DABC Constitution and By-laws

 

Constitution and By-laws

Of the

Dixon Athletic Booster Club Revised 19 March 2015

Article I - Name of Organization

The name of this non-profit organization shall be the Dixon Athletic Booster Club (herein known as the DABC).

Article II –Mission and Strategies

Section 1. The mission of the DABC is to support and promote all Dixon R-1 Schools athletic programs and the activities related to those programs. Also, to develop “Bulldog Pride” by supporting the students, school, and community with active support.

Section 2. Strategies employed in support of the mission include:

A. Developing and conducting fund raising activities. Allocations of funds are for the sole purpose of improving the quality of all athletic-related programs.

B. Organizing and/or supporting activities that promote student and community spirit for athletic programs.

C. Comply with the rules of the Missouri State High School Activities Association and any other successor interscholastic organization or associations of which Dixon R-1 School district is a member.

D. The DABC shall always function in a manner consistent with and in support of good citizenship, sportsmanship, and pride of the Dixon R-1 Schools and Dixon Community.

Article III –Membership

Section 1. Any person interested in supporting the purposes of the DABC shall be eligible for membership upon payment of the annual dues for each fiscal year. Membership in the DABC shall be open to parents or guardians of students of Dixon R-1 Schools, alumni of Dixon R-1 Schools, members of the faculty, administration, and staff of Dixon R-1 Schools, and members of the community who desire to support student athletes of Dixon R-1 Schools. Coaches, assistant coaches and administrators are honorary non-voting members, and cannot serve on the board of the DABC.

A representative from each team of Dixon R-1 Schools shall be an honorary, non-voting member of the DABC during the school year. These students will not be required to pay dues.

Section 2. Each fiscal year shall begin on July 1 and end on June 30 of the following calendar year. No later than August 1 of each fiscal year, the Officers and Board of Directors shall determine the annual dues for each category of membership during the then-current fiscal year.

Section 3. The DABC shall have the following categories of membership:

A. Individual members

B. Corporate members, which are non-voting members

Section 4. At all general meetings of the DABC each member of the DABC who is present and has paid the annual dues for the then-current year shall have one vote. No member of the DABC may vote by proxy or absentee ballot.

Section 5. From time to time, the DABC may accept gifts of money or property from individuals or entities. These gifts are put into the general fund.

Section 6. Dues will not be pro-rated.

Article IV - Board of Directors

Section 1. The Board of Directors shall be the governing body of the DABC subject to and controlled by these By-laws. The Board of Directors will be elected by a vote of the Dixon Booster Club membership at the May election each year.

Section 2. The term of office of all Board of Directors shall run (3) years from May to May. The newly elected board shall assume their duties in the month of June following their election in May. Any member of the DABC can be elected to the Board of Directors. Section 3. The Board of Directors shall consist of 5 elected Board members and the 4 elected officers. New members are to be elected at the annual Spring Election meeting in May of each year. A Dixon Booster Club member shall fill any Board of Directors vacancy that may occur during the year by a Board of Directors vote. They shall fill the remaining term of the vacated member.

Section 4. Two (2) board members plus two (2) officers one being President/President pro tem or Vice-President constitute a quorum for the transaction of business at regular, special, or Board of Directors meetings. Each member of the Board of Directors will have one (1) vote upon all issues, except the President, who only votes in the case of a tie. Voting by proxy or alternate shall not be permitted.

Section 5. Any member of the Board of Directors who is absent from three consecutive regular meetings of the Board is subject to removal and replacement by a majority vote of the other Board members at the next regular meeting of the Board. The member of the Board who is subject to removal and replacement may not vote on the question of his/her removal and replacement.

Article V – Officers

Section 1. The club officers shall be elected from among the membership of the club and they shall consist of a President, President pro tem, Vice-President, Secretary, and Treasurer. The term of the officers will be one (1) year. Officers may serve more than one term, but no more than three (3) Consecutive terms. The treasurer and secretary may serve more than three (3) consecutive terms. The high school and middle school athletic directors shall be invited to be advisors for the club on projects.

Section 2. In the event that a vacancy occurs in any office (whether due to resignation, removal, or otherwise), the other members of the Board of Directors shall elect a member of the DABC to fill such vacancy during the remaining portion of the fiscal year in which such vacancy occurs.

Article VI –Meetings

Section 1. The DABC shall hold monthly meetings during the period August through May each year unless otherwise designated by the President or President pro tem. Each monthly meeting date, time, and place will be determined on a monthly basis at the end of the previous meeting.

Section 2. The Board of Directors will hold additional meetings as deemed necessary.

Section 3. All members will be notified of any meetings by e-mail, newspaper, and/or radio.

Section 4. Only members who are current on membership dues may vote. Simple majority will decide business brought to a general meeting.

Section 5. If appropriate, the club shall pay expenses for any meeting place they use.

Section 6. The annual Spring Elections Meeting will be held in May of each year.

Section 7. The Order of Business of the DABC shall be as follows:

1. Call to Order

2. Reading of the minutes of the last regular meeting and of any interim meetings, and action taken thereon

3. Report of the Treasurer

4. Report of the Committees

5. Reading of bills, purchase requests, and Communications Unfinished Business

6. New Business

7. Establish Next Monthly Meeting

8. Adjournment

Article VII - Fiscal Year

Section 1. The fiscal year shall run from July 1 through June 30.

Article VIII - Procedures and Rules

Section 1. Robert’s Rules of Order shall govern all meetings where not inconsistent with these By-laws.

Article IX – Finances

Section 1. The annual dues for membership levels shall be determined by the needs of the club and shall be set by a majority vote of the club during a regular monthly meeting.

Section 2. The club’s funds in the amount of over $500.00 will not be used except as directed and approved by a simple majority vote at a general or special DABC meeting. The Board of Directors may disperse funds up to $500.00 by a simple majority vote of the Board. The presiding officer shall not vote on any matters, unless in the case of a tie vote.

Section 3. Both the Treasurer and the Secretary shall maintain duplicate membership lists of both regular and corporate members.

Section 4. All checks issued by the club shall require two (2) signatures from the following list; President, Vice President, Secretary, Treasurer, or Board Member.

Section 5. Limitations include:

A. No officer or board member shall have the authority to make financial commitments for the club unless authorized by a majority vote of the Officers and Board of Directors present at a regularly scheduled meeting.

B. The board of Directors shall not authorize the expenditure of funds above and beyond the anticipated yearly receipts.

C. Unless otherwise provided for no board or committee member may commit any funds of the club without approval of the majority of the Board of Directors.

D. All requests for funds over $500.00 must be submitted to the Board of Directors in writing. All requests over $500.00 will be presented to the General Membership with the recommendation to approve or deny.

E. All requests for funds under $500.00 must be submitted to the President. The President will get a simple majority vote of the Officers and Board of Directors to approve or deny.

F. The DABC is liable only to the level of funding authorized by the Board of Directors.

G. The Officers and Board of Directors are authorized to purchase supplies necessary to conduct fund-raisers as approved by the President or President pro tem.

Section 6. Amendment

A. 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© (3) of the Internal Revenue Code, or corresponding section of any future federal tax code.

B. 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 and empowered to pay reasonable compensation for services rendered and to make payments and distributions in the 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 this document, the organization shall not carry on any other activities not permitted to be carried on (a) by and organization exempt from federal income tax under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code. Accepted and approved this day the 17th of April, 2003.

Section 7. Amendment

A. Upon the 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 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 note 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. Accepted and approved this day the 8th of May, 2003.

Article X - Election of Officers

Section 1. The election of officers shall take place at the regular meeting during the month of May each year. A nominating committee of two (2) club members shall be appointed by the President or President pro tem for selecting one (1) nominee to replace vacant offices of the club. Nominations will also be accepted from the floor from the general membership. Voting shall be by a simple majority vote of the DABC club membership.

Section 2. The newly elected club officers and board members shall assume their duties beginning with the July meeting of each year.

Article XI - Duties of Club Officers

Section 1. President. The President or President pro tem shall be the chief executive officer, and shall preside at all meetings; be ex-officio member of all committees; and shall appoint all committees as deemed necessary.

Section 2. Vice-President. The Vice-President shall perform the duties of the president in the President’s absence; chair the auditing committee; and oversee the fund raising activities of the club.

Section 3. Secretary. The Secretary shall record the minutes of all meetings (regular and special) and shall maintain said minutes chronologically. Minutes shall be maintained for the current and preceding fiscal years and they shall be brought to all meetings. The Secretary shall maintain all current and historical club records and papers; insure all club members are notified of all special meetings, changes to date, time, or place of regular meetings, and all special events of the club.

Section 4. Treasurer. The Treasurer shall collect all dues and maintain an accurate regular and corporate membership list. The Treasurer shall keep a simple ledger book showing all receipts and disbursements in a chronological manner. The Treasurer shall maintain the funds of the club and make a financial report during regular meetings of the Club. Annually, during the April meeting, the President shall appoint a three member auditing committee to audit the club books and accounts of the Treasurer and verify the bank balance. The committee shall report at the May meeting of each year.

Article XII – Committees

Section 1. Membership Committee: Shall be in charge of all membership drives. The committee chairman will be a member of the Board of Directors. New membership funds should be accounted for after each event and turned in for deposit into the DABC savings account.

Section 2. Fund-Raising Committee: Shall be in charge of all fund raising projects. The committee chairman will be a member of the Board of Directors. Earnings from fund raisers or concessions should be accounted for after each event and annotated on ledger provided inside money box and turned in for deposit into DABC checking account.

Article XIII - Fund Raisers

Section 1. Standing committee Fund-raisers are organized and coordinated solely by the Board of Directors or a Standing Committee. All DABC Fund-raising events and activities shall be coordinated with the Dixon R-1 High School, Middle School, or Elementary School Principals so as not to interfere with any athletic program or planned school event. A full disclosure of all monies raised and expenses incurred shall be reported, per the Treasurer’s guidelines.

Article XIV – Amendments

Section 1. This constitution may be amended by a two-thirds majority vote of the members of the DABC who are present at a general meeting of the DABC, provided, however, that the proposed amendment(s) shall not be acted upon unless first submitted in writing at a regular or special meeting of the Board of Directors. Approval of the proposed amendment(s) by the Board of Directors shall not be required before the DABC act on such amendment(s). By-laws shall be posted on line.

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