By-Laws of the Cypress Ranch Athletic Booster Club
ARTICLE I - NAME
The name of this organization shall be Cypress Ranch Athletic Booster Club, hereinafter referred to as ("CRABC").
ARTICLE II – PURPOSE
The purpose of the CRABC is to promote all athletic programs at Cypress Ranch High School (“Cypress Ranch”) in an atmosphere that is consistent with the educational philosophy of the school community. Said organization is organized exclusively for charitable, religious, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under Section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
ARTICLE III – OBJECTIVES
The objectives of the CRABC are as follows:
(a) To develop an organization with an active and involved membership that is concerned with the Cypress Ranch athletic program and all of its participants regardless of sex, race, socio-economic status or chosen sports activity.
(b) To promote school spirit and sportsmanship and encourage attendance at all Cypress Ranch athletic events.
(c) To encourage and support the academic endeavors of Cypress Ranch student athletes.
(d) To provide supplementary financial support for the various athletic activities at Cypress Ranch.
(e) To aid the Cypress Ranch coaching staff in organizing and staging special events and projects.
(f) To aid and support the Cypress Ranch staff in the areas of sports promotion, publicity, and program development.
ARTICLE IV –TYPE OF ASSISTANCE
(a) To assist financially in purchasing equipment and supplies for all of the sports’ programs at Cypress Ranch. As funds become available, CRABC will set forth a vote at the regularly scheduled Executive Board meeting to approve the donations of funds to the Athletic Department of Cypress Ranch. The Cypress Ranch Athletic Coordinator will determine what items are priority purchases for this department and will make purchases accordingly as mandated by Cypress Fairbanks Independent School District (“CFISD”). The Cypress Ranch Athletic Coordinator will supply CRABC with a list of items purchased with CRABC donation monies on an annual basis or as requested by the Executive Board.
(b) To assist in fund raising, the sale of spirit items, supplying items for concession, and funding events for all athletic programs.
(c) All projects must be approved by the CRABC.
ARTICLE V – NON-PROFIT STATUS
Notwithstanding any other provisions of these By-Laws, the CRABC shall carry out activities permitted by an organization exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1954 or the corresponding provision of any future United States Internal Revenue Law or by an organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code of 1954 or the corresponding provisions of any future United States Internal Revenue Law.
ARTICLE VI – MEMBERSHIP AND DUES
Any person interested in the purpose and objectives of this organization may become a member upon payment of dues.
(a) Individual/Family, White, Navy, Gold, and Lifetime Membership dues shall be set by the Executive Board at the Annual Business Meeting for the subsequent school year.
(b) Annual dues shall be payable during the CRABC’s fiscal year, beginning July 1 and ending June 30. Dues are not refundable or to be prorated.
ARTICLE VII – OFFICERS AND THEIR ELECTION
The Executive Board of the CRABC shall consist of the following officers: President, Treasurer, Secretary, Membership Chairman, Fundraising Chairman, Concessions Chairman, Spiritwear Chairman, and Webmaster. In addition a Co-Concessions Chairman and a Co-Spiritwear Chairman will be elected, they will serve under the chairman and do not have voting rights unless delegated by their respective Chairman. The Cypress Ranch Athletic Coordinator shall be on the CRABC Board as the representative of the coaches and athletes. The Cypress Ranch Athletic Coordinator shall be the liaison between the CRABC Executive Board and the Cypress Ranch Administration. There shall also be appointed, at-large, members whose responsibilities will include chairperson of each Standing Committee.
(a) Nominations and Elections: The officers shall be elected by a majority of the voting membership present at the Annual Business Meeting. At the February General Membership Meeting held first Monday in February, the Executive Board shall appoint an Officer Nominating Committee consisting of three (3) active members of the CRABC and one (1) Executive Board member. The Officer Nominating Committee will present a slate of nominees to be voted upon at the Annual Business Meeting. Nominations will be accepted at the Annual Business Meeting provided the nominee expresses a desire to serve, if elected. The Officer Nominating Committee will conduct the election by written ballot at the Annual Business Meeting. Newly elected members will assume duties on July 1 for their elected term. Any retiring officers can serve as ex-office advisors for one year, if asked.
(b) Term of office: A term is two CRABC fiscal years, each year beginning July 1 and ending June 30. An individual may not serve in the same office for more than two consecutive terms, unless a motion is made and a vote taken, that it is in the best interest of the CRABC to make a specific exception. Such a vote shall be required prior to placing said officer’s name into nomination.
(c) Vacancy: The Executive Board shall appoint any officer vacancy and any standing committee chairperson vacancy. A vacancy shall be filled by a majority vote of the Executive Board at their first meeting after the vacancy occurs.
(d) Qualifications: A candidate for office must be a current member of the CRABC. All officers must be at least twenty-one (21) years of age before the elections.
(e) No person may hold more than one elected office at any time.
(f) No person may be nominated or hold any office in the CRABC if that person is on the staff, whether paid or voluntary, of any professional sports organization.
(g) Terms of the Executive Board members shall be staggered. All of the positions will serve a 2 consecutive year term except for the President. President will serve a 1 year term. The Treasurer, Membership Chairman, Concession Chairman, Co- Spiritwear Chairman and Website Chairman shall be elected at the Annual Business Meeting held in an odd calendar year. The Secretary, Fundraising Chairman, Concessions Co-Chairman, and Spiritwear Chairman shall be elected at the Annual Business Meeting held in an even calendar year.
ARTICLE VIII – DUTIES OF OFFICERS & EXECUTIVE BOARD
President: Shall be elected annually for a one year period. The President may elect to run for that office for a second year and as such subsequent one year elections may be added. The maximum number of consecutive years served shall be no more than two years total. Prior to serving as CRABC President, the candidate must serve at least one year as an Executive Committee Member. The duties of the President shall include but not be limited to the following: coordinate CRABC activities with the Executive Committee and hold them responsible for meeting their respective responsibilities, Responsible for conducting all meetings, including the regular monthly meeting, of the Executive Committee and General Board Meetings, Direct the Audit Committee to oversee the annual financial review and serve as ex-official member of all committees.
Treasurer: The Treasurer shall maintain a complete set of books of account in accordance with generally accepted accounting principles and practices. Expenditures in excess of budgeted amounts will not be expended without the Executive Board approval. The Treasurer shall make disbursements from the general fund, and shall pay expenses approved by the Executive Board and shall secure proper vouchers thereof and shall receive and deposit moneys of the CRABC in the CRABC’s checking and/or savings account. Quarterly financial statements shall be prepared by the Treasurer and presented for approval by the Executive Board at each General Membership Meeting. The Treasurer will be required to keep current and accurate ledgers showing all financial transactions of the CRABC. At the end of the term the outgoing Treasurer will be responsible for completing any tax returns or filings that may be required by any local, state or federal authority. At the request of the Executive Board the Treasurer will provide to an independent accountant all books and records necessary for an audit. The signatures of the President, Secretary, Treasurer and one Executive Board member are to be maintained on file at the financial institutions where accounts are maintained. All accounts shall require two (2) signatures.
Secretary: The Secretary shall keep a record of all the proceedings of the General Membership Meetings of the CRABC, conduct general correspondence and notify members of meetings. All minutes of the decisions made in these meetings should go out to the general membership each month, and an official copy kept in the Cypress Ranch Athletic Coordinator’s office.
Membership Chairman: The Membership Chairman is responsible for conducting an active campaign as well as promoting and processing business to build the membership of CRABC. The Membership Chairman shall keep a database of past and present members for club use, organize yearly membership mailings to past, current and potential members. The Membership Chairman supports the CRABC and the Communication Chair by providing membership information as needed with respect to names & e-mail addresses for distribution list purposes.
Fundraising Chairman: The Fundraising Chairman shall coordinate all special event fundraising events by the CRABC. As such the Fundraising Chairman shall continuously seek out opportunities to raise funds and put viable options into action. The Fundraising Chairman shall produce a projected schedule for special fundraising events along with an annual budget at the start of the fiscal year projecting cost and net proceeds expected from all special events. Each month the Fundraising Chairman shall report on the status of all fundraising activities. The Fundraising Chairman shall organize committees for specified fundraising events and identify a separate chairman for each major fundraising event. The Fundraising Chairman shall gain all approvals required for fundraising events, line up sponsors as appropriate, and ensure all debts and funds raised are accounted for.
Concessions Chairman: The Concessions Chairman shall oversee the keeping of a detailed record of all activities, transactions and cash management associated with the CRABC concession stands. The Concessions Chairman shall order, inventory/stock, and maintain all food and beverage products, equipment, supplies, and miscellaneous items associated with the CRABC concession stands. The Concessions Chairman will also maintain current knowledge of competitive pricing and menus. The Concessions Chairman is ultimately responsible for opening and closing the stands and making sure that the stands are in good operating order at all times and provide a safe and clean environment for staff, students and volunteers. )
Spiritwear Chairman: The Spiritwear Chairman shall identify spirit items that are to be sold at various Cypress Ranch events, work with vendors to coordinate supply of spirit items, develop a budget for spirit items each fiscal year, coordinate the sale of spirit items, set prices for items, track and report sales and inventory of spirit items to the Executive Board. Prior to each sporting season, the Spiritwear Chairman shall meet with the respective coach and determine what spirit items will be presented as options to the parents and players. The Spiritwear Chairman will finalize the design of such items and coordinate orders for the individual sports.
Webmaster: The Webmaster shall maintain the CRABC website and liaison with other Cypress Ranch Athletic websites.
Concessions Co-Chairman: Works with the Concessions Chairman in keeping of a detailed record of all activities, transactions and cash management associated with the CRABC concession stands. The Concessions Chairman shall order, inventory/stock, and maintain all food and beverage products, equipment, supplies, and miscellaneous items associated with the CRABC concession stands. The Concessions Chairman will also maintain current knowledge of competitive pricing and menus. The Concessions Chairman is ultimately responsible for opening and closing the stands and making sure that the stands are in good operating order at all times and provide a safe and clean environment for staff, students and volunteers.
Spiritwear Co-Chairman: The Spiritwear Co-Chairman shall work with the Spiritwear Chairman to identify spirit items that are to be sold at various Cypress Ranch events, work with vendors to coordinate supply of spirit items, develop a budget for spirit items each fiscal year, coordinate the sale of spirit items, set prices for items, track and report sales and inventory of spirit items to the Executive Board. Prior to each sporting season, the Spiritwear Chairman shall meet with the respective coach and determine what spirit items will be presented as options to the parents and players. The Spiritwear Chairman will finalize the design of such items and coordinate orders for the individual sports.
Executive Board: The Executive Board shall appoint standing committee chairpersons; appoint and/or dissolve all other committees as required; meet each month (“Executive Board Meeting”) during the CRABC fiscal year. The board shall discuss and vote on issues pertaining to CRABC business and the Executive Board shall approve through simple majority of those members present. The President shall not have a vote accept in the event of a tie of the Executive Board members present. The Executive Board shall approve the recommendations of all Committees and shall have ultimate responsibility for the actions of these committees; set the time and date of General Membership Meetings and give members timely notification; approve goals and budget targets annually; can approve emergency expenditures outside the budget in amounts not to exceed $250; be responsible for an annual review of the By-laws, recommending revisions as deemed appropriate; and may perform other duties pertaining to said office.
ARTICLE IX – STANDING COMMITTEES
Standing Committees are those required to function throughout the year. Chairpersons shall be appointed by the Executive Board and are required to attend all General Membership Meetings. Chairpersons are required to obtain approval on all projects from the Executive Board. Their term of office shall be determined by the Executive Board members at the time of appointment. Such committees may include, but not be limited to, all sports’ programs, newsletters, banquets, etc. Standing Committee Chairpersons may recruit as many members as necessary to discharge the responsibility of the Committee. The Chairperson shall also keep a file of the year’s proceedings, for turnover to his/her successor.
ARTICLE X – RESIGNATION OF MEMBERS
Any member may resign by notifying the Executive Board of the CRABC. Such resignation shall become effective upon receipt, without the necessity of acceptance. No membership fees will be reimbursed to members resigning.
ARTICLE XI - EXPULSION AND SUSPENSION OF OFFICERS AND MEMBERS
Any officer, chairperson, team representative, or member of the CRABC may be expelled or suspended from membership for conduct detrimental to the name or welfare of the CRABC, such expulsion or suspension working a vacancy in any office then held by such a member. Written charges shall be filed with the Executive Board and signed by a member or members of the Executive Board whereby a special meeting shall be set, at which time the accused person shall have the opportunity to be heard in person and if said meeting is waived by that person the Executive Board must vote in favor of expulsion or suspension by a 2/3 vote of the members thereof to make such action effective. The expelled or suspended member shall have the right to appeal such decision to the CRABC as a whole and upon demand of such member make within ten days after notice of the vote of the Executive Board. If the action of the Executive Board is not sustained the accused shall be restored to all rights and privileges of membership. The accused shall have no vote at such general meeting but shall be given the opportunity to be heard in his or her own defense or be represented, the Executive Board may present such evidence as it sees fit in support of its actions. Any officer of the CRABC may be suspended or expelled from his or her office for any of the following reasons: three (3) unexcused absences from CRABC meetings held during each fiscal year; neglect of duties pertaining to his or her office or for conduct detrimental to the name or welfare of the CRABC. The suspension or expulsion will work a vacancy in any such office. The procedures for such suspension or expulsion are identical to those set forth in Article XI hereof.
Any officer of the CRABC may be suspended or expelled from his or her office for any of the following reasons: three (3) unexcused absences from CRABC meetings held during each fiscal year; neglect of duties pertaining to his or her office or for conduct detrimental to the name or welfare of the CRABC. The suspension or expulsion will work a vacancy in any such office. The procedures for such suspension or expulsion are identical to those set forth in Article XI hereof.
ARTICLE XII – MEETINGS
The Annual Business Meeting of the CRABC shall be held at the General Membership Meeting held the first Monday in May unless otherwise specified by the Executive Board. General Membership Meetings shall be held monthly on the first Monday in the month. Additional meetings and or changes in meeting times can occur with at least seven (7) days advance notice to members. Any member may request a special General Membership Meeting by presenting a petition signed by twenty (20) members to the Executive Board. Members will be notified of special meeting dates and locations at least fourteen (14) days in advance of such meeting. The Executive Board of the CRABC may call special meetings of Executive Board Members only, whenever necessary, and if circumstances warrant. Any Executive Board Member may request such a meeting and must give seven (7) days advance notice of such meeting to fellow Board Members.
Meetings will be run following a modified version of Robert’s Rules of Order. These include:
(a) Calling the meeting to order
(b) Approval of minutes from the previous meeting
(c) Items requiring a vote shall require a motion in detail regarding the topic under discussion, and a second to confirm
(d) The President will call for a further discussion and then a voice vote
(e) If the voice vote is too close for decision, then a show of hands will be required
(f) The President shall not vote except in the event of a tie
(g) Adjournment of the meeting.
ARTICLE XIII – FINANCES
No part of the net earnings of the CRABC shall inure to the benefit of, or be distributed to, its members, trustees, officers, or other private persons except that the CRABC shall be authorized and empowered to pay reasonable compensation for services rendered. Checks written in the amount of $1,000 or great shall require two signatures.
ARTICLE XIV – VOTING
Only due-paying members will be eligible to vote with one vote per membership (membership includes family or an individual).
ARTICLE XV – CODE OF ETHICS
(a) All members and officers will follow the current UIL guidelines in all CRABC activities.
(b) All members and officers will follow the current CFISD guidelines in all CRABC activities.
(c) The CRABC shall not carry on any other activities not permitted to be carried on by an organization exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code or the corresponding section of any future tax code.
(d) The CRABC shall not carry on any other activities not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in the furtherance of the purposes of this organization.
(e) No substantial part of the activities of the CRABC shall be the carrying of propaganda or otherwise attempting to influence legislation and the CRABC shall not participate in or intervene (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.
ARTICLE XVI – AMENDMENT OF THESE BY-LAWS
The CRABC By-Laws shall be reviewed by the Executive Board annually. Amendments to the By-laws are to be submitted in writing at a regular Executive Board Meeting prior to a General Membership Meeting. Notice of the amendments shall be publicized by direct mail or e-mail to the membership at least two weeks prior to the General Membership Meeting. Amendments may be adopted at a General Membership Meeting by a 2/3 majority of those voting members present. It is hereby understood and agreed that the Cypress Ranch Athletic Booster Club is organized and operated under the provisions of this Constitution and By-laws unless and until amended or rescinded in writing.
ARTICLE XVII – DISSOLUTION OF CRABC
Upon the dissolution of the CRABC, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax 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 XVIII – CONFLICT OF INTEREST
Whenever a member has a financial or personal interest in any matter coming before the Executive Committees, the affected person shall a) fully disclose the nature of the interest and b) withdraw from discussion, lobbying, and voting on the matter. Any transaction or vote involving a potential conflict of interest shall be approved only when a majority of disinterested directors determine that it is in the best interest of the CRABC to do so. The minutes of meetings at which such votes are taken shall record such disclosure, abstention and rationale for approval.
For purposes of this provision, the term "interest" shall include personal interest, interest as officer, member, stockholder, shareholder, partner, manager, trustee or beneficiary of any concern and having an immediate family member who holds such an interest in any concern. The term "concern" shall mean any corporation, association, trust, partnership, limited liability entity, firm, person or other entity other than the organization.
ARTICLE XIX – UNAUTHORIZED PURCHASES
All procurement of supplies, materials, equipment, and services paid for by CRABC, shall by authorized and directed by the Committee who has budgetary responsibility for such purchase. No member may make any purchases with Board funds unless authorized to do so by a vote of the Executive Board. No Committee Chair shall make purchases that exceed their budgeted spending amounts without a vote of the Executive Board. The vote can occur during a regular meeting or via electronic communication.
Payment for any unauthorized purchase will be the responsibility of the member placing the order.
ADOPTION OF BY-LAWS:
These By-laws were duly adopted by a 2/3 majority vote of the CRABC membership, in attendance, at the May 7, 2013 Annual Business Meeting.