperson shall: organize and supervise the committee responsible for designing, ordering and coordinating the sales of Bearcat fan merchandise at athletic events.  The Merchandise Chairperson coordinates the annual athletic theme with the Athletic Director.  The Merchandise Chairperson reports directly to the Vice President of Fundraising.

Concessions Chairperson – The Concessions Chairperson shall organize and supervise the committee responsible for organizing the concession stands made available to the AABC by the Aledo ISD.  Among other duties, they shall get volunteers to work, arrange for specialty sales items and cleanup the concession stands if required.  The Concessions Chairperson reports directly to the Vice President of Fundraising.

Section 7:

Officer and Chairperson Attendance at Meetings: All Executive Board members are expected to maintain regular attendance at Board and membership meetings.  Conspicuous absences by a Board member may result in a decision by a quorum of the Executive Board of the Club to replace this Board member.

ARTICLE V – TEAM REPRESENTATIVES:

Section 1:

A team representative shall be recommended and assigned to each sport team representing Aledo ISD in interscholastic activities.  The head coach will submit his/her approval of all those who have either volunteered or are selected to represent the sports team.  The team representative must be a member of the AABC.

Section 2:

Each team parent representative appointed shall: represent the sport and team at regular AABC meetings; arrange for a substitute to report if absent; and present funding needs, information and concerns to the AABC membership at regular meetings.

ARTICLE VI – SCHOLARSHIP CRITERIA:

The Executive Board will determine the number of senior athlete scholarships to be awarded by the AABC each school year.  A minimum of four scholarships shall be awarded in even quantities per gender (for example:  two male and two female).  The following criteria will be used in selecting the scholarship recipient:

• The parent/guardian of the athlete must be a member of the AABC,
• The athlete/trainer/filmer must have represented an Aledo High School sport,
• The athlete/trainer/filmer shall fill out a scholarship application to be obtained from the AABC,
• A selection committee, appointed by the Executive Board and the Athletic Director, will select from the applicants, (parents of the applicants cannot serve on the selection committee),
• More than four scholarships may be given in a given year with unanimous agreement of the Executive Board,
  
• The amount of each scholarship shall be determined near the end of the school year at a regular scheduled meeting, but prior to the announcement of award winners.  The scholarships will be awarded by the President of the AABC at the spring banquet or at the high school awards ceremony.

ARTICLE VII – GENERAL MEETINGS:

Meeting Location:

The Aledo Athletic Booster Club will normally meet on the 1st Monday of each week during the Fall Semester at Aledo High School at 7:00 PM, unless changed by the President with advance notice.  During the Spring Semester, meetings are held the first Monday of the month.  The Executive Board meets as needed during the summer.

Section 1:

The Secretary may declare a quorum of members present at any scheduled meeting for the purpose of conducting business.  Five people are considered a quorum.

Section 2:

Special meetings of the Executive Board and/or members for any purpose(s), unless otherwise prohibited by the By-Laws, may be called by the President and the Executive Board.  Special committee meetings and/or general membership meetings shall be called by the President at the request of not less than 50% of all members entitled to vote.

Section 3:

The rules contained in the current edition of Robert’s Rules of Order shall govern the Club in all cases to which these are applicable and in which they are consistent with the By-Laws and any special rules of order the Club may adopt.  The order of business at all meetings of the membership shall be as follows:

• Call to order

• Secretary's Report - Approval of the minutes of proceeding meeting
• Treasurer’s Report
• President's Report
• Athletic Director's Report
  
• Reports of the committees
• Old business
• New business
• Team Reports
• Adjournment

ARTICLE VIII – VOTING:

Section 1:

Current dues paying members shall be entitled to vote on any issues presented to and that requires a vote by the AABC membership. Each family membership shall cast no more than 2 votes.  Each voting member must be an adult (18 years or older) and must be present at the time of voting.

Section 2:

Majority votes of the membership present and voting carry the vote except when voting on By-Laws.

Section 3:

These By-Laws may be altered, amended or repealed and new By-Laws may be adopted by a 51% vote of the general membership.  Changes may be brought forward and presented by any member of the Club.  In addition, negliglble and/or de minimus and/or trivial changes to the existing by-laws may be made when presented as a motion with unanimous approval from the Executive Board and upon a 2/3 vote of the club members present and voting.  The Executive Board will determine if the proposed change is negliglble and/or de minimus and/or trivial.

ARTICLE IX – COMMITTEES:

Section 1:

General committees shall be appointed by the President and approved by a majority vote of the Executive Board to assist in conducting activities.  The Program, Concessions, Merchandise, and Membership committees will be continuing long-term committees whose chairpersons shall be voting members of the Executive Board.

ARTICLE X – CONTRACTS, LOANS, CHECKS, DEPOSITS AND AID:

Section 1:

Loans and contracts:  No loan or contract shall be entered into unless carried by a majority vote of the voting members present.  Additionally, the Athletic Director must approve any loan or contract, in addition to observing terms or conditions as set forth in applicable School Board policy or practices.

Section 2:

Checks and drafts, etc:  All purchase orders, expenditure vouchers, checks and drafts for payment of money shall be approved by the Executive Committee or general membership vote first, and then signed by the Treasurer.  Checks over $1,000.00 shall require the signature of the Treasurer and President.

Section 3:

Deposits:  All funds of the Club shall be deposited within three (3) business days of collection in the Club’s checking account held at a bank of the Executive Board’s choosing.

Section 4:

Aid:  Teams requesting aid from the AABC shall present their request at a regular meeting of the membership.  The team representative, coach, Athletic Director or a member of the AABC may present the request for aid.  No requests shall be approved that would break any UIL rules.  All requests will be paid by the Treasurer if the request is approved by a majority of the members present at the meeting.  The Treasurer may also reimburse members for previously approved expenditures.

Section 5:

Major Expenditures:  All major expenditures; (those requiring loans or contracts), whether monetary, equipment, facility construction or improvements, must be approved by the Principal and Athletic Director of Aledo High School, as well as by majority vote of the voting members present, as subject to Aledo ISD School Board policy or practices.

ARTICLE XI – FISCAL YEAR AND BUDGET:

Section 1:

Fiscal Year:  The fiscal year of the Club shall begin the first day of January and end on the last day of December.

Section 2:

Budget:  The President, in conjunction with all the committees, shall present a budget to the members for approval at the first regularly scheduled meeting of the members.

Section 3:

Audit:  The Club account(s) will be audited at a time and date as requested by the Athletic Director of Aledo ISD or a majority vote of the Executive Board of the AABC.

ARTICLE XII – FUND RAISERS:

Section 1:

Fund raisers shall include collecting membership dues, selling of merchandise, working concessions, holding raffles, selling advertising in the athletic programs, selling athletic programs, organizing auctions, and other activities as planned by the Executive Board and the general membership.